You’ll find the Conference Services 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.
RESERVATION REQUEST FORM
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
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
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
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.