Event Management and Planning

It’s impossible to be everywhere you need to be all at once when you’re planning and hosting a professional conference, workshop, symposium or meeting. That’s why the Event Management and Planning team works diligently behind the scenes to plan and manage your event, whether it be an on-site event, a hybrid event, or a virtual event. We know the questions to ask, can work within your budget, and are accomplished in every aspect of meeting and event management — from planning to online registration (including collecting fees via credit cards and checks), to onsite registration, to tracking down the speaker’s microphone that never showed up on event day, and more!

What We Do

Online Registration and Event Website Management 

We develop, configure, and maintain the event registration website, providing a URL for easy access and secure, 24/7 online registration. The system accepts online credit card payments, generates name tags for pre-registered and on-site participants, maintains a database of attendee information and sends registration confirmation emails. 

Meeting Space Identification and Contract Negotiations 

We assist with meeting space selection and contract negotiations by identifying prospective venues, coordinating site visits and securing client-approved locations. Our services include negotiating contracts for event space, accommodations, food and beverages and entertainment, as well as arranging off-site activities, parking and transportation. 

Registration and Program Material Development  

We design and develop event brochures, announcements, programs and other materials through our award-winning, in-house graphics department. Our services include development, design, printing and distributing registration and exhibitor materials, as well as producing event signage. 

On-site, Hybrid and Virtual Event Management 

We provide on-site, hybrid and virtual event management services. On-site, our professional coordinators serve as the liaison between service providers and planners, manage audio/visual setups, organize food and beverage functions, provide onsite check-in, produce name tags, collect onsite registration fees and place event signage. For virtual and hybrid events, we recommend and secure virtual conference platforms, provide program information in the required format, assist with file uploads, develop speaker and moderator tip sheets and coordinate pre-recorded presentations as needed. 

Financial Management 

We provide comprehensive financial management for events, including budget development, collection, receipt and deposit of registration fees and payments, maintenance of a separate account for all conference deposits and transactions and payment of all bills associated with the event. 


Upcoming Events


Emerging Vehicle Technologies Conference

Spring 2027
Bryan/College Station, Texas

Additional Services


Conduct all pre-conference planning activities 
Coordinate hotel sleeping room blocks 
Coordinate exhibit services 
Arrange special events and VIP services 
Maintain database of conference registrations 
Respond to telephone and e-mail inquiries 
Develop and implement conference evaluations and surveys 
Coordinate collection of speaker biographies 
Provide final registration list of participants
Coordinate transportation 
Provide event tickets

Previous Events


2025 PEPS
Conference

December 8–10, 2025
Frisco, Texas

2025 Transportation
Short Course

October 13–14, 2025
College Station, Texas

Howdy Reception
Hosted by AGC of Texas

Monday, October 13, 2025
College Station, Texas

2025 TxDOT Environmental Conference

September 9–11, 2025
Houston, Texas

2025 Transportation Project Delivery Conference

July 29–30, 2025
Waco, Texas

The Team