Services and Pricing

• Assist with general conference planning, including establishing goals and objectives, budget planning, venue sourcing, hotel contract negotiation, food and beverage menu selection and event database management.
• Develop and maintain a custom conference registration portal and database of attendee information, collect and track registration and additional fees and generate custom automated communications to participants. 
• Create flexible and customizable abstract submission and review portal, develop and coordinate abstract timelines with multiple automated review stages and design a custom submission portal for presentations.
• Assist with documentation management, including custom name badge creation and formatting, customizable reports, comprehensive evaluation generation and completion certificate customization.
• Coordinate with Engineering Communications to design and develop graphic and print needs, develop and maintain a custom event website and generate QR code and/or short URL.
• Additional Services include exhibit Services, including sales, layout and registration; event tickets, wristbands and meal cards; arranging special events and VIP services; and providing input on promotional items/giveaways.

Texas A&M Engineering Conferences provides professional planning services for all aspects of your events, such as conferences, workshops, symposia, summits, and more. Below are the fees associated with our provided services:

Service fee*: 10% or $1,000 minimum, whichever is higher.  
*calculated based on gross revenue.

Services Include:

• Budget planning
• Account setup to generate revenue
• Custom registration, abstract portal, and event landing page
• Custom reports and data management
• Custom name badges**
• Graphic and print needs**
• Visa invitation letters
• Contract negotiations
  • Hotel rooms and venue space
  • Food and beverage
  • Audio/visual needs and preparations
• Special events and entertainment
• Mobile app**
• Assist with booking ground transportation
• Post-event evaluations

**additional fees may apply

Texas A&M Engineering Conferences can provide partial or full on-site support. 

• For conferences in Bryan/College Station, there is no additional fee for on-site support. For overnight travel outside of Bryan/College Station, client agrees to pay for travel, lodging, parking, and meals as applicable. For day travel outside of Bryan/College Station, client agrees to pay for travel mileage and parking.

Client understands they are responsible for all costs associated with hotel, venue, food and beverage, special events, and travel.