Planning and Conducting a Successful Conference at BYU

Administration

We know the hundreds of details that must be worked out to properly plan, schedule, and administer your program. No job is too big, no detail too small, to merit our attention. We can:

• Develop a long–range plan that will help to coordinate all program details by assigning specific responsibilities to individuals with a timetable for completion.
• Schedule appropriate meeting and event space in the Conference Center,in other buildings on campus, or at off–campus locations.
• Manage your entire conference registration process, including:
  • Collecting and processing registration fees.
  • Sending pre registration receipts and confirmation letters.
  • Staffing the conference registration desk.
  • Preparing conference registration packets that contain the conference program, information about BYU, appropriate maps, information about restaurants, and sightseeing ideas.
  • Preparing and distributing conference name badges.
  • Prepare appropriate signs for your event.
  • Prepare and distribute a roster of attendees.
  • Prepare certificates for attendees to submit for re certification or re licensing requirements.
  • Arrange for appropriate entertainment.
  • Provide comprehensive on–site management for your entire conference.
  • Provide up–to–the–minute enrollment tracking.

Publicity and Promotion

An important factor in guaranteeing success for your conference is to reach the proper target audience with appropriate publicity and promotional materials. As part of the total publicity and promotion plan for your conference, we can:

• Work with you to produce effective brochure copy that will reflect the uniqueness of your program and provide the necessary information to potential participants.
• Design the appropriate graphics to complement your brochure copy.
• Print conference brochures and fliers.
• Create a mailing list to reach your potential registrants and maintain this list for future use.
• Mail printed brochures.
• Develop a Web page for your program.
• Arrange for news releases about your program.

Financial Management

We will work with you to draft a comprehensive program budget. This budget will reflect the unique needs of the event and help make your program self–supporting. To insure sound financial management, we can:

• Establish realistic registration fees.
• Collect and administer program tuition.
• Carefully monitor all conference income and expenses so that conference finances are managed in accordance with legal and institutional requirements.
• Maintain accurate accounting records of all conference income and expenses.
• Pay all conference bills.
• Prepare a final financial report for you.