Conference Host
March 2012
Conference Services Newsletter | www.bloomu.edu/conferences | 570-389-4002
What is Co-Sponsorship ?
Bloomsburg University
Co-Sponsorship means that your department, college, office or division
has committed the University to partnering with another entity
(an outside group) to hold an event/seminar/workshop/clinic/meeting/
etc. on campus.
of Pennsylvania
When you co-sponsor an event/seminar/workshop/clinic/meeting etc.
there are responsibilities (for example, but not an inclusive list):

all communication with the outside group

prior approval of your department chair or dean, including costcenter/budget approval

all aspects of event coordination - facility & AV reservations, parking
arrangements, catering arrangements, publicity, registration
processing, housing assignments (on campus or at local hotels),
outdoor events requests, outdoor and indoor directional signage, etc.

your physical presence for onsite supervision during the event –
representing the university’s interests

costs associated with the event (room rental, custodial, technical,
equipment, early opening, duplicating, postage, etc.)
Resources to Help Ensure Success
Parking
Officer Angelo Venditti
570-389-4168 or 570-389-2715
Shuttle Transportation
Bill Fisher
570-389-4536
Campus Dining, Catering
www.bloomucatering.catertrax.com
Kehr Union Building reservations
http://studact.bloomu.edu/VirtualEMS
Monty’s reservations
http://studact.bloomu.edu/VirtualEMS
Alumni House Great Room reservations
www.bloomualumni.com
March 2012 — Page 2
Making It All Come Together
DEDICATE FUND$ — confirm with your Department Chair / Dean / Director / Vice President
which Fund Center is assigned to the event. Determine who will be providing clerical
support for correspondence and budget processing.
THE WORKING COMMITTEE— more hands make light work. Select folks for
specific tasks: room reservations/setups/AV, website development (content updates/online
registration/payment processing), meals and catering, program session selection, program
booklet duplicating, transportation/parking, keynote/endnote speakers, registration,
correspondence with intended audience, evaluations, and VIP arrangements.
AVOID SLOPE CREEP — Stick to your budget! Great ideas may crop up during the
planning process; remember to ensure these are practical to bring to fruition, can be done
in a timely fashion and will not extend you beyond the budget.
CREATE AN APPROPRIATE TIMELINE — give yourself and your committee more than
enough time to prepare for the event. Plan to have everything ready by one-week prior to
the event. Hold your final planning committee meeting on the Friday before the event to
review final arrangements and troubleshoot any last –minute details or difficulties.
ENJOY! — Once the planning’s done, enjoy the event and time with colleagues.
Logistics
Should your work committee need suggestions on how to proceed with a task or
guidance on how to navigate campus processes, please contact the office of
Conference Services at 389-4002. Our conference coordinator is available for
consultation.
Bloomsburg University of Pennsylvania is committed to affirmative action by way of
providing equal educational and employment opportunities for all persons without
regard to race, religion, gender, age, national origin, sexual orientation, disability or
veteran status.
www.bloomu.edu/conferences