Conference and Meeting Management

UCSC Conference Services is pleased to include the following as part of our residential conference package* 

Before your arrival we will: 

  • Provide assistance with budget planning questions 
  • Arrange for on-campus housing in student residences (residential halls for youth/ apartments for adults) 
  • Serve as liaison for on-campus services:
    • Media Services – classroom and special event media
    • University Catering – catered events and breaks
    • Special Event campus shuttles/transportation - dependent on availability and location 
  • Reserve classrooms, social space and event space 
  • Arrange for room/event setup and labor as requested (additional charge) 
  • Assign dining hall and specific meal hours 
  • Arrange for pack-out meals (meals taken off campus) 
  • Assign conference parking lots 
  • Reserve sports (OPERS) and Music Center facilities 
  • Reserve computer and science labs 
  • Coordinate commuter fees, meals, and parking (for non-resident participants) 
  • Coordinate ADA requirements if needed 
  • Obtain alcohol and amplified sound permits 
  • Provide two directional signs to registration area 
  • Provide a campus account to hold conference payments and to pay for campus service providers 
  • Provide a detailed final invoice 
When on campus we will: 
  • Provide an on-campus conference office open daily for room and key issues, email station, parking permits, late check-ins, check-out, mail, maps, and general questions regarding campus and the Santa Cruz area 
  • Register participants at a designated check-in area to distribute:
    • keys/key cards
    • wristbands or meal cards
    • parking permits
    • registration materials 

*Cost of additional services and/or use of off-campus providers may incur hourly charges 

In addition to providing conference facilities, Conference Services can also manage registration, participant housing assignments, and meeting planning.

Registration 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

Registration Services plus Housing Management

Includes basic Registration Services plus:

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

Meeting Planning Services

Includes Registration and Housing Management Services plus:

  • 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