Services

EESP Conference Services hosts and supports approximately 50-60 events each year, about two-thirds in the summer.

 

Planning and Facilitation

  • Conducting site visits
  • Proposal and contract negotiation
  • Classroom space coordination and special set ups
  • Coordinating special use facilities (e.g. the Wade King Recreation Center) and set up of rooms, etc.
  • Coordinating housing, dining, parking, outdoor space rental
  • Coordinating additional custodial and waste management services
  • Coordinating audio visual equipment for a variety of venues

Registration & Marketing Services

  • Create Registration materials
  • Provide Online Registration and Payments
  • Create Marketing Plan for Event/Conference
  • Create Publicity Materials (Brochure, flier, post card, etc.)
  • Create Event Web site or Web interface
  • Create and coordinate conference evaluations
  • Prepare press releases for media distribution
  • Coordinate media events

On-site Operations and Coordination

  • Registration site set up with personal phone line, data line, tables and chairs and table draping
  • Administration by on-site personnel of any changes, requests, problems, etc.
  • Provision of directional signage for conference registration site and housing
  • Coordination of transport for received goods to registration site
  • Set up/breakdown of vendor area as needed
  • Coordination of the delivery of tables and chairs to various venues
  • Coordinating press release and publicity information with the WWU Information Office
  • Research and provision of photos for publicity
  • Coordination with the Bellingham Tourism Bureau for on site staff to distribute tourist information

Fiscal Management

  • Reconciliation of all billings for payment (especially housing and dining services)
  • Processing of payment for all billings associated with the event
  • Processing of payments for campus services, such as transport services and custodial
  • Processing the final billing for the client
  • Payment of other administrative costs to coordinate this event