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

CATS Meeting 27-June-07CATS Meeting 27-June-07


““Indiana University Conferences: Indiana University Conferences: Who are they?Who are they?””

Indiana University ConferencesIndiana University Conferences Kevin Knerr, DirectorKevin Knerr, Director

Drew Norris, Senior CoordinatorDrew Norris, Senior Coordinator


Outline of this Session:Outline of this Session:

OutlineOutline IntroductionsIntroductions Expectations for this sessionExpectations for this session Who we are, what we doWho we are, what we do Life of a conferenceLife of a conference Our economic impactOur economic impact What’s newWhat’s new


IUC Staff:IUC Staff:

Kevin Knerr, DirectorKevin Knerr, Director University-wide Conferencing UnitUniversity-wide Conferencing Unit

– Drew Norris, Sr. CoordinatorDrew Norris, Sr. Coordinator– Judy Warner, Sr. CoordinatorJudy Warner, Sr. Coordinator– Jennifer Gentry, Sr. CoordinatorJennifer Gentry, Sr. Coordinator– Tawana Green, Admin. Asst. and Travel Tawana Green, Admin. Asst. and Travel

CoordinatorCoordinator– Melissa Kocias, Registrar (part-time)Melissa Kocias, Registrar (part-time)– Karin Reece, Coordinator (part-time)Karin Reece, Coordinator (part-time)


IUC Staff:IUC Staff:

Kevin Knerr, DirectorKevin Knerr, Director Residential Conference Services UnitResidential Conference Services Unit

– Graham Shepfer, ManagerGraham Shepfer, Manager– Jose Celis, Special Services ManagerJose Celis, Special Services Manager– Terri Strauser, Admin. Asst.Terri Strauser, Admin. Asst.


Expectations of this Session:Expectations of this Session:

Understanding of the role and function Understanding of the role and function of the Office of Indiana University of the Office of Indiana University Conferences (IUC)Conferences (IUC)

Know where to find usKnow where to find us How conferences benefit the How conferences benefit the

UniversityUniversity


Who we are and what we Who we are and what we dodo Indiana University Conferences is a self-Indiana University Conferences is a self-

supporting campus department established supporting campus department established in 1956 – We are in 1956 – We are 51 51 years old this year!years old this year!

Our reporting line has changed over the last Our reporting line has changed over the last 51 years51 years– University Extension/Continuing StudiesUniversity Extension/Continuing Studies– Dean of the Faculties, External AffairsDean of the Faculties, External Affairs– Auxiliary Services and ProgramsAuxiliary Services and Programs– Residential Programs and ServicesResidential Programs and Services


Who we are and what we Who we are and what we dodo Our mission is to Our mission is to facilitatefacilitate the the academic academic

outreach and public serviceoutreach and public service goals of the goals of the university through university through conferencesconferences

Our primary constituency is the faculty and Our primary constituency is the faculty and the non-traditional studentthe non-traditional student

We aren’t limited to Bloomington - we do We aren’t limited to Bloomington - we do programs around the state and nationprograms around the state and nation

CATS Meeting 23-May-07CATS Meeting 23-May-07



Who we are and what we doWho we are and what we do

We accomplish our mission in two waysWe accomplish our mission in two ways:: • Traditional meeting planning Traditional meeting planning

servicesservices Goal Setting (program, financial)Goal Setting (program, financial) Logistics support (including registration)Logistics support (including registration) Promotion and publicityPromotion and publicity FundraisingFundraising EvaluationEvaluation




Registration ServicesRegistration Services– Prepare registration forms for online and paper formsPrepare registration forms for online and paper forms– Add a brief prospectus and basic information about the Add a brief prospectus and basic information about the

meeting to the permanent http bulletin board of IU meeting to the permanent http bulletin board of IU conferencesconferences

