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

Application

Application must be submitted at least 6 months prior to the event.

Please complete the application stating all pertinent information, signed by the responsible faculty member and signed by the departmental business manager.

Application is submitted online to YaleMED Conference Services. Upon approval, you will be notified in writing. There is a $600 non-refundable application fee and a $5,000 deposit for initial planning costs.

Application

Web Registration

Your conference will be included in the conference services offered by the Center for Continuing Medical Education. However, any additional items added to the basic registration page will include an additional payment to ITS-Med Services.

Fee Structure

The fee for planning and administrative services is based on the size, location, length and number of faculty and participants. The fee will be discussed at the first planning meeting.