YC&E’s logistical support services ensure your program unfolds seamlessly and efficiently. From inception to execution, our dedicated team stands by to guide you through every stage of the process.
With YC&E, you’ll experience the convenience of a single point of contact for all your event design needs. Our tailored services encompass all facets of conference, seminar, and special event planning and management both on Yale’s campus and off-site.
Event Planning and Management
- Conduct a thorough intake call to review the goals and objectives of the event
- Secure space either at one of our YC&E venues, another location on campus or at a trusted venue
- Handle all negotiations and contracting with internal campus partners and external vendors
- Create a detailed run of show to outline all aspects of the event from load in to load out
- Provide on-site staffing to ensure all elements are successfully executed
- Send out post-surveys to collect feedback on the event
Catering and Accommodations
- Liaison with caters to create curated menus based on the demographics of the attendees, the budget and the goals of the event
- Communicate all dietary restrictions and ensure all attendees dietary needs are met
- Work closely with the Yale Housing team for any on-campus housing needs
- Negotiate room blocks at local hotels, overseeing any attrition clauses
- Create rooming lists and share direct booking information
Media Services and Broadcast Media
- Provide professional and knowledgeable on-site audio visual support at our managed venues
- Contract with Media Services and Broadcast Media for additional audio visual support
Financial Management
- Budget planning and management
- Consolidated invoicing for all services rendered
Registration and Payments
- Streamlined registration services, including secure online payment options
Visit our Registration Management page for more details.
Printing and Custom Merchandise
- Collaboration with Yale Printing & Publishing Services for all print materials
- Custom merchandise options such as tote bags, t-shirts, and more
Travel, Transportation, and Parking
- Liaison with Yale Travel and World Travel to book your speaker or group travel needs
- Facilitation of transportation and parking arrangements, complete with directional signage
Athletic and Recreational Services
- Access to athletic spaces, including Payne Whitney Gym memberships
Virtual/Hybrid Events
- Manage virtual events using zoom meetings, webinars and Cvent attendee hub
- Handle the technical aspect of the virtual or hybrid meeting so the client can focus on the content
- Facilitate the editing and sharing of the recordings after the event
Off-Campus Events
- Source, negotiate and contract with venues, hotels and service providers for events not only in New Haven but anywhere you need assistance
- Set up the registration for speakers, guests, sponsors to register and pay
- Handle all logistics of the event planning process
- Staff the event on location
- Reconcile all bills and provide one invoice