– Receive registrations online, telephone, fax, and postal mailReceive registrations online, telephone, fax, and postal mail– Process credit card (VISA, MasterCard, Amex and Discover), Process credit card (VISA, MasterCard, Amex and Discover),

cash, check, purchase order, and internal billing paymentscash, check, purchase order, and internal billing payments– Receipt Receipt andand confirm all registrations confirm all registrations– Prepare all name badges and ticketsPrepare all name badges and tickets– Supply roster of pre-registered participants (including Supply roster of pre-registered participants (including

housing lists)housing lists)– Orient registration staff (hired workers or volunteers)Orient registration staff (hired workers or volunteers)– Provide detailed registration and attendance reportsProvide detailed registration and attendance reports




We accomplish our mission in two waysWe accomplish our mission in two ways:: • Collaborative/entrepreneurial Collaborative/entrepreneurial

program developmentprogram development Environmental Scanning/needs analysisEnvironmental Scanning/needs analysis Total or shared financial riskTotal or shared financial risk Contract or general subscription programsContract or general subscription programs


How we chargeHow we charge

Blended billable hourBlended billable hour model model Fees are projected by project, based on Fees are projected by project, based on

selected servicesselected services Fees are calculated on a billable hour Fees are calculated on a billable hour

basis (hours x rate), but charged as a flat basis (hours x rate), but charged as a flat raterate

One hourly rateOne hourly rate– No difference for “senior or junior” staffNo difference for “senior or junior” staff



How we chargeHow we charge

Registration ServicesRegistration Services– Per personPer person

Abstract Collection and ManagementAbstract Collection and Management– Per submissionPer submission

WWebsite Managementte Management– Per sitePer site


Our Economic ImpactOur Economic Impact

University-wide unit unit2006-07 2006-07 (Projected through June)(Projected through June)

72 conferences72 conferences 14,650 participants at conferences 14,650 participants at conferences

coordinated by IUCcoordinated by IUC Average number of conference days: 5.5Average number of conference days: 5.5 Economic impact on university and Economic impact on university and

community: community: + + $11.4 million$11.4 million Campus direct impact: ~$3MCampus direct impact: ~$3M


Our Economic ImpactOur Economic Impact

Residential Services UnitResidential Services Unit

2006 summer2006 summer 126 conferences126 conferences 24,800 guests 24,800 guests Average number of conference days: 5Average number of conference days: 5

– Excluding contract guests (30 days or more)Excluding contract guests (30 days or more)

Economic impact on university and Economic impact on university and community: community: + + $6.5 million$6.5 million

Campus direct impact: ~$2.5MCampus direct impact: ~$2.5M


The Life of a ConferenceThe Life of a Conference

Planning process for most Planning process for most conferences covers 2-4 yearsconferences covers 2-4 years– Some actually feel like they never end!Some actually feel like they never end!

We have several contracts out We have several contracts out through 2010 and are working on through 2010 and are working on 2011 and 122011 and 12

Large client organizations routinely Large client organizations routinely schedule facilities 5 year outschedule facilities 5 year out


The Life of a ConferenceThe Life of a Conference


Why Host Why Host Conferences?Conferences? ShowcaseShowcase

– ResearchResearch– ResourcesResources– Facilities & PersonnelFacilities & Personnel

Help people make Help people make connectionsconnections (networks)(networks)

ShareShare knowledge and information knowledge and information AttractAttract Talent Talent EconomicEconomic benefit for the campus benefit for the campus

– (money from outside the university)(money from outside the university)


Conferences Attract TalentConferences Attract Talent

StudentsStudents– High School Age – Almost 20,000 annuallyHigh School Age – Almost 20,000 annually– College TransfersCollege Transfers– Adult StudentsAdult Students– ParentsParents

ProfessionalsProfessionals– Industry RepresentativesIndustry Representatives– University FacultyUniversity Faculty– Association and Organization RepresentativesAssociation and Organization Representatives


Conferences Connect Conferences Connect Indiana University to Indiana University to BusinessBusiness University FacultyUniversity Faculty

– Share Results of ResearchShare Results of Research Life Sciences Initiatives, for exampleLife Sciences Initiatives, for example

– Train and Expand Workforce Train and Expand Workforce CompetenciesCompetencies

Business to BusinessBusiness to Business– Conferences Build Networks Conferences Build Networks


