cats meeting 27-june-07. “indiana university conferences: who are they?” indiana university...
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CATS Meeting 27-June-07CATS Meeting 27-June-07
CATS Meeting 27-June-07CATS Meeting 27-June-07
““Indiana University Conferences: Indiana University Conferences: Who are they?Who are they?””
Indiana University ConferencesIndiana University Conferences Kevin Knerr, DirectorKevin Knerr, Director
Drew Norris, Senior CoordinatorDrew Norris, Senior Coordinator
CATS Meeting 27-June-07CATS Meeting 27-June-07
Outline of this Session:Outline of this Session:
OutlineOutline IntroductionsIntroductions Expectations for this sessionExpectations for this session Who we are, what we doWho we are, what we do Life of a conferenceLife of a conference Our economic impactOur economic impact What’s newWhat’s new
CATS Meeting 27-June-07CATS Meeting 27-June-07
IUC Staff:IUC Staff:
Kevin Knerr, DirectorKevin Knerr, Director University-wide Conferencing UnitUniversity-wide Conferencing Unit
– Drew Norris, Sr. CoordinatorDrew Norris, Sr. Coordinator– Judy Warner, Sr. CoordinatorJudy Warner, Sr. Coordinator– Jennifer Gentry, Sr. CoordinatorJennifer Gentry, Sr. Coordinator– Tawana Green, Admin. Asst. and Travel Tawana Green, Admin. Asst. and Travel
CoordinatorCoordinator– Melissa Kocias, Registrar (part-time)Melissa Kocias, Registrar (part-time)– Karin Reece, Coordinator (part-time)Karin Reece, Coordinator (part-time)
CATS Meeting 27-June-07CATS Meeting 27-June-07
IUC Staff:IUC Staff:
Kevin Knerr, DirectorKevin Knerr, Director Residential Conference Services UnitResidential Conference Services Unit
– Graham Shepfer, ManagerGraham Shepfer, Manager– Jose Celis, Special Services ManagerJose Celis, Special Services Manager– Terri Strauser, Admin. Asst.Terri Strauser, Admin. Asst.
CATS Meeting 27-June-07CATS Meeting 27-June-07
Expectations of this Session:Expectations of this Session:
Understanding of the role and function Understanding of the role and function of the Office of Indiana University of the Office of Indiana University Conferences (IUC)Conferences (IUC)
Know where to find usKnow where to find us How conferences benefit the How conferences benefit the
UniversityUniversity
CATS Meeting 27-June-07CATS Meeting 27-June-07
Who we are and what we Who we are and what we dodo Indiana University Conferences is a self-Indiana University Conferences is a self-
supporting campus department established supporting campus department established in 1956 – We are in 1956 – We are 51 51 years old this year!years old this year!
Our reporting line has changed over the last Our reporting line has changed over the last 51 years51 years– University Extension/Continuing StudiesUniversity Extension/Continuing Studies– Dean of the Faculties, External AffairsDean of the Faculties, External Affairs– Auxiliary Services and ProgramsAuxiliary Services and Programs– Residential Programs and ServicesResidential Programs and Services
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Who we are and what we Who we are and what we dodo Our mission is to Our mission is to facilitatefacilitate the the academic academic
outreach and public serviceoutreach and public service goals of the goals of the university through university through conferencesconferences
Our primary constituency is the faculty and Our primary constituency is the faculty and the non-traditional studentthe non-traditional student
We aren’t limited to Bloomington - we do We aren’t limited to Bloomington - we do programs around the state and nationprograms around the state and nation
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Who we are and what we doWho we are and what we do
We accomplish our mission in two waysWe accomplish our mission in two ways:: • Traditional meeting planning Traditional meeting planning
servicesservices Goal Setting (program, financial)Goal Setting (program, financial) Logistics support (including registration)Logistics support (including registration) Promotion and publicityPromotion and publicity FundraisingFundraising EvaluationEvaluation
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Who we are and what we doWho we are and what we do
Registration ServicesRegistration Services– Prepare registration forms for online and paper formsPrepare registration forms for online and paper forms– Add a brief prospectus and basic information about the Add a brief prospectus and basic information about the
meeting to the permanent http bulletin board of IU meeting to the permanent http bulletin board of IU conferencesconferences
– Receive registrations online, telephone, fax, and postal mailReceive registrations online, telephone, fax, and postal mail– Process credit card (VISA, MasterCard, Amex and Discover), Process credit card (VISA, MasterCard, Amex and Discover),
cash, check, purchase order, and internal billing paymentscash, check, purchase order, and internal billing payments– Receipt Receipt andand confirm all registrations confirm all registrations– Prepare all name badges and ticketsPrepare all name badges and tickets– Supply roster of pre-registered participants (including Supply roster of pre-registered participants (including
housing lists)housing lists)– Orient registration staff (hired workers or volunteers)Orient registration staff (hired workers or volunteers)– Provide detailed registration and attendance reportsProvide detailed registration and attendance reports
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Who we are and what we doWho we are and what we do
We accomplish our mission in two waysWe accomplish our mission in two ways:: • Collaborative/entrepreneurial Collaborative/entrepreneurial
