Conference Services

The Extended Campus: Continuing Education (CE) at North Carolina A&T State University offers a comprehensive range of conference and program management services designed to support events of all sizes and scopes. Our experienced team helps maximize the success of your event by managing critical details such as registration, event operations, and overall logistics.  Any N.C. A&T department, program, or external organization is welcome to request services. To meet your unique needs, we offer three flexible support options: 
  • Registration‑Only Services, ideal for streamlined attendee management 
  • Full Conference Administrative Support, providing end‑to‑end management and coordination 
  • Custom Support Packages, tailored to fit your specific event goals and capacity 

Services are available a la carte or as part of a comprehensive package. For event or conference planning, please contact stdoyal@ncat.edu or call 336-285-3829.

Need conference services?

Complete the registration form.

This package ($1,200) includes essential registration and post-event financial support services: 
  • Delivery of a customized online registration page with e-commerce functionality
  • Pre-registration processing, including automated email confirmations to registered attendees 
  • Production of participant name badges, with all materials and supplies included 
  • Deposit of registration funds following the event (registration revenue will be deposited net of applicable service fees) 

 Must be requested at least 90 days ahead of event * 

This comprehensive package ($3,500) includes all Registration-Only Services, plus expanded planning and on-site support: 
  • Attendance by a designated Continuing Education representative at planning meeting(s), as needed***
  • On-site support from two (2) Extended Campus team members for the duration of the event** to assist with:  
    • On-site registration
    • Badge distribution
    • Fee collection
    • Day-of event support 
  • Processing and payment of conference-related invoices and expenses 
  • Continuing Education may also assist with the following services upon request: 
    • Hotel room block research and reservation assistance for guest accommodations 
    • Coordination and securing of parking permits 
    • Coordination and procurement of audio/visual service quotes 
    • Facilitation of University catering services 
    • Assistance procuring Emergency Services (Medical, Fire, Security etc.) 

Must be requested at least 120 days ahead of event* 

Not available in June, July and December*

We welcome you to design a package that best fits your needs. All package components are provided at our a la carte rates:  

  • Online registration page with e‑commerce: $450 
  • Pre‑registration processing and email confirmations: $350 
  • Name badge production (materials included): $225 
  • Post‑event deposit of registration funds (net of service fees): $275 
  • Attendance at planning meeting(s): $50 per hour** 
  • Processing and payment of conference invoices/expenses: $300 
  • On‑site support staff: $50 per hour, per team member *** 
  • Hotel room block research & coordination: $250 
  • Parking permit coordination: $150 
  • Facilitation of University catering services: $250 
  • Audio/visual quote coordination: $150 
  • Assistance procuring Emergency Services (Medical, Fire, Security etc.): $150 

Must be requested at least 90 days ahead of event *

Important Information

*While the team will assess availability to accommodate requests received fewer than 120 days for full conferences or 90 days for registration‑only services, accepted requests will incur an expedited service fee of 15% or 10% applied to the total service charges, respectively. 

**Travel mileage exceeding 30 miles (one way) will be reimbursed at a rate of $0.725 per mile, consistent with current university travel mileage rates. Mileage will be calculated based on point‑to‑point travel and billed to the requesting entity after the event completion date. 

*** On-site staffing is required at a ratio of one (1) Extended Campus staff member per 100 participants to ensure adequate support and coverage throughout the event. Staffing levels will be determined based on total registered attendance. If additional staffing is required beyond the standard allocation, additional team members will be billed at a rate of $50 per hour, per staff member, with a minimum of one (1) hour plus total hours needed. 

Service Contract, Modifications, and Cancellation Policy 
Conference services will not be initiated, scheduled, or procured until a completed and fully signed service contract is received by Extended Campus. Requesting entities have five (5) business days from receipt of the contract to return a signed agreement. Requests not finalized within this timeframe may be considered canceled and released from the service schedule. 

Any modifications to service requests—including changes to event dates, scope of services, or number of participants—should be communicated as soon as possible. Changes may be subject to additional fees based on timing, staff availability, and resources required. 

Cancellations must be submitted in writing via email and include the event name, event date, and contact information for confirmation. Cancellation fees are assessed according to the schedule below: 
  • 90+ days prior to the event: No cancellation fee
  • 60–89 days prior to the event: 25% of the total service cost 
  • 30–59 days prior to the event: 50% of the total service cost 
  • Less than 30 days prior to the event: 75% of the total service cost 

Cancellation fees apply to service costs only. Any third‑party, pass‑through, or direct expenses already incurred by Extended Campus—including but not limited to catering, audio/visual rentals, printing, or staff allocation—are non‑refundable and will be deducted from available funds or billed separately, as applicable. Late cancellations (less than 30 days) may result in full charges based on resources committed to the event. 

Extended Campus Conference Marketing Add-On Services 

Amplifying Your Event. Expanding Your Reach. Driving Your Attendance. 

To maximize visibility, attendance, and overall impact, departments may select from tiered marketing add-on packages designed to elevate their event presence across digital and campus channels. 

Each tier builds upon the next, offering increasing levels of strategy, visibility, and audience engagement. 

Conference Marketing Add-On Services

A professionally branded event with foundational visibility to support awareness and initial registrations.
  • Campaign messaging + event call to action  
  • One branded event flyer (digital)  
  • One email announcement (distribution support)  
  • Three social media graphics/posts 
Cost: $1,500

A coordinated marketing campaign designed to increase engagement, boost registrations, and build momentum.

Includes everything in Bronze PLUS: 
  • Audience targeting + campaign strategy guidance 
  • Two to three email campaign series (reminders, urgency pushes)  
  • Five social media assets  
  • Website or landing page content support  
  • QR code + tracking integration  
  • Cross promotion recommendations (campus + partners) 

Cost: $3,000

A high impact, fully branded conference campaign designed to maximize attendance, visibility, and institutional impact.

Includes everything in Silver PLUS: 

  • Full campaign roadmap (pre, during, post event)  
  • Multi audience messaging strategy (students, professionals, partners)  
  • Expanded creative suite (email, social, web, print ready assets)  
  • Event storytelling strategy (highlighting speakers, experience, impact)  
  • Real-time campaign optimization guidance  
  • Post-event performance summary + insights report