Conference and Meeting Management Services

• Construct a web registration page
• Provide link for conference web page
• Collect individual web registrations and payments
• Establish UCSC account to deposit registration fees
• Send email confirmations and payment receipts
• Respond to participants regarding registration questions
• Maintain database of conference information
• Provide weekly database reports
• Client is responsible for housing assignments

• Manage participant assignments in campus housing or local hotels
• Respond to participants regarding registration and housing questions

• Develop and manage budget
• Email conference announcements and reminders
• Secure liability insurance through UCSC Risk Services
• Negotiate and purchase promotional materials, gifts and supplies
• Assemble and distribute registration materials to include name badges, program, roster, etc.
• Establish and maintain daily information desk
• Coordinate special events, including off-site functions
• Arrange for poster sessions including poster board location and rental
• Process payments and purchase orders with pre-approved vendors
• Prepare reports of all program expenditures and income

Fees

Registration Services:

• $15.00 per participant, including commuters
• Registration Services plus Housing Management:
  $25.00 per participant, including commuters, when housed on campus (summer season)
• $35.00 per participant, including commuters, when housed in hotels (year around)

Meeting Planning Services:

• $50-$100.00 per participant depending on selection, including commuters. Registration page construction and maintenance fee waived for over $5000.00 of total cost

Applying to all service levels:

• $500-$1500.00 web page construction and maintenance fee depending on complexity of website
• 3.0% transaction charge, per transaction, including cancellations and refunds
• $50.00 fee for cancellation within two weeks of conference commencement
• $50.00 late registration fee within two weeks of conference ommencement
• Extra services not described above charged at $50.00/hour

Please note for all services:

• No travel reimbursements will be processed
• No faculty/speaker/volunteer coordination or payments
• All cancellation or modification requests by email only
• Preliminary invoice with fees and charges within 30 days of conference conclusion

Print a copy of these services (PDF)

Would you like more information? Contact us with your specific questions

Conference Services
UC Santa Cruz
2155 Delaware Avenue, Ste. 100
Santa Cruz, CA 95060
Phone: (831) 459-2611
Fax:  (831) 459-3422
Email:  conf@ucsc.edu

Conference Services Home
Contact Information
A-Z Index

Types of Programs
Handbook for Summer Programs (PDF)
Our Services
Participant Information/FAQs
Guest Survey

Photo Gallery
Planning Tips and Tools

Catering
Policy Handbook and Application
Rate Information
Green Business Award

Current Conferences

Follow us on Twitter
@ucscconfsvcs