program developmentprogram development Environmental Scanning/needs analysisEnvironmental Scanning/needs analysis Total or shared financial riskTotal or shared financial risk Contract or general subscription programsContract or general subscription programs
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How we chargeHow we charge
Blended billable hourBlended billable hour model model Fees are projected by project, based on Fees are projected by project, based on
selected servicesselected services Fees are calculated on a billable hour Fees are calculated on a billable hour
basis (hours x rate), but charged as a flat basis (hours x rate), but charged as a flat raterate
One hourly rateOne hourly rate– No difference for “senior or junior” staffNo difference for “senior or junior” staff
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How we chargeHow we charge
Registration ServicesRegistration Services– Per personPer person
Abstract Collection and ManagementAbstract Collection and Management– Per submissionPer submission
WWebsite Managementte Management– Per sitePer site
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Our Economic ImpactOur Economic Impact
University-wide unit unit2006-07 2006-07 (Projected through June)(Projected through June)
72 conferences72 conferences 14,650 participants at conferences 14,650 participants at conferences
coordinated by IUCcoordinated by IUC Average number of conference days: 5.5Average number of conference days: 5.5 Economic impact on university and Economic impact on university and
community: community: + + $11.4 million$11.4 million Campus direct impact: ~$3MCampus direct impact: ~$3M
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Our Economic ImpactOur Economic Impact
Residential Services UnitResidential Services Unit
2006 summer2006 summer 126 conferences126 conferences 24,800 guests 24,800 guests Average number of conference days: 5Average number of conference days: 5
– Excluding contract guests (30 days or more)Excluding contract guests (30 days or more)
Economic impact on university and Economic impact on university and community: community: + + $6.5 million$6.5 million
Campus direct impact: ~$2.5MCampus direct impact: ~$2.5M
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The Life of a ConferenceThe Life of a Conference
Planning process for most Planning process for most conferences covers 2-4 yearsconferences covers 2-4 years– Some actually feel like they never end!Some actually feel like they never end!
We have several contracts out We have several contracts out through 2010 and are working on through 2010 and are working on 2011 and 122011 and 12
Large client organizations routinely Large client organizations routinely schedule facilities 5 year outschedule facilities 5 year out
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The Life of a ConferenceThe Life of a Conference
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Why Host Why Host Conferences?Conferences? ShowcaseShowcase
– ResearchResearch– ResourcesResources– Facilities & PersonnelFacilities & Personnel
Help people make Help people make connectionsconnections (networks)(networks)
ShareShare knowledge and information knowledge and information AttractAttract Talent Talent EconomicEconomic benefit for the campus benefit for the campus
– (money from outside the university)(money from outside the university)
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Conferences Attract TalentConferences Attract Talent
StudentsStudents– High School Age – Almost 20,000 annuallyHigh School Age – Almost 20,000 annually– College TransfersCollege Transfers– Adult StudentsAdult Students– ParentsParents
ProfessionalsProfessionals– Industry RepresentativesIndustry Representatives– University FacultyUniversity Faculty– Association and Organization RepresentativesAssociation and Organization Representatives
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Conferences Connect Conferences Connect Indiana University to Indiana University to BusinessBusiness University FacultyUniversity Faculty
– Share Results of ResearchShare Results of Research Life Sciences Initiatives, for exampleLife Sciences Initiatives, for example
– Train and Expand Workforce Train and Expand Workforce CompetenciesCompetencies
Business to BusinessBusiness to Business– Conferences Build Networks Conferences Build Networks
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Conferences Connect Conferences Connect Indiana University to Indiana University to BusinessBusiness Conferences Create JobsConferences Create Jobs
– University University Faculty and StaffFaculty and Staff StudentsStudents
– Community/StateCommunity/State Support ServicesSupport Services
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One service that puts One service that puts us ahead of the curve . us ahead of the curve . . .. . On-line abstract On-line abstract
submission/program construction submission/program construction softwaresoftware– Web-based system Web-based system – Single paper, panels, performancesSingle paper, panels, performances– Unlimited number of reviewersUnlimited number of reviewers– Superior scoring and comments Superior scoring and comments – Next phase: CAD-like “click and drag” Next phase: CAD-like “click and drag”
program constructionprogram construction
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What new things are What new things are we working on?we working on? Expanding the traditional Expanding the traditional
conference formatconference format– Changing the conference experience Changing the conference experience
from a few days to several weeks or from a few days to several weeks or months by . . .months by . . .
