Division of Continuing Education
Tiered Services Menu
One-Time Meetings, Workshops, Conferences, Seminars, Symposia
Condensed Service Level
CE Fee: 15% of gross revenue
Program Planning & Implementation
Listen, consult, and help plan the program
Complete Program Agreement between CE and organization
Develop and manage budget
Prepare attendee name badges
Design/Collect/collate evaluation feedback
Design/conduct survey/needs assessment
Registration
Register participants by phone or online
Fee Processing (checks, cash, credit card, PO)
Provide customer support services
Record payments, provide receipts and confirmations, and process refunds
Provide two staff for onsite registration table throughout event**
Provide final registered attendee lists
Create and monitor the online registration form (additional fee per registrant)
Compile registration handouts on-site
Marketing
Post on Continuing Education website with link to event site
Design promotional flyer (additional costs for printing)
Fiscal Management
Financial set-up and management
Provide expertise and guidance in University financial policies and procedures
Process billing and pay invoices
Create and submit Consulting and Professional Services Contracts for speakers
Process payments for speakers, instructors, graduate assistants, and support personnel
Track financial data for the event
Reconcile revenue and expenses, provide financial statements, and perform distributions
Submit Action Sheets
Process vendor payments
Manage purchasing process
Coordinate honoraria and travel reimbursements
Basic Service Level
CE Fee: 20% of gross revenue
Includes all services for CE Fee of 15% of gross revenue plus all services listed below:
Program Planning & Implementation
Design/print event “Schedule at a Glance”
CEU administration
Arrange for audiovisual technology at site
Arrange for site and facilities
Negotiate contracts with hotels, facilities, and vendors
Select caterer and process banquet event orders (BEO’s)
Acquire and compile speaker/instructor/VIP packets (additional costs for printing)
Acquire and compile attendee packets (additional costs for printing)
Prepare standard completion certificates
Coordinate hiring support personnel
Provide attendee schedules
Coordinate meal vouchers with on-campus food vendors
Provide onsite management services
Prepare post event report
Provide and maintain the Production Schedule
Marketing
Develop marketing plan
Acquire email lists and coordinate email campaign
Design customized promotional postcards (additional costs for printing and mailing)
Design website
Create customized web banner for website and registration system
Premium Services Menu
CE Fee: Additional 1% per item
Program Planning & Implementation
Provide deluxe or customized completion certificates (mats, frames, seals, ribbons)
Coordinate transportation
Order promotional items
Design and send recurring conference newsletters/email blasts
Arrange for speakers, instructors, or assistants
Prepare electronic proceedings for replication
Provide an on-line abstract submittal and review system
Coordinate hotel reservations
Coordinate exhibits
Marketing
Design for imprints on promotional items (such as bags, pens, folders)
Design conference signage
Design proceedings-related binding or packaging (printed or CDROM)
Place directional signage on campus or at location
Brochure design and development (additional costs for duplicating)
Send eblasts on regular schedule to include copy, images and design
Design and layout of final conference program
Write and submit press releases
Design and place print ads (includes adjustments for multiple publications)
Access mailing lists and coordinate direct mail campaign (additional costs if purchasing a new mailing list)**
Provide customized list management (membership mail list and database management)**
Broadcast advertising**
**Additional expenses apply depending on cost of materials, services, or travel requirements outside the Pensacola area.
University of West Florida Division of Continuing Education
11000 University Parkway, Building 77, Suite 149, Pensacola, FL 32514
(850) 473-7468|(888) 529-1823
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(Revised October2016)