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“ Indiana University Conferences: Who are they? ”

“ Indiana University Conferences: Who are they? ”. Indiana University Conferences Kevin Knerr, Director Drew Norris, Senior Coordinator. Outline of this Session:. Outline Introductions Expectations for this session Who we are, what we do Life of a conference Our economic impact

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“ Indiana University Conferences: Who are they? ”

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  1. CATS Meeting 27-June-07

  2. “Indiana University Conferences: Who are they?” Indiana University Conferences Kevin Knerr, Director Drew Norris, Senior Coordinator CATS Meeting 27-June-07

  3. Outline of this Session: Outline • Introductions • Expectations for this session • Who we are, what we do • Life of a conference • Our economic impact • What’s new CATS Meeting 27-June-07

  4. IUC Staff: • Kevin Knerr, Director • University-wide Conferencing Unit • Drew Norris, Sr. Coordinator • Judy Warner, Sr. Coordinator • Jennifer Gentry, Sr. Coordinator • Tawana Green, Admin. Asst. and Travel Coordinator • Melissa Kocias, Registrar (part-time) • Karin Reece, Coordinator (part-time) CATS Meeting 27-June-07

  5. IUC Staff: • Kevin Knerr, Director • Residential Conference Services Unit • Graham Shepfer, Manager • Jose Celis, Special Services Manager • Terri Strauser, Admin. Asst. CATS Meeting 27-June-07

  6. Expectations of this Session: • Understanding of the role and function of the Office of Indiana University Conferences (IUC) • Know where to find us • How conferences benefit the University CATS Meeting 27-June-07

  7. Who we are and what we do • Indiana University Conferences is a self-supporting campus department established in 1956 – We are 51 years old this year! • Our reporting line has changed over the last 51 years • University Extension/Continuing Studies • Dean of the Faculties, External Affairs • Auxiliary Services and Programs • Residential Programs and Services CATS Meeting 27-June-07

  8. Who we are and what we do • Our mission is to facilitate the academic outreach and public service goals of the university through conferences • Our primary constituency is the faculty and the non-traditional student • We aren’t limited to Bloomington - we do programs around the state and nation CATS Meeting 27-June-07

  9. CATS Meeting 23-May-07

  10. CATS Meeting 23-May-07

  11. Who we are and what we do We accomplish our mission in two ways: • Traditional meeting planning services • Goal Setting (program, financial) • Logistics support (including registration) • Promotion and publicity • Fundraising • Evaluation CATS Meeting 27-June-07

  12. CATS Meeting 27-June-07

  13. Who we are and what we do Registration Services • Prepare registration forms for online and paper forms • Add a brief prospectus and basic information about the meeting to the permanent http bulletin board of IU conferences • Receive registrations online, telephone, fax, and postal mail • Process credit card (VISA, MasterCard, Amex and Discover), cash, check, purchase order, and internal billing payments • Receipt and confirm all registrations • Prepare all name badges and tickets • Supply roster of pre-registered participants (including housing lists) • Orient registration staff (hired workers or volunteers) • Provide detailed registration and attendance reports CATS Meeting 27-June-07

  14. CATS Meeting 23-May-07

  15. Who we are and what we do We accomplish our mission in two ways: • Collaborative/entrepreneurial program development • Environmental Scanning/needs analysis • Total or shared financial risk • Contract or general subscription programs CATS Meeting 27-June-07

  16. Blended billable hour model Fees are projected by project, based on selected services Fees are calculated on a billable hour basis (hours x rate), but charged as a flat rate One hourly rate No difference for “senior or junior” staff How we charge CATS Meeting 27-June-07

  17. CATS Meeting 27-June-07

  18. Registration Services Per person Abstract Collection and Management Per submission Website Management Per site How we charge CATS Meeting 27-June-07

  19. University-wide unit 2006-07 (Projected through June) 72 conferences 14,650 participants at conferences coordinated by IUC Average number of conference days: 5.5 Economic impact on university and community: + $11.4 million Campus direct impact: ~$3M Our Economic Impact CATS Meeting 27-June-07

