Service Level 3

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;
• 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, 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.

• 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.: