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What You Need, When You Need It.

CPCS Conferences and Special Programs partners with UAH faculty and staff, professional associations, governmental agencies, and industry to manage and present conferences, trainings,workshops, seminars, and meetings.  As a university-based program, we appreciate the unique requirements of professional and scholarly meetings and have developed a highly focused expertise in support of programs.

We can schedule an initial consultation to discuss your event and the services needed.  Contact us to request a consultation and proposal based on the specific services needed for your event.

Comprehensive services and support available to you include:

  • Provide individualized consulting and advice to the planning chair and committees
  • Attend and advise at planning committee meetings, as requested
  • Develop a master timeline and project notebook for implementation of all activities
  • Schedule meeting rooms and specify meeting room setups, including audio visual requirements
  • Coordinate catering arrangements
  • Schedule rooms for receptions, banquets, or other catered activities, select menus; manage event details
  • Prepare detailed conference schedule and confirm all logistical arrangements with facility
  • Manage all on-site meeting logistics with facility staff, including room set-up, room temperatures, and audiovisual
  • Determine room block requirements for group
  • Research hotels and lodging options
  • Negotiate hotel contracts to include reduced group guest room rate, complimentary rooms, and upgrades
  • Research low-cost alternatives and arrange housing and meal services when appropriate
  • Arrange ground transportation and shuttle service as necessary
  • Research costs and prepare a comprehensive conference budget
  • Establish an operating account for depositing and disbursing funds
  • Manage financial operations of the conference
  • Process payments for direct conference expenses
  • Process honoraria and travel reimbursements for designated speakers or officials
  • Monitor the program budget and provide an accurate accounting of program finances
  • Advise planning committee on designing and implementing marketing strategies
  • Coordinate with committee to identify appropriate mailing lists for distributing promotional materials
  • Arrange for design, printing, and mailing of save the dates, brochures, and other promotional materials
  • Maintain staff to respond to written, phoned, and e-mailed requests for conference information
  • Create a comprehensive marketing strategy to attract conference participants, presenters, and sponsors
  • Collect and prepare materials to include in an event program booklet or participant packet
  • Coordinate design and production of event materials (posters, t-shirts, etc.)
  • Reproduce speaker handouts or include handouts in event program booklet
  • Assemble registration packets
  • Prepare signage for sessions and registration desk
  • Coordinate with planning committee to develop evaluation tools
  • Design a secure conference registration form
  • Provide customer support for registration questions
  • Maintain a registration database
  • Customized acknowledgement for each registration with a confirmation and payment receipt
  • Provide regular participant registration updates to the planning committee
  • Prepare final registration roster
  • Provide staff to manage on-site registration and information services throughout the conference
  • Prepare and distribute name badges and registration packets at conference
  • Create & distribute CEU certificates
  • Ensure approval of evaluation tool by appropriate entities
  • Prepare and distribute final reporting packets to CEU agencies as required
  • Contact presenters and invited speakers and outline expectations, responsibilities, and fee arrangements
  • Coordinate travel arrangements  
  • Confirm audio visual needs and requirements
  • Collect speaker biographical information and titles of talks
  • Obtain all necessary handouts, presentations, etc. for reproduction or for inclusion in a program booklet
  • Manage exhibitor registration
  • Coordinate trade show needs with exhibitor
  • Mail confirmation/logistics information to exhibitors
  • Provide a receipt to each exhibitor
  • Coordinate with meeting facility on exhibitor needs and layout
  • Manage exhibitors on-site
  • Collect and compile detailed statistics for conference categories including registration and attendance, paper submissions, catering guarantees and actuals, hotel room usage, and speaker/poster sessions
  • Prepare a final conference summary
  • Submit final reports, as required
  • Prepare any packets required for CEU certification - evaluation results, speaker handouts, sign-in sheets, etc.
  • Print and mail CEU certificates, as necessary
  • Coordinate and distribute thank you letters to speakers, panelists, facilitators, and hotel staff
  • Process invoices and travel reimbursement payments
  • Participate on planning teams and provide advice on building agendas, incorporating themes, recruiting dynamic speakers and trainers, creative brainstorming to make each event unique, etc.
  • Record notes during planning meetings
  • Coordinate videography of event
  • Coordinate and host webinars with teleconferences
  • Poster Session management
  • Administer Call for Papers/Abstracts submission process
  • Customized services based on your event requirements