The University of Hawai‘i at Hilo Conference Center provides the following services for your meeting, conference or special event:
Pre-Conference Services
- Research site selection & venue
- Confirm venue availability and function space
- Negotiate room rates with Hotels
- Assist with program mapping and layout
- Execute Letter of Understanding
- Identify Conference Center Services & related fees
- Prepare guesstimate conference budget
- Write site and travel narratives
- Publicity (hard-copy publications, digital emails, blogs, media releases, social media, etc.)
- Design conference flyers
- Design registration form
- Assist with visa information
- Prepare mailing lists
- Develop pre/post conference tours
- Research speakers/facilitators
- Identify keynote speakers and resources
- Develop call for proposals and online submission
Logistical Coordination
- Confirm all room/function reservations
- Design function room layouts
- Order all external and site equipment
- Coordinate audiovisual needs and technical support
- Negotiate airline discounts
- Coordinate airport shuttle
- Coordinate all ground transportation services (i.e. airport shuttles, special events and field trips)
- Negotiate hotel and alternative housing rates
- Execute contracts with hotels and other accommodations
- Facilitate special arrangements for speakers & dignitaries
- Organize Opening Reception and Closing Banquet
- Coordinate all food services
- Arrange entertainment and decorations
Fiscal Support & Management
- Fiscal Support & Management
- Budget preparation & analysis
- Maintain program records
- Establish conference account
- Execute purchase orders
- Establish new vendors as required
- Process invoices
- Establish registration procedures (cancellation fees)
- Process registration payments and refunds
- Send confirmations letters
- Provide on-going and final fiscal reports
- Tabulate evaluations
Program Management & Support
- Website Management (we can host, design, and manage your online presence)
- Maintain registration files
- Prepare conference registration roster
- Coordinate pre/post conference sessions and registration
- Prepare welcome packets
- Design special event tickets
- Coordinate on-site staffing and clerical support services
- Determine publishing needs (program/proceedings)
- Design evaluation tools
Speaker Preparation
- Identify speaker cost and arrangements
- Execute speaker contracts
- Facilitate speaker honoraria
- Coordinate protocol
- Arrange speaker transportation
- Prepare speaker packets
- Identify and coordinate AV and technical needs
- Send speaker confirmations and thank-you notes
- Evaluations & Surveys (both hardcopy and digital)