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College of Education


Services

The Office of Conferences and Events at the University of South Carolina College of Education partners with government agencies, P-12 educators, schools, districts, professional organizations and other institutions of higher education to provide cost-effective logistical support and management of events. Our professional staff work with you to customize services to fit your needs.

Services include:

Planning support for event organizers

  • Provide individualized consulting to your conference team
  • Attend and advise at your conference planning committee meetings
  • Develop a timetable of deadlines with your planning committee

Site selection, contract negotiation and facility management

  • Research meeting, hotel and other facilities; based on event requirements
  • Request proposals from appropriate venues
  • Negotiate contracts, including those for meeting facilities, hotel room blocks, and off-site event venues
  • Arrange any on-campus or off-campus meeting or lodging facilities
  • Prepare detailed conference schedule and confirm all logistical arrangements with facility representatives
  • Serve as the liaison between your event team and meeting facility personnel
  • Review and confirm accuracy of meeting facility invoice following the conclusion of the event

Promotion, Publicity and Marketing Support

  • Advise planning committee on designing and implementing marketing strategies
  • Maintain full-time staff to respond to requests for conference information
  • Coordinate design and printing of brochures and other promotional materials
  • Create calendar listings and ads for submission to journals

Website Development

  • Establish and design a conference home page
  • Build website to feature and publicize conference details and local information
  • Provide detailed technical program information on website
  • Offer online registration

Budget Development

  • Advise event finance committee, making appropriate budget recommendations where needed in order to develop a final event budget
  • Research costs, including the requesting of competitive bids from vendors for goods and services

Financial Management Services

  • Establish and manage an event account for depositing and disbursing funds
  • Monitor event income and expenses in order to provide regular, detailed financial reports
  • Process payments for direct event expenses
  • Process honoraria and travel reimbursement for your designated speakers or officials
  • Provide you with a final financial statement with detailed ledger of revenue and expenses

Registration Management Services

  • Design your secure online conference registration site
  • Offer responsive customer support for registration questions
  • Manage your customized registration database consisting of attendee registration details and payments
  • Respond to each registration with a receipt and confirmation packet
  • Provide regular enrollment reports to the conference committee, culminating in a final registration roster
  • Coordinate with organizations paying for participant registration by purchase order by issuing invoices
  • Plan equipment and staffing needs for on-site registration and badge processing
  • Prepare and manage on-site registration including the distribution of name badges, tickets, and registration packets at conference
  • Provide on-site registration/information services throughout the event for attendees and presenters

Proposal and Program Development

  • Develop, produce and distribute proposals
  • Coordinate information for and prepare advance and final programs

Abstract Collection and Database Management

  • Collect and log abstracts and paper submissions; provide data entry and manage paper database
  • Customize database to track paper submissions including paper status, author information, and sessions
  • Sort and prepare session lists, author index, table of contents, and key word index as appropriate

Conference Preparation & Coordination

  • Assist in the preparation of presenter kits
  • Coordinate paper review process with program chair or committee
  • Communicate with authors on an on-going basis to provide guidance and presentation information

Presenter and Speaker Support

  • Contact event presenters and invited speakers to discuss expectations, responsibilities and fee arrangements
  • Confirm final arrangements with presenters; including travel, presentation materials and audio visual equipment requirements
  • Collect accurate speaker biographical information and titles of talks for program

Additional Social Event Coordination

  • Plan and coordinate banquets, receptions, and other social aspects of the event
  • Assess and determine food and beverage requirements; negotiate menus and prices with vendors
  • Order and prepare tourist materials, including maps and local information for distribution with registration materials

Audio Visual and Technical Coordination

  • Coordinate audio visual equipment required for event, select AV provider and contract for equipment and operators
  • Arrange on-site internet access and computer access
  • Create appropriate program signage
  • Determine shipping needs and coordinate delivery
  • Coordinate any additional on-site administrative requirements; including photocopiers, fax machines, etc.

Poster Board Session Coordination

  • Determine poster board specifications and obtain boards from appropriate vendor
  • Assist your committee in organization of poster sessions
  • Create instructions and prepare information for poster session presenters

Lodging and Transportation Planning

  • Work with the planning committee to determine room block requirements for your group
  • Conduct research to find appropriate hotels and lodging options
  • Negotiate hotel contracts to ultimately get the best possible rate for your group
  • Research alternative low-cost options, including arranging university housing and meal services when appropriate
  • Arrange for ground transportation and shuttle services when necessary

Exhibitor and Sponsorship Management

  • Determine budget for the exhibit program along with the conference committee
  • Maintain prospective exhibitor database in cooperation with event committee
  • Coordinate with the committee to select the exhibition site and negotiate fees
  • Assist in arranging exhibitor and sponsor fees and benefits
  • Prepare promotional materials for exhibitors including event information, floor plan, and contract
  • Manage exhibitor registrations; confirming with service kits and booth assignments
  • Coordinate and negotiate a contract with an exhibition decorator
  • Design space in coordination with decorator and committee
  • Determine on-site security needs; make arrangements with a security company if necessary
  • Serve as an on-site staff liaison to exhibitors throughout the event

Post Conference Reports

  • Collect statistics and create a final assessment of registration and attendance, paper submissions, catering guarantees and actuals, hotel room usage, speakers and poster sessions
  • Prepare a final event summary
  • Submit final reports as required by sponsors or granting agencies