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