Event services
You have goals for your event and ideas you can’t wait to share. With years of program planning experience for events all over the globe, we can help you achieve your goals and create a successful, memorable event that stays within your budget. We offer a complete package of services and the ability to customize, depending on your needs.
Whether your event is in Lawrence, Kansas City, or another domestic or international location, talk to us today to see why event planners return to us year after year. Let us handle the particulars while you do what you love—exploring your passion with like colleagues.
For more information, call 785-864-0175 or email conferences@ku.edu.
Our expert planning services can be fully customized to meet your needs.
Planning & support
Experienced professional planning makes all the difference when taking your event from concept to reality. With individualized consulting, advising and project notebook organization, our team can help save you time, hassle and money.
Budget development
You want to get the most out of your resources, creating a successful event that won’t drain your funds. Our budget development services help you with cost research and budget creation, as well as covering financial operation costs, direct expenses and honoraria, and travel reimbursement. Once your event is complete, we’ll help you with financial summaries, invoice processing and final reports.
Information preparation
Making sure your participants and speakers get the information they need is vital to the success of any conference or event. The Jayhawk Hospitality team is ready to help you get material into the hands of your participants with program booklets, participant packets, speaker handouts and clear, helpful signage before the event, as well as evaluation surveys for post-event analysis.
On-site services
When it comes to on-site operations, you can focus on interacting with colleagues and presenters, while we take care of the logistics with on-site registration staff, information services, registration material distribution, and audio-visual setup.
Promotion & marketing support
You’ve planned a great event. We can help you promote it and get people excited. Our team uses award-winning creativity and execution to promote successful events at KU and around the globe. Our dedicated team will help you cultivate a comprehensive marketing strategy sure to build awareness and get your messages in front of your target audiences, from websites, flyers, and e-mails to advertising and branding strategy.
Speakers and presenters
Get the speakers you need for presentations that impress and inspire your attendees. Our team can take care of the details, contacting presenters, coordinating travel and fee arrangements, confirming audio visual needs, collecting presentation and biographical information, and obtaining all the necessary items for reproduction in your program booklet.
Exhibitors
Make sure your event, conference, or trade show is organized down to the smallest detail. Our team will manage registration, provide confirmation and logistics, and coordinate with facility staff on venue layout and exhibitor needs.
Hospitality and meeting venue management
A successful event or conference may bring in visitors from around the country or even around the world. With our help, you can provide your guests with all of their hospitality needs, including lodging, venue, and catering. Jayhawk Hospitality staff can research lodging options and alternatives for you, and work with you to negotiate hotel contracts, determine block requirements for groups, and coordinate catering arrangements for your event. When it comes to day-to-day conference facilities, you’ll be taken care of. We schedule meeting rooms, specify a/v setup needs, and prepare a detailed logistical schedule to confirm arrangements with the venue.
Individuals with disabilities are encouraged to attend University of Kansas sponsored events. If you require a reasonable accommodation in order to participate in an event, please email conferences@ku.edu or call 785-864-0175 at least three weeks before the first day of the event. Some events may require notice earlier than three weeks and require you contact a specific individual; if so, that information is provided in the event-specific information.
Catering
If you plan to have food or beverages served during your event, we can arrange dining services through one of our approved caterers. Of these, we highly recommend ordering through KU Dining’s catering services. Their offerings:
Options for all occasions — and budgets
In addition to breakfast, lunch, and dinner plates, our menu offers dessert items, buffet spreads, and hors d'oeuvres. KU Dining's catering menu is easily customized to match your event and price point.
Alcohol and bar service
KU Dining's catering is the only designated dispenser of alcoholic beverages on campus. We offer bar service at an affordable rate.
Dietary needs
KU catering offers a range of substitutions and alternatives for guests with dietary restrictions.
Jayhawk Hospitality will coordinate your KU catering order. You tell us what you want and we’ll take care of the rest.
Tech and equipment
Venues are equipped with a variety of technology and A/V capabilities. These include:
- Video conferencing: Many venues are equipped to host hybrid and virtual events.
- Projectors and screens: Mounted or free-standing projectors are available in most KU venues.
- Sound systems: Many venues feature built-in sound systems.
- Wi-fi: All venues have free high-speed wireless internet.
- Tech support: At your request, staff can be on hand to assist with A/V or computer setup.
Finishing touches
Perfection is in the details — and KU's event experts are perfectionists. Jayhawk Hospitality will identify and implement the finishing touches to set apart your event.
- Furnishings: Many KU venues include tables and seating. But if your event calls for special seating or table specifications beyond the space's offering, we can supply the necessary furnishings whenever possible.
- Event accessories: Need decorations, party favors, or gifts for your guests? No matter how minimal or elaborate, we'll source accoutrements that match your theme and meet your goals.
- Design expertise: We'll bring it all together with recommendations for seating arrangements, table settings, and more.