Western Kentucky University

Conference Coordinating Services

Participants get information at the Special Needs Summit.Conference presentation in the 208 ballroomCatered meal at a conferenceConference registration in the East LobbyPresentation in the BoardroomBreakout sessions in the East LobbyConference presentation in Room 163Presentation in the Knicely AuditoriumConference presentation in the regency roomKnicely buffet

Conference Coordinating Services

WKU now offers comprehensive conference and event coordination services. We can help you plan and coordinate every aspect of your event, large or small. Our conference coordinating services are available for the WKU Knicely Conference Center, Augenstein Alumni Center, or any other location on or off WKU’s campus.

Basic Package

Registration Management

  • Host and create online registration
  • Process participant registrations online or by fax, mail, or phone
  • Act as primary contact for registration questions
  • Provide secure payment services including credit card, PO’s, and checks
  • Accept, record, and confirm registrations
  • Provide customized receipts
  • Facilitate the collection of all payments
  • Design and coordinate e-mail blasts
  • Receive and store conference materials

Event Coordination

  • Provide attendee reports
  • Design and print name badges
  • Negotiate contract rates for event logistical needs
  • Coordinate technology needs between client and provider

Financial Services and Accounting

  • Create and monitor program budget
  • Provide conference budget updates and post-conference statements

Expanded Package

This package includes all basic package services as well as the following:

  • Conduct/assist with conference site selection
  • Assist with overnight accommodations
  • Host WKU site visit and orientation to campus/community
  • Approve, process, and pay all incoming invoices
  • Provide itemized financial accounting of income/expenses
  • Design and display event sponsor signs (2)
  • Design, order, and accept delivery of promotional items
  • Coordinate the production and printing of materials
  • Distribute post-conference surveys

Continuing Education Units (CEUs)

WKU can provide general continuing education units for your workshops, seminars, or conferences.

Á la Carte Services

Marketing

  • Design and print signage
  • Design and distribute direct mailings, press releases, and PR materials

Conference Materials

  • Prepare and assemble attendee packets

Conference Management (on location)

  • Organize registration and provide on-site staffing
  • Secure additional technology, if needed
  • Manage room setups
  • Coordinate food services needs
  • Assist with travel arrangements

Tours and Field Trip Management

  • Plan pre/post tours and field trips
  • Arrange transportation
  • Advice on local attractions

Speaker Details/Travel Reimbursements

  • Collect speaker contact information
  • Process speaker payment
  • Facilitate travel needs
  • Distribute post-conference surveys

For assistance with your event, please contact the WKU Knicely Conference Center at:

654 Campbell Lane (For Internet and GPS mapping services, use 2355 Nashville Road)
Bowling Green, KY 42101
(270) 745-1908
conference.services@wku.edu

 Last Modified 7/29/13