“Indiana University Conferences: Who are they” Outline of this Session: Outline IUC Staff:

“Indiana University Conferences: Who are they” Outline of this Session: Outline IUC Staff: www.phwiki.com

“Indiana University Conferences: Who are they” Outline of this Session: Outline IUC Staff:

McAllister, Matt, Morning Show Host has reference to this Academic Journal, PHwiki organized this Journal CATS Meeting 27-June-07 CATS Meeting 27-June-07 “Indiana University Conferences: Who are they” Indiana University Conferences Kevin Knerr, Director Drew Norris, Senior Coordinator CATS Meeting 27-June-07 Outline of this Session: Outline Introductions Expectations as long as this session Who we are, what we do Life of a conference Our economic impact What’s new

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CATS Meeting 27-June-07 IUC Staff: Kevin Knerr, Director University-wide Conferencing Unit Drew Norris, Sr. Coordinator Judy Warner, Sr. Coordinator Jennifer Gentry, Sr. Coordinator Tawana Green, Admin. Asst. in addition to Travel Coordinator Melissa Kocias, Registrar (part-time) Karin Reece, Coordinator (part-time) CATS Meeting 27-June-07 IUC Staff: Kevin Knerr, Director Residential Conference Services Unit Graham Shepfer, Manager Jose Celis, Special Services Manager Terri Strauser, Admin. Asst. CATS Meeting 27-June-07 Expectations of this Session: Underst in addition to ing of the role in addition to function of the Office of Indiana University Conferences (IUC) Know where to find us How conferences benefit the University

CATS Meeting 27-June-07 Who we are in addition to what we do Indiana University Conferences is a self-supporting campus department established in 1956 – We are 51 years old this year! Our reporting line has changed over the last 51 years University Extension/Continuing Studies Dean of the Faculties, External Affairs Auxiliary Services in addition to Programs Residential Programs in addition to Services CATS Meeting 27-June-07 Who we are in addition to what we do Our mission is to facilitate the academic outreach in addition to public service goals of the university through conferences Our primary constituency is the faculty in addition to the non-traditional student We aren’t limited to Bloomington – we do programs around the state in addition to nation CATS Meeting 23-May-07

CATS Meeting 23-May-07 CATS Meeting 27-June-07 Who we are in addition to what we do We accomplish our mission in two ways: Traditional meeting planning services Goal Setting (program, financial) Logistics support (including registration) Promotion in addition to publicity Fundraising Evaluation CATS Meeting 27-June-07

CATS Meeting 27-June-07 Who we are in addition to what we do Registration Services Prepare registration as long as ms as long as online in addition to paper as long as ms Add a brief prospectus in addition to basic in as long as mation about the meeting to the permanent http bulletin board of IU conferences Receive registrations online, telephone, fax, in addition to postal mail Process credit card (VISA, MasterCard, Amex in addition to Discover), cash, check, purchase order, in addition to internal billing payments Receipt in addition to confirm all registrations Prepare all name badges in addition to tickets Supply roster of pre-registered participants (including housing lists) Orient registration staff (hired workers or volunteers) Provide detailed registration in addition to attendance reports CATS Meeting 23-May-07 CATS Meeting 27-June-07 Who we are in addition to what we do We accomplish our mission in two ways: Collaborative/entrepreneurial program development Environmental Scanning/needs analysis Total or shared financial risk Contract or general subscription programs

CATS Meeting 27-June-07 How we charge Blended billable hour model Fees are projected by project, based on selected services Fees are calculated on a billable hour basis (hours x rate), but charged as a flat rate One hourly rate No difference as long as “senior or junior” staff CATS Meeting 27-June-07 CATS Meeting 27-June-07 How we charge Registration Services Per person Abstract Collection in addition to Management Per submission Website Management Per site

CATS Meeting 27-June-07 Our Economic Impact University-wide unit 2006-07 (Projected through June) 72 conferences 14,650 participants at conferences coordinated by IUC Average number of conference days: 5.5 Economic impact on university in addition to community: + $11.4 million Campus direct impact: ~$3M CATS Meeting 27-June-07 Our Economic Impact Residential Services Unit 2006 summer 126 conferences 24,800 guests Average number of conference days: 5 Excluding contract guests (30 days or more) Economic impact on university in addition to community: + $6.5 million Campus direct impact: ~$2.5M CATS Meeting 27-June-07 The Life of a Conference Planning process as long as most conferences covers 2-4 years Some actually feel like they never end! We have several contracts out through 2010 in addition to are working on 2011 in addition to 12 Large client organizations routinely schedule facilities 5 year out

CATS Meeting 23-May-07 The Life of a Conference CATS Meeting 27-June-07 Why Host Conferences Showcase Research Resources Facilities & Personnel Help people make connections (networks) Share knowledge in addition to in as long as mation Attract Talent Economic benefit as long as the campus (money from outside the university) CATS Meeting 27-June-07 Conferences Attract Talent Students High School Age – Almost 20,000 annually College Transfers Adult Students Parents Professionals Industry Representatives University Faculty Association in addition to Organization Representatives

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CATS Meeting 27-June-07 Conferences Connect Indiana University to Business University Faculty Share Results of Research Life Sciences Initiatives, as long as example Train in addition to Exp in addition to Work as long as ce Competencies Business to Business Conferences Build Networks CATS Meeting 27-June-07 Conferences Connect Indiana University to Business Conferences Create Jobs University Faculty in addition to Staff Students Community/State Support Services CATS Meeting 27-June-07 One service that puts us ahead of the curve On-line abstract submission/program construction software Web-based system Single paper, panels, per as long as mances Unlimited number of reviewers Superior scoring in addition to comments Next phase: CAD-like “click in addition to drag” program construction

CATS Meeting 27-June-07 What new things are we working on Exp in addition to ing the traditional conference as long as mat Changing the conference experience from a few days to several weeks or months by CATS Meeting 27-June-07 What new things are we working on Pre in addition to post conference chat rooms Online access to abstracts as long as better choices Shopping cart selection of sessions with access to other participants as long as pre-conference discussions Online h in addition to outs (including pp slides) CATS Meeting 27-June-07 What new things are we working on Real time, online follow up with keynote in addition to other general sessions speakers Audio in addition to video archives of the conference sessions Streaming audio in addition to /or video of the sessions

CATS Meeting 27-June-07 Why use IU Conferences IU Conferences can help insure that the conference experience is positive Our clients consistently rate us at 4.8 out of 5 on ALL of our measurement criteria CATS Meeting 27-June-07 Indiana University Conferences Thank you!

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