"Conferences has made the professional development program I teach such an easy endeavor. Before I went with them, I did all the work myself. They are professional and timely and take all of the hassle out of programming."

Sandra Bargainnier
Assistant Professor of Kinesiology

For Faculty

You can achieve your goals

Whether you are developing a research symposium, a professional association conference, or a workshop to meet the outreach requirements of a major grant or fulfill the service element of promotion and tenure requirements, Conferences can help you achieve your goals.

By ensuring that participants enjoy the highest quality experience possible, we help enhance the profile and prestige of your college, and Penn State overall.

You can earn income for yourself and your college

Many faculty members receive extra compensation for their work through Conferences, with the approval of their department head. In addition, your college will benefit as your research is disseminated and net income resulting from each college's portfolio is shared. (See What is the revenue-sharing model, and how is it applied to a program?)

You can focus on the content

Conferences will help you by taking care of the details before, during, and after that could divert your attention from the most important element of your outreach effort—teaching and sharing your content expertise. We bring valuable experience in anticipating and managing all the logistical and administrative activities so your program runs smoothly.

Before: Preconference Planning

During: On-site Conference Management

After: Postconference Activities

Talk to your college Outreach representative today about your idea for a conference or meeting.

Before: Preconference Planning

Preconference planning can begin as early as twenty-four months before an event. It involves program development; academic, financial, logistical, and overall program management; marketing and promotion; speaker and instructor support; and participant registration.

 Program Development Activities

  • Conceiving or refining program ideas
  • Identifying potential speakers
  • Providing program design support
  • Developing instructional and wrap-around activities
  • Supporting the call for papers process

Overall Program Management

Organizing roles and responsibilities

  • Developing planning time lines and budgets
  • Coordinating and providing direction for the planning and implementation process
  • Securing colleges' academic approval of programs
  • Arranging the awarding of professional accreditation, academic credit, Continuing Education Units, and certificates of completion

Marketing and Promotion

Conducting market research

  • Developing a Web presence
  • Identifying audiences and acquiring mailing lists
  • Developing and implementing multifaceted promotional campaigns
  • Analyzing marketing campaign performance

Financial Management

  • Developing and monitoring program budgets
  • Collecting and processing all income (registrations, sponsorships, grants)
  • Providing eligibility for tax-exempt status
  • Documenting and dispersing all expenses
  • Following University and government guidelines and policies in all financial matters

Logistics Management

Identifying, contracting, and negotiating best rates for facilities, products, and services

  • Arranging all presentation technology
  • Setting up tours, off-site activities, and recreational events
  • Coordinating all aspects of exhibits
  • Coordinating the design and production of program materials

Speaker and Instructor Support

  • Arranging travel and lodging
  • Coordinating materials preparation, audiovisual and technological needs, and special arrangements

Participant Registration

  • Recording and processing registrations
  • Sending acknowledgment communication with program and travel information
  • Answering participant inquiries

During: On-site Conference Management

With the planning phase over, your Conferences team will turn its focus to the event itself. As part of the on-site management services, Conferences will:

  • Provide experienced registration clerks to welcome guests, resolve registration questions, and collect walk-in registration fees
  • Assist guests with special arrangements
  • Provide orientation to the campus/local area and activities
  • Manage room setup, equipment requirements, meals, group transportation, and social functions
  • Collect participant program evaluations
  • Coordinate all details of the conference with University support units and off-campus organizations

After: Postconference Activities

The event may be over; however, there are still many details to finalize. As part of your postconference services, Conferences will:

  • Resolve and pay all bills, and pay speakers
  • Process all income and refunds
  • Prepare a comprehensive financial report
  • Summarize and analyze participant evaluations
  • Conduct a postconference review with the faculty chairperson, committee, and sponsor(s)
  • Assist the faculty in identifying other research opportunities for future programming