Service Levels and Pricing Structure

Download or print the Service Levels and Fees document for in-person programming. For information on virtual and hybrid services and fees, please email csco@psu.edu.

In-person programming

Level 1

Level One Services and Fees:

Fees

• $10 per registrant fee (or a minimum of $250 if the number of registrations is under 25)
• Per person registration fee is charged per registrant regardless of whether fees are collected.
• 6% credit card processing fee
• $250 user login- Due to compliance costs, a user login is required to obtain unrestricted access to the CVENT registration site and all the reporting and event details.
• $250 set up fee- a set-up fee will be charged for first time programs only. Repeat events will not be charged the set-up fee.

Included Services

• Online Registration- Develop a customized registration site and event website in Cvent that includes all event information provided by the group or organization holding the event. The registration site will process online registrations and credit card payments only (other forms of payment must be managed/processed by the group or organization holding the event).
• Cvent Training- Training on how to access registration and event information and use Cvent to manage events successfully.
• Reporting- Provide standardized reports in Cvent that can be sent and pulled to collect registration and payment information to help clients manage their events.
• Income Processing- At this level, we will process all payments. We will reconcile income collected, deduct any administrative fees that are due, and return the balance of income to the group or organization holding the event to a selected university budget or by check if external to the university. The group or organization holding the event will be responsible for collecting any unpaid registration fees at the close of the event.

Please Note: This level of service provides no logistical event planning, management support, or budget management. 

Please Note: Speaker Management is not included at this level of service, Therefore, none of the following services will be provided :- Invite and confirm prospective speakers; notify speakers of expenses covered; inquire about travel arrangements, AV needs, etc.; make travel arrangements; collect AV needs, biographies, and presentations; process honorariums and speaker expenses.

Optional Services and Fees. 

• Optional Service: Production of Course Materials-
  • Fee: $5 per item of course material produced and managed by OCSC will be charged to the program budget.

 If desired, OCSC can manage the production of course materials to include, but is not limited to: 

• Binder
• Manual
• Abstract Booklet
• CD
• USB

Please Note:  All presentations must be provided to the conference coordinator by the program coordinator by a predetermined and agreed upon date, and presentations must be in print ready format. Once presentations are received, OCSC will work with a service provider to coordinate the design and management of the production of course materials. The conference coordinator will ensure that the production of the course material meets the specifications given to the vendor for production of course materials.  The material will then be proofed by the program coordinator to make sure the presentations are in the correct format and have printed accurately. All proofing of the content or format of the presentations is the responsibility of the program coordinator, and any changes to presentations must be managed by the program coordinator through communication with the speakers regarding necessary changes.  Please note:  OCSC will not be responsible for collecting presentations from speakers, or have any contact with speakers regarding the format or content of presentations at this service level.

• Fee: $5 per item of course material produced and managed by OCSC will be charged to the program budget.

• Optional Service: Certificates- Coordination, printing, and assembly of certificates.  Includes certificate paper, certificate holder, 8 1/2" x 11" envelope, and label.          
  • Fee: $3 per certificate.
    

• Optional Service: Upgraded Level 1 to include Non-electronic Registration Processing- Process registrations via mail, fax, and phone which will include all data entry and collection of associated registration fees. At the upgraded level 1 service level, we will invoice for unpaid registration and make every effort to collect any outstanding payments.
  • Fee: Additional $5.00 per registrant.

The following lists the three higher levels of event planning services and associated fees offered by the Office of Conferences and Short Courses, Penn State College of Agricultural Sciences:

Level Two Services and Fees:

Fees

• $2000 Base Fee
• $25 per registrant fee
• 6% credit card processing fee
• $250 user login- Due to compliance costs, a user login is required to obtain unrestricted access to the CVENT registration site and all the reporting and event details.

Included Services

• Online Registration- Develop a customized registration site and event website in Cvent that includes all event information provided by the group or organization holding the event. the registration site will process online registrations and credit card payments.
• Cvent Training- Training on how to access registration and event information and use Cvent to manage events successfully.
• Reporting- Provide standardized reports in Cvent that can be sent and pulled to collect registration and payment information to help clients manage their events.
• Income Processing- At this level, we will process all payments. We will reconcile income collected, deduct any administrative fees that are due, and return the balance of income to the program coordinator to a selected university budget or by check if external to the university. We will not invoice for unpaid income.  Any outstanding unpaid registration at the close of the event will be the responsibility of the group or organization holding the event.

