At the University of Rhode Island, Conference Services is dedicated to ensuring the seamless execution of external events for both internal and external clients on campus. To maintain clarity and efficiency, it is important to outline the scope of our coordination services:

What Conference Services Coordinates:

• On-Campus Departments: We serve as the primary liaison between clients and various on-campus departments, ensuring all logistical needs within the university are met. This includes arranging for spaces, catering, audio/visual support, and other on-site services.
• Billing and Detailing: Conference Services will manage the billing process for services provided by on-campus departments. Clients will receive a consolidated invoice that reflects the costs associated with all university resources coordinated. We then handle payout of all pertinent departments on behalf of internal and external clients.

What Clients are Responsible For:

• Marketing of Conference: Clients are responsible for marketing of their conference or event to generate interest and registration sales.
• External Vendors: Any services required from external vendors (e.g., transportation, outside AV companies, portable restrooms) remain the responsibility of the client. While we can provide recommendations and guidance, clients must engage and coordinate directly with these vendors, which includes direct contracting and billing.
• Payment of External Services: Clients are responsible for the payment and management of external vendors. Conference Services does not handle payments or include external vendor services on the final university invoice.

Special Considerations for Internal Clients:

For internal clients hosting external conferences, we understand that there can be gray areas. While we strive to support internal clients, it is crucial to adhere to our established protocols to avoid overextending our services and responsibilities. In some cases, where feasible, we may consider offering assistance with external vendors providing services on campus. However, this will be assessed on a case-by-case basis, taking into account resource availability and potential implications. Conference Services cannot consider assistance with external vendors off-campus. Conference Services offers online registration hosting services for internal clients.

Transportation:

The responsibility for coordinating and funding transportation to/from local hotels or any location off-campus must be managed by the client – internal or external. We recognize that these details are essential to the success of your event, and we are here to support you within the framework of our services which includes coordinating drop-off and pickup locations and parking for buses as needed on campus.

Rhody shuttles through URI Transportation & Parking are available on a regular route to all visitors, students, faculty, and staff. See website for route schedules: https://web.uri.edu/transportation/shuttle/. These shuttles have very limited, if any, availability for private shuttle requests for external events and conferences on campus. If available, URI shuttles for external events require fees that are based on a 4-hour consecutive minimum and are only an option on-campus. URI shuttles are unable to provide off-campus shuttle service for external events under any circumstances.