Plan ahead with Conference and Events

H ave you ever thought about the behind-the-scenes work that goes into planning University activities? Most likely, the question has not crossed your mind. However, to the Conference and Events Office on the River Campus, it is not a thought--it is a way of life.

Conference and Events has existed for over 10 years, yet the availability and scope of its services is not well known throughout the University community. It is responsible for all official University events, including Commencement, Convocation, and the Stonehurst Capital Invitational Regatta.

The office also provides planning assistance to departments, offices, and other groups both within and outside the University, including such conventions as the National Conference on Undergraduate Research (NCUR) and the Berkshire Conference on the History of Women. Offering "one-stop shopping," Conference and Events connects customers with everything they need for their event: dining services, residential life, parking, local hotels, and other contracted service providers that are essential to an event's success.

"Our job is to make events hassle-free for our clients," says Clint Lewis, director of Conference and Events Operations.

The office does not limit its services to campus. If a group is planning a meeting or an event at an outside location, staff can make arrangements with hotels, convention centers, and destination management companies all over the world.

Because many steps are involved in making an event a success, Conference and Events must now oversee any River Campus event that has 50 or more people attending (see sidebar below). Depending on the size of the event and the groups' specific needs, the office knows how much time is needed to begin planning. Large occasions such as Commencement begins planning a year in advance. They will make recommendations for space, reservations for rooms, and even arrange for hotel accommodations and transportation.

A department with this much responsibility requires the knowledge of many flexible employees. With cross training and experience in conference, event, and ceremony management, dedicated team members split up tasks based on who has both an interest and experience in particular areas.

"We are professionals who do this type of work daily. We have mastered and continue to perfect and improve the ways in which meetings are coordinated on and off campus. This is a rewarding job because of the thrill that comes with the feeling of successfully coordinating a meeting," says Mary Albee, managing director of Conference and Events.

Besides University staff, volunteers' help is crucial. Conference and Events usually asks sororities, fraternities, STING, the D'Lions, and other student volunteers to help out when needed. Commencement, for example, could not function as smoothly without the assistance of student ushers.

The events that occur on campus have given the University recognition across the globe. Last spring, NCUR brought 2,400 undergraduates from the United States and Canada to present their scholarly and artistic research. The University also hosted the Getty summer institute last summer, which attracted 30 art historians from Europe to campus for a month to discuss art history theory and methods. Last June, more than 1,300 scholars--both men and women--from around the world came here for the Berkshire Conference. Conference and Events arranged all of the housing, meals, and small luxuries that make an event run smoothly.

"I found them to be very professional to work with; they were very accommodating to our needs," says Lynn Gordon, associate professor of history and education, and chair of local arrangements for the Berkshire Conference.

Even with all of the demanding and time-consuming behind-the-scenes work that goes into these events, there is a definite bright side to the job. Lewis describes the events as fun with an overall sense of accomplishment. "Once the event is under way, you get goosebumps. All your effort seems to be working," he says.

When you attend a campus event, pay close attention to the detail. More goes into every event than you could possibly ever imagine. For more information contact Conference and Events, x5-4111.

Maintained by University Public Relations
Please send your comments and suggestions to:
Public Relations.