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Library Event and Conference Planning: Utilizing UF Conference Dept

Use this guide to help you create an event plan, manage your budget or fiscal processes, order food, reserve hotel rooms, etc.

Utilizing UF Conference Department Services

The UF Conference Department can provide event support. Basic services are minimal and include:

  • Registration 
  • Reports (participant list, budget/expenses ledger, fees collected, etc.)
  • Badge creation (at slightly cost)

Additional services (at additional cost) may also include:

  • Web development
  • Advanced fiscal support
  • Food and signage support
  • Transportation
  • Poster boards and more

Most conferences hosted by the Libraries utilize the basic registration services. Once the contract is signed, Conference Services will email you a program/event form that includes account information.  Forward that form to Library Fiscal Services. Fiscal will work with Conference Services to post all purchases to the program account. Library Fiscal Services unit will also work with Conference Services to transfer the remaining balance to Smathers Library accounts after all receipts have processed. 

Complementary Registration: Consider offering invited speakers complementary registration which can be coordinated by Conference Services. Complementary registration helps maintain accurate head counts while also reducing the overall costs of the conference.  

 

Questions to include in registration form:

Dietary Needs:

  • I require vegetarian meals
  • I require vegan meals
  • I require gluten free meals
  • I require Kosher meals
  • Other dietary considerations

I request mobility assistance to attend conference events

Please send me information on childcare providers

Refund Policies

Conference Services will ask you to provide an appropriate refund policy for your event. Examples of refund policies are available: https://docs.google.com/document/d/1X7F4M_YPJGKDy4RvPwnAa6cBkw6bf2Ynm3cmJfCmOLQ/edit?usp=sharing

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