International Events Management

In support of the University’s internationalization efforts to strengthen its international presence and to develop academic and research partnerships, the International Events Team at the Office of Academic Links (OAL) provides events management and consultancy services to assist academic and research units in planning and organising conferences on campus.

Academic and research units which are considering to host international events are welcome to contact OAL and discuss how the International Events Team could be of assistance.

For enquiries, please contact Ms. Rita Tse on 3943-4476 or at ritatse@cuhk.edu.hk.

Service Scope

The International Events Team at OAL provides events management and consultancy services to assist academic and research units in planning and organising conferences on campus. The scope of services range from arrangement of venue, accommodation, catering and transportation to the setting up of website and registration system, design and production of printing materials and conference items, and on-site support. Support service for compilation of conference proposals for bidding of international conferences is also offered.

In line with the original mandate of the team, it primarily assists in events with about one-third of the participants from overseas institutions. Priority will be given to events without access to assistance from dedicated administrative staff member(s) and/or an external agency. Besides, events with prior registration and a higher possibility of securing a larger portion of overseas participants will be supported with priority.

Details of the international events management services are listed below:

Service

  1. Booking of venues*
    • Liaise with venue providers and carry out site visits for event setup
    • Prepare floor plans for event setup and arrange facility booking, including rental of furniture and installation of backdrops
  2. Book and arrange AV equipment, WIFI and technical support*
  3. Coordinate photography service*
  4. Coordinate video-shooting service*

  1. Identify and arrange block booking of hotels/on-campus accommodation, and individual booking for invited keynote speakers, VIPs, etc.*

  1. Identify and arrange catering services (up to 5 catering suppliers will be sought)*

  1. Coordinate website/webpage design and production*
  2. Coordinate setting up of registration system with payment and abstract submission functions*
  3. Maintain registration system and provide registration updates on a regular basis*

  1. Coordinate design and production of poster*
  2. Coordinate design and production of leaflet*
  3. Coordinate design, production and distribution of event announcements and updates in customized e-newsletters*
  4. Coordinate design and production of programme book*
  5. Coordinate design and production of onsite decoration items*
    • backdrop, banner, lectern board, directional signage
  6. Coordinate production of invitation card (A4 size, folded, 4-color, with envelope and printed address label, 100pcs)*

  1. Coordinate design and production of delegate bag*
  2. Coordinate design and production of standard or customized name badge with lanyard and insertion of name (300pcs)*
  3. Coordinate production of name stand with insertion/table place card*
  4. Coordinate design and production of premium/giveaway*

  1. Booking of bulk transportation between hotel/on-campus housing and event venue*
  2. Booking of individual airport transfer service*

  1. Poster exhibition*
    • Booking of exhibition facilities
    • Prepare guidelines for posters
  2. Booth exhibition*
    • Engage external booth contractor
    • Coordinate exhibitors’ manual
  3. Coordinate design and production of panel materials*

  1. Sourcing and booking of services*

  1. Provide on-site support
  2. Recruit and supervise student helpers for administrative and on-site support*

  1. Other Services upon Request


* The rental, service, design, production and associated costs incurred by external service providers and the cost of the materials are to be borne by the organizing unit.

Support Service for Bidding of International Conferences

Support service for compilation of conference proposals by providing information on CUHK and its attractiveness as a conference host is provided. Upon successful bidding of the conference, the organising unit is required to pay a service fee of HK$6,000 or to subscribe to services of not less than this amount. No charge will be levied for unsuccessful bids.

Please click here to download the service leaflet.

Service Fee

A nominal service fee will be charged based on the services required, with a minimum fee of HK$3,000. The service fee is applicable to international conferences, seminars and workshops of one to four days to be held at CUHK with up to 300 participants. The service fee for events with a longer duration and a greater number of participants will be negotiated on a case-by-case basis. All income generated from the conferences will be retained by the host units.

Fee calculator
Examples

Service Request

Academic and research units which are considering to host international events are welcome to contact OAL and discuss how the International Events Team could be of assistance. Please complete the service request form and send it to Ms. Rita Tse at ritatse@cuhk.edu.hk.

Service Request Form