Conference Services

Registration Service

Manage conference registrations

• Create Web-based information and conference registrations for online display.
• Compile registration data on Web site; issue confirmations and process refunds
• Provide on-site registration
• Coordination of on-site activities

Facilities and Services Planning

Manage conference planning details

• Identify facility and service requirements
• Recommend and reserve meeting locations
• Plan and reserve catering services
• Assist with speaker travel and accommodations
• Negotiate hotel contracts for room blocks
• Design, develop and distribute Save-The-Date cards, brochures, posters
• Plan and reserve audio-visual services

Financial Administration

Ensure professional oversight of financial resources

• Develop estimated activity budget
• Receive invoices and pay expenses; process all Yale financial forms
• Oversee and process speaker tax forms (Form CT-590, Form W-9, and International Information Form)
• Reimburse speaker honoraria
• Prepare final financial statement

Conference Oversight

Activity oversight and participant issues

• Provide packets that include activity information, maps, conference locations, restaurant lists, Yale and local visitor information
• Prepare and provide registrant name tags
• Prepare and oversee design of syllabus
• Develop activity evaluation
• Address safety issues and emergency services

Conference Management

Oversee background complexities to ensure unimpeded activity

• Provide complete on-line coordination
• Resolve operational problems
• Ensure full compliance with quality standards of excellence for the Yale School of Medicine
• Provide summaries of participant evaluations