Conferences Connect Conferences Connect Indiana University to Indiana University to BusinessBusiness Conferences Create JobsConferences Create Jobs

– University University Faculty and StaffFaculty and Staff StudentsStudents

– Community/StateCommunity/State Support ServicesSupport Services


One service that puts One service that puts us ahead of the curve . us ahead of the curve . . .. . On-line abstract On-line abstract

submission/program construction submission/program construction softwaresoftware– Web-based system Web-based system – Single paper, panels, performancesSingle paper, panels, performances– Unlimited number of reviewersUnlimited number of reviewers– Superior scoring and comments Superior scoring and comments – Next phase: CAD-like “click and drag” Next phase: CAD-like “click and drag”

program constructionprogram construction


What new things are What new things are we working on?we working on? Expanding the traditional Expanding the traditional

conference formatconference format– Changing the conference experience Changing the conference experience

from a few days to several weeks or from a few days to several weeks or months by . . .months by . . .


What new things are What new things are we working on?we working on?

– Pre and post conference chat roomsPre and post conference chat rooms– Online access to abstracts for better Online access to abstracts for better

choiceschoices– Shopping cart selection of sessions Shopping cart selection of sessions

with access to other participants for with access to other participants for pre-conference discussionspre-conference discussions

– Online handouts (including pp slides)Online handouts (including pp slides)



– Real time, online follow up with Real time, online follow up with keynote and other general sessions keynote and other general sessions speakersspeakers

– Audio and video archives of the Audio and video archives of the conference sessionsconference sessions

– Streaming audio and/or video of the Streaming audio and/or video of the sessionssessions



– Remote registration kiosksRemote registration kiosks Express linesExpress lines

– In conference hotels or other appropriate In conference hotels or other appropriate locationslocations

– Online speaker prep informationOnline speaker prep information Archive of standards for presentationsArchive of standards for presentations Online a.v. specs and usage informationOnline a.v. specs and usage information


Do you know . . .Do you know . . .

An average conference An average conference participant spends nearly $142 participant spends nearly $142 per day in Bloomingtonper day in Bloomington

Nationally, the rate is $264 per Nationally, the rate is $264 per dayday



The impact of youth conferences The impact of youth conferences on the local economy is over 2.5 on the local economy is over 2.5 times greater than the number of times greater than the number of attending youthattending youth– Why? Why?

Parents, siblings, and grandparents often Parents, siblings, and grandparents often drive youths to conferences - spending drive youths to conferences - spending money on food, lodging, souvenirs, money on food, lodging, souvenirs, gasoline, etc.gasoline, etc.



IUC is a registered publisher with IUC is a registered publisher with the Library of Congress and has the Library of Congress and has 1717 volumes in print volumes in print

IUC processes travel and IUC processes travel and honoraria for an average of 500 honoraria for an average of 500 presenters annuallypresenters annually– Much of it internationalMuch of it international

The average length of service for The average length of service for IUC full time staff is 17.4 yearsIUC full time staff is 17.4 years


Why use IU Why use IU Conferences?Conferences? Word of mouth researchWord of mouth research

– A person who has a bad experience A person who has a bad experience tells an average of tells an average of 1010 other people other people about the experienceabout the experience

– A person who has a good experience A person who has a good experience tells an average of tells an average of 22 other people other people about the experienceabout the experience


Why use IU Why use IU Conferences?Conferences?

– IU hosts over 50,000 conference IU hosts over 50,000 conference guests on campus and around the guests on campus and around the countrycountry

– Every one of those guests is an Every one of those guests is an opportunity to WOW them opportunity to WOW them

– Every guest has the potential to Every guest has the potential to influence a decision about attending influence a decision about attending IU IU


Why use IU Why use IU Conferences?Conferences? IU Conferences can help insure IU Conferences can help insure

that the conference experience is that the conference experience is positivepositive

Our clients consistently rate us at Our clients consistently rate us at 4.84.8 out of out of 55 on ALL of our on ALL of our measurement criteriameasurement criteria


Indiana University Indiana University ConferencesConferences

Thank you!Thank you!

Documents

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