  20. Our Economic Impact Residential Services Unit 2006 summer • 126 conferences • 24,800 guests • Average number of conference days: 5 • Excluding contract guests (30 days or more) • Economic impact on university and community: + $6.5 million • Campus direct impact: ~$2.5M CATS Meeting 27-June-07

  21. The Life of a Conference • Planning process for most conferences covers 2-4 years • Some actually feel like they never end! • We have several contracts out through 2010 and are working on 2011 and 12 • Large client organizations routinely schedule facilities 5 year out CATS Meeting 27-June-07

  22. The Life of a Conference CATS Meeting 23-May-07

  23. Why Host Conferences? • Showcase • Research • Resources • Facilities & Personnel • Help people make connections (networks) • Share knowledge and information • Attract Talent • Economic benefit for the campus • (money from outside the university) CATS Meeting 27-June-07

  24. Conferences Attract Talent • Students • High School Age – Almost 20,000 annually • College Transfers • Adult Students • Parents • Professionals • Industry Representatives • University Faculty • Association and Organization Representatives CATS Meeting 27-June-07

  25. Conferences Connect Indiana University to Business • University Faculty • Share Results of Research • Life Sciences Initiatives, for example • Train and Expand Workforce Competencies • Business to Business • Conferences Build Networks CATS Meeting 27-June-07

  26. Conferences Connect Indiana University to Business • Conferences Create Jobs • University • Faculty and Staff • Students • Community/State • Support Services CATS Meeting 27-June-07

  27. One service that puts us ahead of the curve . . . • On-line abstract submission/program construction software • Web-based system • Single paper, panels, performances • Unlimited number of reviewers • Superior scoring and comments • Next phase: CAD-like “click and drag” program construction CATS Meeting 27-June-07

  28. What new things are we working on? • Expanding the traditional conference format • Changing the conference experience from a few days to several weeks or months by . . . CATS Meeting 27-June-07

  29. What new things are we working on? • Pre and post conference chat rooms • Online access to abstracts for better choices • Shopping cart selection of sessions with access to other participants for pre-conference discussions • Online handouts (including pp slides) CATS Meeting 27-June-07

  30. What new things are we working on? • Real time, online follow up with keynote and other general sessions speakers • Audio and video archives of the conference sessions • Streaming audio and/or video of the sessions CATS Meeting 27-June-07

  31. What new things are we working on? • Remote registration kiosks • Express lines • In conference hotels or other appropriate locations • Online speaker prep information • Archive of standards for presentations • Online a.v. specs and usage information CATS Meeting 27-June-07

  32. Do you know . . . • An average conference participant spends nearly $142 per day in Bloomington • Nationally, the rate is $264 per day CATS Meeting 27-June-07

  33. Do you know . . . • The impact of youth conferences on the local economy is over 2.5 times greater than the number of attending youth • Why? Parents, siblings, and grandparents often drive youths to conferences - spending money on food, lodging, souvenirs, gasoline, etc. CATS Meeting 27-June-07

  34. Do you know . . . • IUC is a registered publisher with the Library of Congress and has 17 volumes in print • IUC processes travel and honoraria for an average of 500 presenters annually • Much of it international • The average length of service for IUC full time staff is 17.4 years CATS Meeting 27-June-07

  35. Why use IU Conferences? • Word of mouth research • A person who has a bad experience tells an average of 10 other people about the experience • A person who has a good experience tells an average of 2 other people about the experience CATS Meeting 27-June-07

  36. Why use IU Conferences? • IU hosts over 50,000 conference guests on campus and around the country • Every one of those guests is an opportunity to WOW them • Every guest has the potential to influence a decision about attending IU CATS Meeting 27-June-07

  37. Why use IU Conferences? • IU Conferences can help insure that the conference experience is positive • Our clients consistently rate us at 4.8 out of 5 on ALL of our measurement criteria CATS Meeting 27-June-07

  38. Indiana University Conferences • Thank you! CATS Meeting 27-June-07

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