Frequently Asked Questions
Do you only coordinate events held at Kansas State University?
No. Although we love to showcase our institution, our coordination staff is well-versed in coordinating events across the nation. The K-State coordination team has a wonderful reputation with convention centers and hotels across the nation.
Do you charge for your conference planning services?
Yes. You have the flexibility in determining the services you require for your event. Once we know the services you need, we will provide you with an estimated coordination fee for completing those services. Our fees are based on a schedule of charges approved by Kansas State University.
Conference planning services fees:
$90/hour for university groups
$122/hour for external groups
Do you offer registration services?
Yes. We offer flexible and secure registration services and process more than 20,000 registrations on an annual basis. Payment can be accepted by credit card, check, purchase order, wire transfer, or cash (on site or walk in). We also offer a 1-800 line for customers who need to call with questions about their registration. A designated registration specialist will be assigned to your event.
Registration services fees:
$12-$13/person for university groups
$16-$19/person for external groups
Fee charged is based on the complexity of the registration form.
There is a $180 setup fee for programs that do not utilize conference planning services.
Can you pay the bills for events?
Yes. We provide full financial management services*. Experienced event planners help with the development of a comprehensive budget. The electronic budgeting system used can help determine registration fees to charge based on anticipated attendance and additional revenue from sponsorships. After the event, expenses are paid and a detailed financial report is prepared to summarize all income and expenses for the event. Should your event have a surplus income, we will return funds to your organization or we are able to hold them for the next conference.
*Four percent administrative overhead is charged for program expenses paid from a Global Campus account.
Can you assist with preparing proposals for conferences and other outreach opportunities?
Absolutely. We welcome the opportunity to provide program budget information for grant proposals submitted through K-State PreAward Services. The dean of K-State Global Campus reviews faculty and staff grant proposals that include programming commitments for conferences, workshops or off-campus courses. Involvement of Global Campus conference services professionals in the proposal preparation process ensures budget information for outreach activities is included and accurate, strengthening the proposal.
We can also assist with developing proposals for conferences or workshops hosted by K-State, or for professional association meetings in which K-State faculty and staff serve as officers or program committee chairs.