Continuing Education Support Services

There are a wide variety of tasks associated with delivering a successful program, workshop, seminar or

conference, which the staff at the Texas State University-San Marcos Office of Continuing Education can

provide for you. Whether your program is for 20 or 1,000, we can help you. For that purpose we have put

together a checklist that you will want to follow to arrive at a first rate program.

Program Development:

Assist in the development of program goals and objectives and help establish overall content and operational

parameters. S

Conference/Program/Course Planning Assistance:

1. Communicate with university administration, sponsors, planning committee, housekeeping, food service

(including receptions, meals, and special events) B

2. Arrange for audio-visual equipment and media assistance B

3. Develop agenda of conference responsibilities S

4. Secure speakers; arrange for speakers’ and/or consultants’ travel S

5. Reserve hotel rooms S

Financial Planning & Management:

1. Assist in setting fees B

2. Maintain accurate record of expenses and income B

3. Disburse funds for payment of expenses B

4. Process requisitions, purchase orders, and other routine expenditures B

5. Prepare final statement of account (October) B

6. Develop fiscally sound individual conference/program/course budget with client S

7. Negotiate and develop contracts for services S

8. Prepare honoraria for speakers S

Publicity & Promotion:

1. Provide mailing services (smart-mailer/bulk mailing) B

2. Assist in the design and production of program S

3. Help target audience S

4. Develop and/or identify mailing lists S

5. Arrange for calls for papers and other services if needed S

Conference Administration:

1. Prepare Continuing Education Unit Certificates B

2. Receive money and provide receipts (including credit card payment) B

3. Send out confirmation letters, and other materials as required to program participants. B

4. Construct conference packets – include conference materials, name badge, participant roster, etc. B

5. Buy supplies B

6. Coordinate housing details B

7. Manage details of program from start to completion S

8. Provide other support necessary to guarantee a successful program S

Facility Assistance:

1. Correlate conference design needs with university facilities B

2. Determine program/conference location(s) and dates and secure confirmation B

Catering Assistance:

1. Help determine daily menus, price for meals, banquet seating arrangements, number of people per meal and

time meal required to be served S

2. Communicate all catering arrangements with campus food service or hotel S

3. Discuss special set-ups or arrangements for any catering functions S

Evaluation:

1. Conduct program evaluation upon completion B

B=Basic Services

S= Special Services