- 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.
Rate Card
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.
For more information, email us at TEES_Conferences@tamu.edu.