Choice of Additional Services

You can identify the area of support you need by choosing two items (must choose before services begin) from the list below:

• Limited Pre-Conference Planning- Negotiate and manage contracts. Provide logistical and planning support for limited aspects of the program including:
  • Housing/Lodging Management
  • Facility Management
  • Food Service Management
  • Audio Visual Management

Please note: At this level of service, there is no on-site logistical support provided for the program.  Information on all logistical arrangements will be provided to the program point of contact 1 week prior to delivery. Program point of contact will be responsible for managing event logistics on site at this level.

• Registration Materials- Produce standard registration materials to client specification including nametags, agenda, conference information sheet, registration list, evaluation, and attendee gifts. Other information can be included if copies of the materials are provided. Please note that speaker and registrant gift management are not included in this level of service since speaker management is not included.

• On-site Registration Check-in Support- Provide 3 hours of registration check-in and distribution of registration materials for attendees and speakers or exhibitors. Please note: OCSC will close registration after 3 hours and will not manage any of the logistical arrangements at this level of service. Any late check-in or walk-in registration will be managed by the program point of contact.

• Limited Budget Management- Manage travel reimbursement for up to 3 speakers (the group or organization is responsible for making sure that the speakers are registered as vendors in Simba), manage purchase orders, billing, and payment for contracted services. Please note: Budget development is not included at this level of service. OCSC will not be responsible for determining registration fees or including expenses for any arrangements that are not managed by our office. Any residual program income will be returned to the client at the close of the program budget. A negative conference balance will be billed against the client's department budget.

• Please Note: Speaker Management is not included at this level of service. Therefore, none of the following services will be provided:
  • invite and confirm prospective speakers;
  • notify speakers of expenses covered;
  • make travel arrangements;
  • collect AV needs, biographies, and presentations;
  • process honorariums and speaker expenses (unless selected in options above)

Optional Services and Fees

Production of Course Materials:  If desired, OCSC can manage the production of course materials to include any of the following: 

• Padfolio
• Binder
• USB
• File share

Fee: $10 per item of course material produced and managed by OCSC will be charged to the program budget, plus any cost for the production and printing of the materials.

Please Note: All presentations must be provided to the conference coordinator by the the group or organization holding the event by a predetermined and agreed upon date, and presentations must be in print-ready format. Once presentations are received, OCSC will work with a service provider to coordinate the design and management of the production of course materials. The conference coordinator will ensure that the production of the course material meets the specifications given to the vendor for production of course materials.  The material will then be proofed by the group or organization to make sure the presentations are in the correct format and have been printed accurately. All proofing of the content or format of the presentations is the responsibility of the group or organization holding the event, and any changes to presentations must be managed by the group or organization through communication with the speakers regarding necessary changes.  Please note: OCSC will not be responsible for collecting presentations from speakers or have any contact with speakers regarding the format or content of presentations at this service level.

Certificates: Coordination, printing, and assembly of certificates.  Includes certificate paper, certificate holder, 8 1/2" x 11" envelope, and label. 

Fee: $3 per certificate.

If travel is required to support the program, staff travel will be billed as a direct cost of the program delivery and is not covered by the administrative fees.

Level Three Services and Fees:

Fees

• $4500 Base Fee
• $45 per registrant fee
• 6% credit card processing fee
• $250 user login- Due to compliance costs, a user login is required to obtain unrestricted access to the CVENT registration site and all the reporting and event detail

Included Services

• Marketing Pieces- Prepare and coordinate content for marketing pieces, including photos, copy, and target distribution lists. Coordinate print production of marketing pieces. Proof marketing pieces to ensure accurate information regarding the event's Cvent registration website and registration process.

• List Development-Work with client to develop targeted invitation lists through college, extension, and OCSC mailing lists, as well as industry and association/organization contacts. The OCSC will also use purchased lists as necessary to assist with target list identification.

• Online Registration-Develop a customized registration system and event Web Site in Cvent that includes all event information and will process online registrations and credit card payments.

• Non-electronic Registration Processing- Process registrations via mail, fax, and phone which will include all data entry and collection of associated registration fees.

• Contract Negotiation - Negotiate and manage contracts with facilities and service providers, such as food vendors, Audio Visual, Transportation, etc.