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What new things are What new things are we working on?we working on?
– Pre and post conference chat roomsPre and post conference chat rooms– Online access to abstracts for better Online access to abstracts for better
choiceschoices– Shopping cart selection of sessions Shopping cart selection of sessions
with access to other participants for with access to other participants for pre-conference discussionspre-conference discussions
– Online handouts (including pp slides)Online handouts (including pp slides)
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What new things are What new things are we working on?we working on?
– Real time, online follow up with Real time, online follow up with keynote and other general sessions keynote and other general sessions speakersspeakers
– Audio and video archives of the Audio and video archives of the conference sessionsconference sessions
– Streaming audio and/or video of the Streaming audio and/or video of the sessionssessions
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What new things are What new things are we working on?we working on?
– Remote registration kiosksRemote registration kiosks Express linesExpress lines
– In conference hotels or other appropriate In conference hotels or other appropriate locationslocations
– Online speaker prep informationOnline speaker prep information Archive of standards for presentationsArchive of standards for presentations Online a.v. specs and usage informationOnline a.v. specs and usage information
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Do you know . . .Do you know . . .
An average conference An average conference participant spends nearly $142 participant spends nearly $142 per day in Bloomingtonper day in Bloomington
Nationally, the rate is $264 per Nationally, the rate is $264 per dayday
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Do you know . . .Do you know . . .
The impact of youth conferences The impact of youth conferences on the local economy is over 2.5 on the local economy is over 2.5 times greater than the number of times greater than the number of attending youthattending youth– Why? Why?
Parents, siblings, and grandparents often Parents, siblings, and grandparents often drive youths to conferences - spending drive youths to conferences - spending money on food, lodging, souvenirs, money on food, lodging, souvenirs, gasoline, etc.gasoline, etc.
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Do you know . . .Do you know . . .
IUC is a registered publisher with IUC is a registered publisher with the Library of Congress and has the Library of Congress and has 1717 volumes in print volumes in print
IUC processes travel and IUC processes travel and honoraria for an average of 500 honoraria for an average of 500 presenters annuallypresenters annually– Much of it internationalMuch of it international
The average length of service for The average length of service for IUC full time staff is 17.4 yearsIUC full time staff is 17.4 years
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Why use IU Why use IU Conferences?Conferences? Word of mouth researchWord of mouth research
– A person who has a bad experience A person who has a bad experience tells an average of tells an average of 1010 other people other people about the experienceabout the experience
– A person who has a good experience A person who has a good experience tells an average of tells an average of 22 other people other people about the experienceabout the experience
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Why use IU Why use IU Conferences?Conferences?
– IU hosts over 50,000 conference IU hosts over 50,000 conference guests on campus and around the guests on campus and around the countrycountry
– Every one of those guests is an Every one of those guests is an opportunity to WOW them opportunity to WOW them
– Every guest has the potential to Every guest has the potential to influence a decision about attending influence a decision about attending IU IU
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Why use IU Why use IU Conferences?Conferences? IU Conferences can help insure IU Conferences can help insure
that the conference experience is that the conference experience is positivepositive
Our clients consistently rate us at Our clients consistently rate us at 4.84.8 out of out of 55 on ALL of our on ALL of our measurement criteriameasurement criteria
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Indiana University Indiana University ConferencesConferences
Thank you!Thank you!