Planning and Conducting a Successful Conference at BYU

Housing and Meals

We help coordinate participant housing, meals, and special food functions.
We can:

• Arrange for on–campus housing, when available, or off–campus housing in local hotels or motels. Because of the wide variety of housing facilities available, we can usually meet the financial needs of all participants.
• Help select menus, schedule banquet facilities, and coordinate with food service providers.
• Assist with refreshment breaks, continental breakfasts, and receptions.

Instructional Media Assistance

We can coordinate the services of a variety of instructional media professionals who can assist you in creating audiovisual and other learning aids for your conference. As an example of these services, we can:

• Arrange for audiovisual equipment such as projectors, screens, sound equipment, video projectors, and recording equipment.
• Produce appropriate overhead transparencies, slides, posters, and charts to enhance the content of presentations.
• Arrange for audio or video cassettes of major conference presentations for historical purposes or for distribution to participants.

Exhibit Planning

We will help in preparing exhibitor kits and contracts, and can provide setup suggestions for exhibits and displays. We also help in securing cashiering services for those programs that include vendors.

Evaluation

We can assist you in evaluating the success or effectiveness of your program. For example, we can:

• Design a program–specific evaluation form.
• Produce a summary report based on evaluation data.
• Recommend what should be included in future programs.

Post–Conference Wrap–up

After your program is over, our team will wrap up all the dozens of details that occur in connection with your event. You’ll appreciatethe fact that we don’t consider your program to be over until we’ve done such things as:

• Account for all income and expenses.
• Pay all conference bills.
• Write appropriate thank–you letters to speakers and others who contributed to the success of your event.
• Handle all administrative paperwork.
• Process all appropriate documents related to travel, speakers’ honoraria, and other expenses.
• Update the roster of attendees.
• Create a computerized mailing list of attendees for use in announcing future programs.