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)