Concept Development

• Research audience needs
  
• Define program objectives and goals
  
• Identify appropriate learning formats
  
• Research possible competition (program and/ or conflicting dates)
• Establish program date(s)
  
• Determine deadlines for additional outside services
  
• Contact speakers and begin arranging program
  

Site Selection

• Identify possible sites and facilities; conduct site visits
  
• Negotiate hotel rates and blocks and sign contracts
  
• Negotiate, agree on, and sign contracts for facilities

Event Logistics

• Plan and order food and beverage
  
• Arrange speaker and participant transportation
  
• Determine preliminary speaker audio and visual needs
  
• Contact potential exhibitors and determine space requirements
  
• Identify materials needed for participant notebooks and handouts and arrange for preparation and production
  
• Review and confirm meeting room set-ups
  
• Monitor all aspects of program as it happens

Financial Management

• Establish budget in collaboration with client, and recommend appropriate fee structure
  
• Ensure use of appropriate university forms for all program expenditures
  
• Act as official budget administrator with authority to commit expenditures for all program costs according to established university guidelines
• Review and authorize expenses prior to payment
  
• Deposit funds into Continuing Education and Communication Services department account
  
• Assess financial implications of operating the event or making a cancellation decision
  
• Process participant refunds as specified by established program refund policy
  
• Invoice and collect unpaid registration fees
  
• Provide financial report within 30 days of the close of the program

Marketing

• Post printed event materials on UCS Web site
• Provide newsworthy information to targeted media, Iowa State University administration, and others to stimulate newspaper, journal, TV, radio, newsletter, and magazine coverage
• Design of World Wide Web pages
• Write news releases and public service announcements (PSAs)
• Create and place advertisements for print and electronic media
• Design, write, edit, and coordinate print materials including brochures, name tags, graphics and signage, and proceedings
  

Registration

• Receive (fax or mail) and process registrations
  
• Send registration confirmation and billing for registration fees due
  
• Deposit funds to department/unit account specified and prepare cash reports; provide status reports of registrations/fee income
  
• Provide lists of participants prior to on-site registration
  
• Print name badges, name tents, certificates, etc.
  
• Prepare conference packets, notebooks, folders
  
• Provide on-site registration assistance for programs in Ames

E-business Tools

On-site Coordination

Evaluations

• Suggest post program evaluation techniques

CEU and Social Work Hour Databank
Iowa State University Continuing Education and Communication Services will issue CEUs or Social Work Hours for your program (if program is approved) and maintain a permanent record for each individual. A Certificate of Completion is awarded to each individual.