OUR SERVICES

The University of Hawai'i at Mānoa Conference & Event Services (CES) department provides strategic support to the UH community, state and county agencies, non-profit organizations, and local professional associations. Our services include logistical coordination, registration management, and fiscal administration. We have experience working with a variety of venues, including the UH Mānoa campus and hotels/resorts across the state of Hawai'i.
Green Mountain with Blue Sky
Logistical Coordination

  • Pre-event consulting
  • Researching appropriate venues
  • Initiating proposals and checking venue availability
  • Assisting with site selection, hotel room block, air travel, ground transportation, parking, catering, meeting room reservations and layout, audio-visual equipment, conference evaluations, lei greetings, supplies, and other amenities
  • Scheduling site visits and pre-conference walk-throughs
  • Printing and collating conference materials
  • Nametag design, printing, and assembling
  • Coordinating special accommodation needs
  • Providing on-site support services

Registration Management

  • Creating a customized online registration form and collecting registration fees; optional registration add-ons are available, including pre/post-conference activities, continuing education hours, welcome receptions, banquet dinners, t-shirt purchases, and accompanying guest tickets
  • Assisting with establishing a registration fee structure, cancellation and refund policies, and deadlines
  • Providing registration reports that include participant information, revenue summaries, headcounts, and special dietary and/or accommodation needs
  • Serving as the primary contact for all registration-related inquiries
  • Providing dedicated customer service
  • Setting up and managing an on-site registration desk

Fiscal Administration

  • Providing guidance with budget preparation and analysis
  • Facilitating the understanding of state procurement policies and procedures
  • Collecting and disbursing conference registration fees and sponsorship funds
  • Accepting and processing credit card transactions, checks, and purchase order payments
  • Processing participant cancellations and refunds
  • Establishing new vendors, creating purchase orders, and processing invoices
  • Processing speaker fees and travel reimbursements
  • Maintaining a realistic income/expenditures portrait
  • Preparing a post-event financial report
Administrative Fees
Conference & Event Services charges an administrative fee (minimum $750.00) for contracted services. The administrative fee is determined by the extent of the services required. To help determine the services necessary to achieve the goals and objectives of your meeting, please contact us for a free consultation.