at the University of Kansas Professional & Continuing Education

Conference and Event Consulting/Management

Our conference and event professionals have worked with KU faculty and partner organizations to plan, develop and execute academic and professional conferences and events for more than 78 years. We offer you a complete package of services or the ability to customize. Talk to us today and see why KU faculty return to us for their event management needs year after year.

Whether your event is in Lawrence, Kansas City, or another domestic or international location – contact us.  We’ve managed events from 20 to 5,000 participants all over the globe.

For more information: call 785-864-5823 or 877-404-5823 or email ProfessionalPrograms@ku.edu.



Standard Services

Planning & Support

  • Provide individualized consulting and advice to the planning chair and committees
  • Attend and advise at planning committee meetings as requested
  • Develop a master timeline and project notebook for implementation of all activities


Budget Development

  • Research costs and prepare a comprehensive conference budget
  • Monitor the program budget and provide an accurate accounting of program finance
  • Manage financial operations of the conference
  • Process payments for direct conference expenses
  • Process honoraria and travel reimbursement for designated speakers or officials

Prepare Information

  • Collect and prepare information to be included in an event program booklet or participant packet
  • Reproduce speaker handouts or include in event program booklet
  • Assemble registration packets
  • Prepare signage for sessions and registration desk
  • Coordinate with planning committee to develop/distribute evaluation surveys

On-Site Services 

  • Provide staff, as determined by scope of event, to manage on-site registration and information services throughout the conference
  • Prepare and distribute name badges and registration packets at conference
  • Manage all on-site meeting logistics, including room and audio-visual set-up

Post-Conference Services

  • Prepare a final financial summary
  • Submit final reports as requested
  • Process invoices and travel reimbursement payments

Custom Services

Promotion & Marketing Support 

  • Create a comprehensive marketing strategy to attract conference participants, presenters, and sponsors using appropriate marketing strategies including digital
  • Advise planning committee on design and implement marketing strategies
  • Coordinate with committee to identify appropriate mailing lists for distribution of promotional materials
  • Develop custom event website, social media presence and email blasts
  • Arrange for design, printing and mailing of save the dates, brochures and other promotional materials
  • Coordinate design and production of event materials (posters, t-shirts, etc.)

Speakers/Presenters

  • Contact presenters and invited speakers and review expectations, responsibilities and fee arrangements
  • Coordinate travel arrangements  
  • Confirm audio visual needs and requirements
  • Collect speaker biographical and presentation information
  • Obtain all necessary handouts, presentations, etc. for reproduction or for inclusion in a program booklet

Exhibitors

  • Manage exhibitor registration
  • Coordinate trade show needs with exhibitor and venue
  • Provide confirmation/logistics information to exhibitors
  • Coordinate with meeting facility on exhibitor needs and layout
  • Coordinate exhibitors on-site

Meeting Venue Management 

  • Research alternatives and arrange University housing and meal services when appropriate
  • Determine room block requirements for group
  • Research hotels and lodging options
  • Negotiate hotel contracts to include reduced group guest room rate, complimentary rooms and upgrades
  • Schedule meeting rooms and specify meeting room setups, including a/v needs and requirements
  • Coordinate catering arrangements, schedule rooms for receptions, banquets, or other catered activities, select menus; manage event details
  • Prepare detailed conference schedule and confirm all logistical arrangements with facility

Additional Services 

  • Poster Session management
  • Administer Call for Papers/Abstracts submission process

What Our Clients Say

"We have had an outstanding experience working with KU Continuing Education in organizing and administering all aspects of our scholarly conferences. Colleagues from universities in both the U.S. and in Europe have remarked at how smoothly and efficiently the administrative aspects of our conferences have been. The staff at KU Continuing Education is helpful and friendly. No question remains unanswered and the response comes in a timely fashion, too! I can’t imagine organizing a conference without the expertise and support of the staff at KU Continuing Education."
--William D. Keel, Professor of German

"KU Continuing Education provided complete planning, logistics, and implementation support for the 2009 Frontiers in Education Conference (over 500 participants). At every step: contract negotiations, liaison with IEEE Computer Society conference personnel, conference planning organization meetings, and conference registration website through on site conference registration, the organization provided knowledgeable, professional, and patient execution. If I were the general chair for another conference, I would want to work with them."
--Jeff Froyd, Texas A&M University

"The University of Kansas Continuing Education has provided excellent support to the national Media and Law Seminar that the School of Law co-sponsors annually in Kansas City. Lawyers from across the United States typically attend the seminar, along with judges, journalists, educators, students and others. For years, KUCE has worked closely and effectively with the seminar co-sponsors, coordinating planning of the event, handling logistical arrangements, and managing registration and other tasks on site. The number of seminar registrants generally ranges between 200 and 275, and attendees consistently have given high ratings to the event. A significant share of the credit for the seminar’s success is due to the professionalism of the KUCE staff."
--Mike Kautsch, KU School of Law

 


Contact Us
The University of Kansas Edwards Campus
Professional & Continuing Education
Regents Center 125
12600 Quivira Rd., Overland Park, KS 66213
E-mail: professionalprograms@ku.edu
Telephone: 785-864-5823 • Toll-free 877-404-5823
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Downloadable Forms

KU Professional & Continuing Education is your source for all of the forms required to host an event at KU. The list below is updated each time a form is revised, so you can be sure that you are filling out only the forms you will need. Please contact us if you are unsure of which forms you need to complete.

Alcoholic Beverage Request Form
Budget Worksheet
Contractual Service Form
IRS W-9 Form
Travel Expense Reimbursement Form
Travel Request Form