Purdue Conferences New Rate – effective February 1, 2019

Office of Engagement

To:      Executive Vice Presidents, Chancellors, Vice Presidents, Vice Chancellors, Vice Provosts, Deans, Directors, and Heads of Schools, Divisions, Departments and Offices

From: Steve Abel, Associate Provost for Engagement 

Date:  January 25, 2019 

Re:     Purdue Conferences New Rate – effective February 1, 2019

A new, streamlined set of rates for Purdue Conferences services will go into effect February 1.  Based on feedback from Purdue Conferences clients, the goal of implementing a new fee structure is to simplify the fee structure and business process and to provide a more transparent and straightforward approach for University departments who utilize conference services. The new fee structure addresses concerns of separate fees for basic services and additional add-on fees. Rates have been adjusted for customer convenience, clarity within each level of service, and transparency in the billing process. It is important to note that while the ‘Conference fee rate’ is increasing in percentage terms this does not correlate to an overall increase in price, but simply a consolidation of the Purdue Conferences overall fee, credit card processing fee, and registration system fee into one single charge. This consolidation streamlines and simplifies the closing process and eliminates unexpected charges at the end of a program.

The new rate structure also clearly defines each level of service. Purdue University affiliated organizations have three options from which to choose based on their needs and desired level of service. These categories are Full Coordination, Registration Only, and a new category, Revenue Only. Non-Purdue University customers have their own unique rate.

The Revenue Only category is being implemented in response to feedback from clients only needing assistance with collecting revenue via the registration site. Purdue Conferences will set up a registration site and process the revenue for the events that fall into this category. The fee rate for these events is 4%. Conference services for programs that fall into this category are limited to the following: Event sponsor must agree to receive registrations by website (online) only.

Purdue Conferences will configure in-house software to collect financial and non-financial information from participants.

• Purdue Conferences will provide a roster of participants
• Purdue Conferences will administer the following fiscal aspects of the program:
  • Establish the program in Purdue Conferences Registration System
  • Establish a program account in the Purdue accounting system
  • Collect participant fees via credit card payment (MasterCard, Visa, Discover, and American Express) only
  • Provide financial accounting for program registration revenue

 

For conferences that have a fully executed Letter of Agreement, no changes in the rate will apply. The rate, as stated in the agreement, will be honored.  These new rates will apply to any conference booked after February 1, 2019.  Questions? Please contact Nick Bonora, Director, Purdue Conferences, nbonora@purdue.edu, 494-0243.

 

 

All rates are subject to a $300 minimum fee (internal) or $1,000 minimum fee (non-University).