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Fees

Event coordination tasks and associated fees are outlined below for both virtual and in-person events.

Please note that services other than those specifically listed are not included in any of the packages but may be provided at an additional fee. Inquire about any add’l. services required for your program.

Extra per person fee may apply for events over 100 people. 

Virtual Events

Description

Package A

Package B

Package C

Fee

$300/session or day
1 hour max. 

$500/session or day
2 hour max. 

$750/session or day
3 hour max. (surcharge will apply for longer sessions)

Audiovisual

  • Technical assistance during event for 1 session
  • Manage shared screens
  • Manage mute/unmute

Package A as well as:

  • Manage 1 session and 1  breakout
  • Recording: Light video edits and upload to YouTube

Package A&B as well as:

  • Add branding to webinar
  • Multiple breakouts and concurrent sessions (extra fees may apply)

Budget/Financial Mgmt.

N/A

  • Budget and summary
  • Provide budget and post-event summary

Continuing Education (CE)

Extra per person fee may apply for processing CEUs.  

N/A

  • One CE application
  • Two CE applications. 
  • Manage post tests

Coordination/Event Planning

  • 1 planning call
  • Monitor Chat for technical issues

 

  • Handle Q&A and chat during event
  • 2 max. planning calls & 1 practice
  • 3 or less Zoom Polls
  • One post-event email
  • Multiple practice sessions with leads, speakers, etc.
  • 3 or more planning calls/meetings
  • 4 or more Zoom Polls
  • Post-event: Emails, debrief, summaries

Evaluation (event)

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
  • 2 max. Constant Contact digital marketing emails
  • Liaison with leads and/or Strategic Communication

Same as Package B as well as:

  • 3 or more Constant Contact digital marketing emails
  • Press releases
  • Basic Social Media

Materials for Participants

N/A

  • Format agenda/schedule
  • Set up and manage 3 or less polls
  • Share pre-event information with registered participants

Same as Package B as well as:

  • Set up and manage 4+ polls
  • Set up and manage multiple, pre- and post-event surveys outside of Zoom

Registration

  • Basic registration in Zoom
  • Auto confirmation and reminders via Zoom
  • Two max. registration forms
  • Confirmation emails
  • Payments, refunds, cancellations
  • 3 max. registration forms with payments

Speaker Management

  • Promote speakers
  • Basic speaker confirmation
  • Provide timekeeping during event
  • More complex speaker confirmation
  • Collect speaker materials
  • Coordinate payments

Website

N/A

  • Updates to existing website
  • Basic website

Additional Services

Closed captioning, multiple CEU applications/management, sponsors, exhibits, posters, trade shows, scavenger hunts or participant engagement activities, livestreaming, website, additional reg. forms/surveys, complex website, and more are offered with additional fees. 

 

In-Person Events

Description

Package A

Package B

Package C

Fees and Implementation

FY19-20: Flat fee of $300 OR

fee assessed in FY18-19 whichever is greater.

FY20-21: 50% of full fee listed to the right OR fee assessed in FY19-20 whichever is greater.

FY21-22: 100% of fee as listed to the right.

$400/day plus $5/person

Not included:

  • Cost of Catering

$1000/day plus $10/person

Not included:

  • Cost of Catering
  • Offsite venue rentals and parking (non-ANR Davis events)
  • Actual cost of materials for participants (badges, copies, etc.)
  • Rentals: buses, poster boards, etc.

$2,500/day plus $25/person

Not included:

  • Cost of Catering
  • Offsite venue rentals and parking (non-ANR Davis events)
  • Actual cost of materials for participants (badges, copies, promo materials, etc.)
  • Rentals: buses, poster boards, etc.

# of Participant Guidelines

Less than 50

Less than 100

100+

Location

  • ANR Davis (inc. room set up)
  • Outside of Davis. Surcharge may apply.
  • ANR Davis (inc. room set up)
  • Offsite from ANR Davis
  • ANR Davis (inc. room set up)
  • Offsite from ANR Davis

Audiovisual

  • Manage existing equipment for presentations for 1 general session
  • Manage onsite AV
  • PSU laptops and projectors at additional minimal rental fee

Includes Package B as well as:

  • Complex sessions inc. concurrent sessions/breakouts
  • Contract and liaison w/vendors
  • PSU laptops and projectors at no additional fee

Budget/Financial Mgmt.

