Types of Programs We Support
Whether you’re planning a large research conference, a small professional institute, a summer youth camp, or anything in between, Conferences and Institutes at Penn State is ready to work with you to ensure that it’s well-run, impactful, and memorable.
We partner with a variety of Penn State colleges to plan both large and small conferences across a broad range of fields and topics. We understand the importance of creating a venue for researchers, practitioners, and students to share their ideas, network with colleagues, and develop professionally and academically. We’ll help you offer a conference that reflects Penn State’s status as a world-class university.
We also specialize in planning smaller scholarly and professional gatherings. These programs offer attendees an intimate setting that fosters learning, questioning, networking, and meaningful discussions with others in their field. Events with 20 people often require just as much planning as those with hundreds of attendees. Conferences and Institutes will make sure that no detail is overlooked.
Youth camps represent a unique opportunity for colleges within Penn State to promote their degrees, while giving high school students the chance to learn about college life and explore a major that interests them. We work with Penn State colleges to plan youth programs that are educational, engaging, fun and, most importantly, safe. Our expert planners can ensure compliance with all relevant youth policies and procedures, freeing the faculty director to focus on the academic aspects of the program.
Conferences and Institutes also coordinates credit-granting courses that include off-site educational trips. We know that some of the most impactful learning occurs outside of the classroom, and we are here to assist with courses that require field trips and other off-campus learning experiences.
Services We Offer
Our experienced planners are ready to work with you as your complete event management partners. We can assist you with everything — from the very first planning session all the way through post-conference wrap-up. If you prefer to do your own planning but are looking for a partner to handle registration, marketing, and other important tasks, we’d be happy to build you a customized service plan that will help you deliver a successful event.
- Facilitate regular planning meetings
- Develop a comprehensive program timeline
- Monitor task completion and deadlines
- Ensure adherence to Penn State policies
- Maintain regular email communication with stakeholders
- Create a customized, online registration portal
- Provide registration text for program website
- Assist registrants with registration process as needed
- Confirm registrations and process refunds
- Provide regular enrollment updates
- Outline possible marketing strategies and costs
- Provide recommendations on marketing timing
- Identify and contract with paid marketing services as needed
- Coordinate hiring of part-time program staff
- Track completion of required training based on role
- Enforce applicable Penn State Human Resources policies
- Develop estimated budget based on financial goals for program
- Monitor and update budget throughout the planning process
- Process all expense documents and purchase orders
- Research and compare costs and quality for purchases and services
- Provide guidance for sponsorship packages and communication
- Pursue collection of bad debts
- Coordinate travel, lodging, and other logistical needs
- Communicate about session format, technology, and support
- Recommend formats, strategies, and tools to enhance learning
- Conduct practice sessions or training as needed
- Process travel reimbursement
- Research options for event space
- Negotiate and compare prices for spaces and caterers
- Manage room layout, equipment, and AV needs
- Develop menus for meals and breaks
- Coordinate plans and transportation for tours and activities
- Oversee contract for program/event space and guest rooms
- Manage entertainment, software, and service agreements
- Collect speaker agreements and participant releases
- Recommend practices to make program inclusive
- Accommodate participants with disabilities or neurological differences
- Provide guidelines for accessible content
- Review communications for inclusive and accessible language
- Provide meals that meet participants’ dietary requirements
- Provide guidance on formats, streaming, apps, and other technology
- Set up and manage the virtual platform
- Align with relevant Penn State security standards
- Create Zoom links for sessions and manage virtual rooms
- Manage room AV and solve problems during live program
- Reproduce and assemble materials
- Order supplies, giveaways, signage, and other materials
- Send registrants pre-event information email
- Finalize all details including participant count
- Manage check in and walk-in registration
- Greet participants and speakers and issue badges and materials
- Attend to participant or speaker requests
- Solve on-site problems
- Develop and administer program evaluation
- Prepare comprehensive financial report
- Close budget and return income or invoice for balance owed
In addition to the previously listed services, we can also:
- Create a safe, inclusive, and fun environment for children
- Assist with implementation of and adherence to Penn State policy AD39
- Train staff on policies, guidelines, procedures for working with minors
- Hire staff and track required clearances and training
- Arrange housing accommodations, meals, and activities
- Supervise and support counselors and chaperones
- Manage medical and parental release forms
- Establish and enforce rules and regulations for each camp
- Manage emergency and behavioral issues
- Communicate with parents
- Monitor the camp on a 24-hour basis