Services

Your Needs, Our PleasureYou’ll find the Brewer-Hegeman Conference Center staff to be thoughtful and responsive to your every need, from the first day of planning your event until after you leave. It is our goal to make your time with us pleasurable, carefree and successful. We’re eager to serve our conference participants, hosts and presenters.

SERVICES

REGISTRATION

  • Complete registration services
  • On-site conference registration
  • Registration by Phone
  • Registration by Fax
  • Registration by Mail
  • Registration Online
  • Registration in Person

 

BUDGETING/ACCOUNTING

  • Create event budget
  • Monitor event budget
  • Provide financial details to determine registration fees
  • Create account to deposit income
  • Process refunds
  • Pursue collection of bad debt
  • Process expense documents
  • Provide detailed financial accounting of event budget and income collected

 

ON-SITE EVENT MANAGEMENT

  • Site support for the duration of the event
  • Coordinate on-site changes
  • Coordinate audio visual and technology needs including microphones,
    projectors, screens, computers, and AV
  • Coordinate room set-ups
  • Manage event functions
  • Coordinate display of conference materials and signage
  • Provide staffing for event
  • Collect registration
  • Greet and welcome attendees
  • Assist with guest requests
  • Act as event concierge

 

PRE-EVENT COORDINATION/CONTRACT MANAGEMENT

  • Site selection
  • Secure reservations in BHCC or off-site locations
  • Provide facility with all room set-ups
  • Provide contract rate information for event space, accommodations,
    amenities, transportation and entertainment
  • Provide AV and Technology services
  • Coordinate and manage all catering needs including menu selection,
    special arrangements, dietary needs, and align catering with budget
  • Coordinate transportation

 

TOURS/FIELD TRIP MANAGEMENT

  • Travel arrangements
  • Reserve Facilities/Catering
  • Advise on local attractions
  • Coordinate transportation

 

AMENITY COORDINATION

•   Pre-arranged access to campus attractions and resources
•   On-campus facility and services pre-arrangement
•   On-campus housing (based on availability)

 

SPEAKER DETAILS/TRAVEL REIMBURSEMENTS

  • Travel arrangements
  • Collect contact information
  • Prepare payment forms
  • Process payments for speaker honoraria
  • Process payments for speaker travel
  • Abstract Collection

 

CONFERENCE MATERIALS

  • Provide budget for material production and printing
  • Design conference materials
  • Coordinate acquisition of conference material packets, promotional items
  • Coordinate printing of materials
  • Prepare attendee badges, document packets

 

WEBSITE

  • Create website design based on client’s needs
  • Host website
  • Link to relevant event and local information
  • Maintain site
  • Link to online registration
  • Online payment integration
  • Link to conference materials, biographies
  • Provide sponsor information
  • Use appropriate graphics/colors to incorporate event theme

 

BUSINESS SERVICES

  • Program evaluation services
  • Copy services
  • Fax Services
  • Wireless Internet Access
  • Technology Equipment

 

MARKETING SERVICES

  • Provide budget to client for all marketing activities
  • Coordinate website and registration
  • Provide timeline for marketing services
  • Prepare press release
  • Coordinate quotes for media
  • Produce, coordinate and design relevant marketing materials
  • Graphic design services
  • Video production/editing services
  • Radio spot production services
  • Online advertisement services
  • Print production services
  • Produce and coordinate signage for event
  • Coordinate production of promotional materials
  • Coordinate and produce email blasts
  • Coordinate and produce direct mail campaigns

 

FACILITY COORDINATION

  • Coordinate facility reservations
  • Coordinate room set-ups
  • Coordinate catering set-ups and times

 

TECHNOLOGY & EQUIPMENT

  • Teleconferencing capabilities
  • Wireless Internet connection
  • Audio/visual equipment and support
  • Coordination of audio-visual and technical support arrangements

 

CREATIVE SERVICES

  • On-site videography
  • On-site photography
  • Video editing
  • Creative consultation

 

BILL PAY

  • Receive vendor invoice
  • Process and pay incoming approved vendor invoices

 

CATERING

•   Full-service catering by UCA Culinary Services
As a delicious complement to your event, the conference center staff will coordinate with Aramark’s Classic Fare Catering to provide anything and everything from the lightest refreshments to the most formal dinners. Virtually any menu or thematic concept can be beautifully and tastefully prepared by our Executive Cook Staff.  Catering and planning services can be conducted at the Conference Center or off-site locations. Special dietary selections are always available for those with special needs or preferences.

View Catering Menu