• Pre-Conference Planning- provide logistical and planning support for all aspects of the program including:
  • Housing/Lodging Management
  • Contract Management
  • Facility Management
  • Food and Alcohol Service Management
  • Audio Visual Management
  • Budget Management
  • Transportation Arrangements
  • Entertainment Arrangements
  • Parking Facilitation
  • Rental Agreements

• Registration Materials- produce standard registration materials to client specification including but not limited to, agenda, conference information sheet, registration list, exhibitor list, speaker bios, sponsor recognition, evaluation, and nametags. OCSC will also coordinate the selection, design, purchase, and production of registrant gifts, such as tote bags, portfolios, mugs, clothing or other products if chosen by the client.  Please note that speaker gifts are not included in this level of service since speaker management is not included.
  
  
• On-site support- Provide registration check-in and distribution of registration materials for attendees and speakers or exhibitors, facilitate event set up, assume responsibility for the event during the length of the program, provide staff support to check the facility set-up, break services, DJ, bus arrival, etc. and be available at all times to make sure the event is running smoothly and that service providers are meeting their contractual obligations satisfactorily. 3 full days of on-site support is included at this level of service. For programs lasting longer than 3 days, an additional fee of $600 per day or $300 for a half day will be charged. Level 3 does not require that conference staff remain on site for the duration of the program.

• Budget Development, Management, and Reconciliation- Develop the planning budget based on the program requirements, manage all of the expenses and income throughout the planning process, reconcile program expenses and collected registration income and provide detailed budget statements to clients. Any residual program income will be returned to the client at the close of the program budget, usually final within 1-2 months. A negative conference balance will be billed against the client's department budget.

• Please Note: Speaker Management is not included at this level of service, Therefore, none of the following services will be provided :- Invite and confirm prospective speakers; notify speakers of expenses covered; inquire about travel arrangements, AV needs, etc.; make travel arrangements; collect AV needs, biographies, and presentations; process honorariums and speaker expenses.

Optional Services and Fees

• Optional Service: Production of Course Materials- If desired, OCSC can manage the production of course materials to include, but is not limited to:
  • Binder
  • Manual
  • Abstract Booklet
  • CD
  • USB
• Please Note: All presentation must be provided to the conference coordinator by the program coordinator by a predetermined and agreed upon date, and presentations must be in print ready format. Once presentations are received, OCSC will work with a service provider to coordinate the design and management of the production of course materials. The conference coordinator will ensure that the production of the course material meets the specifications given to the vendor for production of course materials.  The material will then be proofed by the program coordinator to make sure the presentations are in the correct format and have printed accurately. All proofing of the content or format of the presentations is the responsibility of the program coordinator, and any changes to presentations must be managed by the program coordinator through communication with the speakers regarding necessary changes.  Please note:  OCSC will not be responsible for collecting presentations from speakers, or have any contact with speakers regarding the format or content of presentations at this service level. Cost of printing materials is not included in the assembly fee

• Fee: $10 per item of course material produced and managed by OCSC will be charged to the program budget.

• Optional Service: Certificates- Coordination, printing, and assembly of certificates.  Includes certificate paper, certificate holder, 8 1/2" x 11" envelope, and label. 
  • Fee: $3 per certificate.

If travel is required to support the program, staff travel will be billed as a direct cost of the program delivery and is not covered by the administrative fees.

Level Four Services and Fees:

Fees

• $6500 Base Fee
• $65 per registrant fee
• 6% credit card processing fee
• $250 user login- Due to compliance costs, a user login is required to obtain unrestricted access to the CVENT registration site and all the reporting and event detail

Included Services

• Marketing Pieces- Prepare and coordinate content for marketing pieces, including photos, copy, and target distribution lists. Coordinate print production of marketing pieces. Proof marketing pieces to ensure accurate information regarding the event's cvent registration website and registration process.

• List Development-Work with client to develop targeted invitation lists through college, extension, and OCSC mailing lists, as well as industry and association/organization contacts. The OCSC will also use purchased lists as necessary to assist with target list identification.

• E Marketing- Market the event via e-mails and key internet sites that would be appropriate for on line marketing, develop text for the e-mail marketing piece(s) to send to target list(s) consisting of the contacts' first names, last names, and e-mail addresses.

• Print Advertising- Develop Ads that can be placed in trade journals or other publication that target prospective attendees. (0nly Level 4)

• Online Registration-Develop a customized registration system and event Web Site in Cvent that includes all event information and will process online registrations and credit card payments.

• Non-electronic Registration Processing- Process registrations via mail, fax, and phone which will include all data entry and collection of associated registration fees.

