Frequently Asked Questions

1. What is my first step in planning a conference?

The best first step is to gather information about the conference you are planning. Where do you want to have it? How many attendees do you expect? Do we want to serve food and beverage? What are your audio-visual requirements? Etc.

The next step would be to contact our office for a proposal and we will meet with you to determine what level of service is most appropriate for your event.

2. How much is it going to cost to run a conference through the Conference Department?

The cost of running a conference varies with the level of service provided in the Meeting Planner Packages. The fee for service will be higher for Meeting Planner Pro than it is for Meeting Planner Basic because of the increased level of service provided to the client by our meeting planner.

3. Why do I need to use the Conference Department if I know how to plan a meeting?

As part of the University of Florida's Division of Distance, Continuing and Executive Education, our mission is to provide the expertise and infrastructure needed to allow you to collect and spend registration fees, vendor fees and sponsor payments. You may choose to do your own meeting planning or upgrade your level of service and allow our meeting planners to take care of the details.

4. What does it mean to close a program?

Closing a program means that the revenue has been balanced, accounts receivable have been resolved, and that expenses have been paid. It is the complete reconciliation of the financial account of the program. The University of Florida requirement for closing a program is within 60 days of completion of the program/conference.