Our Management Services

5 Key Points to remember when planning a conference

The Conference Management team has over 20 years of experience in organising summer conferences and events at the University of Limerick. We have put together a list of the main points that we see as vital to consider when planning a conference. The events team at the University of Limerick Conference Office can offer assistance to you with all of the below points.

1. Bidding Process

The University of Limerick Conference Office will assist you in bidding for a conference to be held here on campus. This process can begin years prior to an event actually taking place. The conference office provides an overview of the Shannon Region and Limerick City and an outline of the University of Limerick campus facilities including conference, accommodation, catering and IT support. We also provide support with bid presentation, social programmes and pricing.

2. Event Management

The key to a successful conference is planning. Once your bid has been accepted, this process will start about 18 months prior to the conference. Below are some of the key steps that need to be considered by the conference organiser at this stage. The Conference Office can assist and advise in any of the following areas; Appoint committee and conference chair, propose conference theme, format and keynots speakers, Outline event budget, website design, call for papers and appointment of a Professional Conference Organiser.

3. Booking Process

Once you have an outline of the theme of your conference you will need to start to book all the elements of the event. Your campus Conference Manager can assist in this by working with you through all the stages as follows; Propose dates and timings bases on the estimated number of attendees, Outline a proposed conference programme, Allocate conference rooms, accommodation and catering on campus, Provisionally hold venues off campus for your social programme and arrange transportation, cost conference packs, guide you throught the registration process.

4. Registration

Registration usually opens online about 12-6 months in advance of the event. Generally you would offer an early registration fee with a cut-off date for booking. Once this date expires, a late registration fee applies. Optimal fees such as student or accompanying partner fees can also be displayed. At this point you would also display the final conference programme and a bio on each speaker on the conference website.

5. Operations

From 6 months up to the event taking place the Event Manager will meet you regularly to discuss the operation of your conference. This includes; catering requirements, accommodation bookings, staffing, cleaning, transportation, briefing of all staff including porters, technicians, reception, cleaners and the IT department.

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