• Contract Negotiation - Negotiate and manage contracts with facilities and service providers, such as food vendors, Audio Visual, Transportation, etc.

• Pre-Conference Planning- provide logistical and planning support for all aspects of the program including, but not limited to:
  • Housing/Lodging Management
  • Contract Management
  • Facility Management
  • Food Service Management
  • Audio Visual Management
  • Travel Arrangements for Speakers
  • Budget Management
  • Transportation Arrangements
  • Entertainment Arrangements
  • Parking Facilitation
  • Rental Agreements
  • Abstract and Presentation Management

• Registration Materials- produce standard registration materials to client specification including but not limited to, agenda, conference information sheet, registration list, exhibitor list, speaker bios, sponsor recognition, evaluation, and nametags. OCSC will also coordinate the selection, design, purchase, and production of registrant and speaker gifts, such as tote bags, portfolios, mugs, clothing or other products if chosen by the client. 
  
  
• On-site support- Provide registration check-in and distribution of registration materials for attendees and speakers or exhibitors, facilitate event set up, assume responsibility for the event during the length of the program, provide staff support to check the facility set-up, break services, DJ, bus arrival, etc. and be available at all times to make sure the event is running smoothly and that service providers are meeting their contractual obligations satisfactorily. 3 full days of on-site support is included at this level of service. For programs lasting longer than 3 days, an additional fee of $600 per day or $300 for a half day will be charged. Level 4 requires that conference staff remain on site for the duration of the program.

• Speaker Management- Invite and confirm prospective speakers; notify speakers of expenses covered; inquire about travel arrangements, AV needs, etc.; make travel arrangements; collect AV needs, biographies, and presentations; process honorariums and speaker expenses.
  
  Please note: The management of twelve invited speakers per event day is included in the service level fee. The daily number of speakers allowable is 12. This is determined by identifying the average number of speakers per day per program. Any additional speakers, beyond a daily average of up to 12, will be managed at the rate of $100 per speaker. International speakers require additional processing and incur an additional charge per international speaker of $25.
  
  
• Travel Award Management: Process and manage travel awards for domestic recipients at no additional cost. Due to the additional work required for processing international travel, there will be a processing fee of $25 per international travel award.

• Budget Development, Management, and Reconciliation- Develop the planning budget based on the program requirements, manage the expenses and income throughout the planning process, reconcile program expenses and collected registration income and provide detailed budget statements to clients. Any residual program income will be returned to the client at the close of the program budget, usually final in 1-2 months. A negative conference balance will be billed against the client's department budget.

• Exhibitor Management-Coordinate exhibit space, develop exhibit layout, assign booth sizes and locations notify exhibitors of location, collect information regarding exhibitor requirements, collect exhibitor fees, and assist with exhibitor set up.

• Sponsor Management- recognize sponsors on web, and at the conference in registration materials, signage, or power point, solicit and collect sponsorship payments, assist with sponsor travel arrangements, lodging, and needs while at the conference.

• Abstract/Poster Management- Collect and upload abstracts; notify those who submitted abstracts whether or not they have been selected to develop a poster or presentation; provide instructions for poster production to those who will be presenting posters including dimensions; coordinate and set up posters display area; and provide direction to poster presenters for the display of posters at the event. Please note: The management of 100 posters is included in this service level fee.  Any additional posters will be managed at a rate of $20 per poster presenter. 

Optional Services and Fees

• Optional Service: Abstract Collection and Production- Compile, design, and print a booklet from the abstracts submitted. Work with designer to prepare abstracts for publication. Submit updates to abstracts and late submissions to meet production deadlines. Coordinate printing of final designed booklet. The cost of printing materials is not included in the assembly fee.
  • Fee: $10 assembly fee per booklet

• Optional Service: Manual/Binder Production- Collect and compile presentations, develop manual/binder spine and cover; manage the production including multiple stages of proofing. The cost of printing materials is not included in the assembly fee,
  • Fee: $10 per manual coordination

• Optional Service: Electronic Presentation Delivery- Collect and compile presentations and coordinate electronic delivery by USB or File Share.
  • Fee: $10 per registrant.

• Optional Service: Certificates- Coordination, printing, and assembly of certificates.  Includes certificate paper, certificate holder, 8 1/2" x 11" envelope, and label. 
  • Fee: $3 per certificate.

If travel is required to support the program, staff travel will be billed as a direct cost of the program delivery and is not covered by the administrative fees.