Meeting Planning
Meeting Planning Services
Our Meeting Planning Services offer comprehensive, hands-on support for organizations planning events at UC Santa Cruz. Whether you’re part of a UCSC department or an off-campus group, we help you manage logistics and deliver a polished, professional experience.
This optional service is especially helpful for UCSC departments hosting events but lacking the time or staffing to manage all the details themselves. Whether you’re organizing a campus conference, a multi-day symposium, or a special event, we can help lighten the load and bring your vision to life.
We build on our core registration and housing services to provide added coordination, logistical planning, and materials management—customized to meet your specific needs. We offer year-round planning support, with tailored packages for both summer and non-summer programs.
What we offer
Our planning services are customizable and may include:
- Budget development and financial management
- Email communications: announcements and reminders
- Securing liability insurance through UCSC Risk Services
- Purchasing and managing promotional items, gifts, and supplies
- Assembly and distribution of registration materials (name badges, rosters, programs, etc.)
- On-site information desk setup and staffing
- Coordination of special events: off-site activities and excursions
- Poster session support: space planning and board rentals
- Vendor coordination: payment and purchase order processing
- Lodging coordination: on-campus options during summer or help with reserving a hotel block during the academic year
- Dining coordination for catered or dining hall meals
- Final reporting of income and expenses
Fee: $50–$100 per participant (commuters included), depending on the scope of selected services.
Note: Registration page construction and maintenance fees are waived for programs with total costs over $5,000.
Year-round conference planning
We provide planning services throughout the year to help you create meaningful and memorable event experiences.
Non-summer events
We can help with:
- Secure hotel room blocks
- Coordinate off-campus venues
- Provide full logistical support, including event timelines, staffing plans, and material preparation
Summer conferences
Services may include:
- On-campus housing arrangements
- Residential logistics and support
- Dining coordination
Ready to Get Started?
Let us take the stress out of planning—so you can focus on delivering an outstanding program. Contact us today to begin planning your next event through our Information Request form or send us an email.
