Fees | Program Support Unit

Fees for event coordination services are outlined below for both virtual and in-person events.

Services not included in the listed packages may be available for an additional fee. Contact the Program Support Unit (PSU) to discuss any additional support needs.

Certain event types are supported by ANR funds. For these events, PSU fees are charged to those funds. Examples include:

Additional per-person fees may apply for events with more than 100 participants.

In-Person Events


Description	Package A	Package B	Package C
Fee	$400 per day plus $5 per person	$1,000 per day plus $10 per person	$2,500 per day plus $25 per person
Not Included	Cost of catering	Cost of catering; offsite venue rentals and parking (non-ANR Davis events); materials for participants (badges, copies, etc.); rentals such as buses and poster boards	Cost of catering; offsite venue rentals and parking (non-ANR Davis events); materials for participants (badges, copies, promotional materials, etc.); rentals such as buses and poster boards
Participant Guidelines	Less than 50 participants	Less than 100 participants	100 or more participants
Coordination and Event Planning	Up to 3 basic check-ins or meetings	Up to 2 planning meetings; meeting scheduling; brief notes and action tracking	Includes Package B services plus up to 4 planning meetings; notes and action tracking
Location	ANR Davis (includes room setup); outside Davis may include a surcharge	ANR Davis (includes room setup); offsite from ANR Davis	ANR Davis (includes room setup); offsite from ANR Davis
Audiovisual	Manage existing presentation equipment for 1 general session	Manage onsite audiovisual; PSU laptops and projectors available for a minimal rental fee	Includes Package B services plus complex sessions with concurrent sessions or breakouts; vendor coordination; PSU laptops and projectors included
Budget and Financial Management	Work within expense guidelines set by event leads	Event budget and post-event financial summary	Complex event budget, post-event financial summary, and tour budgets
Continuing Education (CE)	Not available	CE for up to 2 organizations; onsite management and follow-up per guidelines; CA DPR fee of $5 per licensee applies	Includes Package B services plus CE for up to 3 organizations; CA DPR fee applies
Coordination and Event Planning	Up to 3 basic check-ins or meetings	Up to 2 planning meetings; meeting scheduling; brief notes and action tracking	Includes Package B services plus up to 4 planning meetings; notes and action tracking
Equipment and ANR Materials	Up to 2 table drapes (use and laundry); registration signage	Table drapes; ANR banners; easels, ice chests, field microphones; standard registration signage	Includes Package B services
Evaluation	Not available	Online or print evaluation (summary not included)	Online and print evaluation (summary not included)
Exhibits and Posters	Not available	One exhibit or poster session (15 or fewer vendors or presenters)	Multiple exhibit or poster sessions (more than 15 vendors or presenters)
Facility and Venue	Reservation, setup, reset, and simple signage at ANR Davis	Reservations, setup, signage, and onsite management; offsite venue coordination; up to 4 contracts	Includes Package B services plus request for proposals, recommendations, and 5 or more contracts
Field Tours	Not available	Single field tour (if not part of a larger event)	Multiple or complex field tours; field microphones
Lodging	Not available	Negotiate agreements and serve as liaison with venue	Includes Package B services plus rooming list management
Marketing	Up to 3 basic Constant Contact emails; liaison with Strategic Communications	Up to 5 emails; press releases; liaison with Strategic Communications	Includes Package B services plus expanded email campaigns, advertisements, and basic social media
Materials for Participants	Name badges or table tents not included (additional $3–$5 per person)	Produce badges and table tents; simple agenda formatting; optional folders and lanyards	Includes Package B services plus complex badges and detailed agendas
Registration	1 online form; confirmation email; onsite check-in in Davis	Up to 2 forms with payments; confirmations; refunds and cancellations; day-one onsite registration	Includes Package B services plus multiple forms and multi-day onsite registration
Speaker Management	Ensure speakers are registered and confirmed	Speaker coordination; materials collection; payments for up to 2 speakers; onsite support	Includes Package B services plus complex coordination and payments for 3 or more speakers; timekeeping
Sponsors	Not available	Manage sponsor revenue, accounts, and acknowledgments; sponsor communications	Includes Package B services plus development of sponsorship levels and promotional materials
Travel	Collect and organize basic travel requests	Coordinate VIP travel (fewer than 5); manage approvals	Coordinate travel for 5 or more; manage complex approvals
Website	Simple updates to existing site	Create and maintain a simple site (up to 4 pages)	Create and maintain a complex site (more than 4 pages with ongoing updates)
Additional Services	Available upon request	Available upon request	Includes call for submissions, security coordination, promotional items, and silent auction

Virtual Events

Description	Package A	Package B	Package C
Fee	$300 per session or day, 1 hour maximum	$500 per session or day, 2 hour maximum	$750 per session or day, 3 hour maximum. A surcharge will apply for longer sessions.
Audiovisual	Technical assistance during event for 1 session. Manage shared screens. Manage mute and unmute.	Package A services, plus: manage 1 session and 1 breakout. Recording with light video edits and upload to YouTube.	Package A and B services, plus: add branding to webinar. Multiple breakouts and concurrent sessions. Extra fees may apply.
Budget and Financial Management	Not available.	Budget and summary.	Provide budget and post-event summary.
Continuing Education (CE)	Extra per-person fee may apply for processing CEUs.	CE applications for 1 organization. Handle onsite and follow-up per granting agency guidelines. CA DPR will be assessed a $5 fee per licensee to manage tests, certificates, and reporting.	Package B services, plus: CE applications to 3 organizations. CA DPR will be assessed a $5 fee per licensee to manage tests, certificates, and reporting.
Coordination and Event Planning	1 planning call. Monitor chat for technical issues.	Handle Q&A and chat during event. Up to 2 planning calls and 1 practice. Up to 3 Zoom polls. One post-event email.	2 to 3 practice sessions with leads, speakers, and others. Up to 4 planning calls or meetings. 4 or more Zoom polls. Post-event emails, debrief, and summaries.
Evaluation	Basic poll at end of meeting.	Set up online form.	Same as Package B.
Marketing	1 Constant Contact digital marketing email. Liaison with leads and/or Strategic Communication.	Up to 2 Constant Contact digital marketing emails. Liaison with leads and/or Strategic Communication.	Package B services, plus: 4 Constant Contact digital marketing emails, press releases, and basic social media.
Materials for Participants	Not available.	Format agenda or schedule. Set up and manage 3 or fewer polls. Share pre-event information with registered participants.	Package B services, plus: set up and manage 4 or more polls. Set up and manage multiple pre- and post-event surveys outside of Zoom.
Registration	Basic registration in Zoom. Automatic confirmation and reminders through Zoom.	Up to 2 registration forms. Confirmation emails. Payments, refunds, and cancellations.	Up to 3 registration forms with payments.
Speaker Management	Manage speakers in Zoom.	Basic speaker confirmation. Provide timekeeping during event.	More complex speaker confirmation. Collect speaker materials. Coordinate payments.
Website	Not available.	Updates to existing website.	Basic website.
Additional Services	Closed captioning, multiple CEU applications or management, sponsors, exhibits, posters, trade shows, scavenger hunts or participant engagement activities, livestreaming, websites, additional registration forms or surveys, complex websites, and other services are available for additional fees.