Conference Services K-State Olathe Provides

Event Development

Our conference team works with you to support, plan and execute your event details. After you submit a request, we will plan an initial consultation meeting to set you up for success. This includes helping you:

• Set goals and objectives
• Develop proposals
• Identify the best format for your event
• Develop a planning timeline
• Build an event budget
• Manage a planning committee

Registration Services

Our registration services offer a full-service, customizable, registration platform to fit the needs of your event. From event registrations for 50-500, our service staff will help you create a seamless registration experience for you and your attendees. We offer:

• Handling online registration platform and credit card processing
• Tracking registrations and collecting fees
• Creating customized registration reports
• Offering in-person, virtual and hybrid events
• Preparing participant name badges
• Assembling information packets
• Helping establish registration fees and tiered ticketing
• Collecting abstracts, arranging exhibits, displays and poster sessions
• Providing comprehensive on-site management

Marketing Services

The marketing services team at K-State Olathe consults and develops marketing strategies that are tailored to your needs. The marketing staff is comprised of a graphic designer, web specialists, photographers, writers and social media experts. We'll help with:

• Creating strategic marketing timelines
• Developing event website
• Drip-marketing campaign through our registration platform
• Social media content creation
• Printed or digital programs, promotional items, signs, logos
• Creating and distributing evaluation surveys
• Maintaining email and mailing lists of attendees for use in announcing future programs

Conference Management

Speaker and Presenter Management

We are dedicated to coordinating travel, lodging and honorariums for your honorable guests. To ensure all needs are met, we will manage communication and create accurate program materials and introductions.

Exhibitor and Sponsor Management

Our team will manage all communications with exhibitors and sponsors before, during, and after the event. We will provide detailed floor plans, booth assignments, and sponsor packages to ensure a smooth registration process and a professional experience.

Participant Experience

Our coordinators provide high-quality service to all attendees. By developing activities, participant materials and providing a network of trusted vendors, your audience will experience an exceptional event from start to finish. We also can help with special accommodation and needs.

Vendor Management

We will work with you to identify preferences, capacity needs, amenities and costs to connect you with your ideal vendor. We can assist with:

• Sourcing venues and caterers
• Securing hotel room blocks
• Coordinating travel accommodations
• Developing contracts and bids
• Ensuring quality control and service
• Contracting printing and photography services
• Sourcing equipment rentals

Financial Management

Start your event off with a comprehensive event estimate tailored to match your vision. We will consider all your needs and goals, so your financial goals are met. Our coordinators are experienced at navigating funding models and can ensure you are compliant from your funding sources. We will handle:

• Budget planning and development
• Collection of payments
• Payment of all invoices
• Grant compliance