  • Work within guidelines for expenses as set by event leads
  • Event budget
  • Post-event financial summary
  • Complex event budget
  • Post-event financial summary
  • Tour budgets

Catering

  • Orders and onsite mgmt.
  • 2 vendors/venues max.
  • 5 total vendors/venues max.
  • Orders and onsite mgmt.
  • Alcohol permits

Includes Package B as well as:

  • Multiple vendors and venues

Continuing Education (CE)

N/A

  • CE from a max. of 2 organizations
  • Handle onsite as well as follow up per granting agency guidelines

Package B as well as:

  • CE from 3 or more organizations

Coordination/Event Planning

Minimal basic check ins and meetings (3 or less)

  • 6 or less total 1 hour planning meetings
  • Schedule meetings
  • Summary of meeting and action tracking

Package B as well as:

  • Facilitating meeting planning and planning meeting agenda development
  • Notetaking  and action tracking

Equipment and ANR Branded Materials

  • Table drapes (2 max.) - use and laundry
  • Registration signage
  • Table drapes - use and laundry
  • ANR Banners
  • Easels, ice chests, field mics, etc.
  • Standard existing registration signage

Package B

Evaluation of Event

N/A

  • Online or print – does not include summary
  • Online and print – does not include summary

Exhibits/Posters

N/A

Included if not part of a larger event:

  • All aspects of one exhibit/poster session with 15 or less vendors/presenters

Includes Package B as well as:

  • All aspects of multiple poster/exhibit sessions with more than 15 vendors/presenters

Facility/Venue

  • Reservation, set up and reset
  • Simple directional signage

ANR Davis

  • Reservations, setup, signage (cost of printing is not incl. for specific event signage) and onsite mgmt.
  • Not at ANR Davis
  • Conduct venue search
  • Negotiate contract
  • Manage payments and event orders
  • 4 max. total contracts for  catering/venue/contract

ANR Davis

  • Package B

Not at ANR Davis

Package B as well as:

  • issue Request for Proposals, summarize and make recommendations
  • 5+ venues/contracts

Field Tour

N/A

Field tour if not part of larger event

  • Multiple and/or complex field tours
  • Field microphones

Lodging

N/A

  • Negotiate agreement(s)
  • Serve as liaison with venue

Includes Package B as well as:

  • Manage rooming lists

Marketing

  • 3 max. basic Constant Contact digital marketing emails
  • Liaison with ANR Strategic Communications
  • 5 maximum Constant Contact digital marketing emails
  • Press releases
  • Liaison with ANR Strategic Communications

 

Package B as well as:

  • Multiple Constant Contact digital marketing emails
  • Produce and distribute advertisements/flyers both print and digital
  • Basic Social Media

Materials for Participants

  • Name badges or table tents are not included; additional fee of $3-5/per person (inc. materials) if needed
  • Produce and design name badges and table tents (cost of name badge materials to be paid by leads)
  • Format simple agenda – print and online (cost of printing not inc.)
  • ANR folders and lanyards – fee may apply

Package B as well as:

  • Produce multiple styles of name badges
  • Complex badge preparation such as with ribbons, multiple breakouts, etc.
  • Design and maintain complex agenda(s) for online and print

Registration

  • 1 online registration form
  • Confirmation email
  • Registration check in desk in Davis
  • 2 max. online registration forms with credit card payments
  • Confirmation emails
  • Manage refunds and cancellations
  • Day one onsite registration

Package B as well as:

  • Multiple registration forms
  • Multi-day onsite registration management

 

Speaker Management

  • Ensure speakers are registered/confirmed
  • Serve as liaison for speakers
  • Speaker confirmation
  • Collect basic materials, such as PowerPoint, abstracts and bios
  • Coordinate honoraria payments and fees for 2 max. speakers
  • Manage speakers onsite

Package B as well as:

  • Handle complex speaker confirmations and communications
  • Collect biographies, abstracts, photos, resources, etc., format and organize into final products
  • Coordinate honoraria payments and fees for 3 or more speakers
  • Provide timekeeping for event

Sponsors

N/A

  • Manage revenue as well as gift account and acknowledgment (liaison with Development)
  • Manage marketing and website page for sponsors

Package B as well as

  • Assist in developing sponsorship levels and organize into promotional materials online and in print

Travel

  • Collect and organize basic travel requests for approvals by leads and accounting
  • Coordinate VIP speaker travel and payments (less than 5)
  • Manage travel approvals
  • Coordinate VIP and speaker(s) travel and payments (5 or more)
  • Manage complex travel approvals

Website

Simple updates to existing sites

  • Create and maintain a simple site with 4 or less basic subpages with minimal updating required.
  • Create and maintain site with more than 4 subpages with updates needed throughout

Additional Services

Ask us

Ask us

Included in this Package:

  • Call for posters/papers/presentations
  • Security Service – coordinate for services
  • Promotional items – order and manage
  • Silent Auction