Event Registration Services

event registration services

Event Registration Services is dedicated to offering registration management for conferences, outreach, and professional development services that support the vision and academic mission of Texas Tech University.

Frequently Asked Questions

Planning a Conference or Event

Recommended Step-by-Step Guide To Planning A Short Course or Conference

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Step 1: Begin planning your course or conference months ahead. This is especially crucial if you plan to apply for supplemental program funding through grants or corporate sponsorships.

Step 2: Set the tentative dates, time, and location, and other details of your program.

  • Date, time, and place of registration.
  • Course or conference fees.
  • Registration deadlines for early bird discounts, late fees, authors, etc.
  • Elective items: Special events, meals, tours.

Step 3: To obtain the most effective service through our office, contact our office within the following time frame:

  • Short Courses: 6 to 9 months prior to the proposed date.
  • National Conferences: 12-15 months prior to the proposed date.
  • International Conferences: 18 – 36 months prior to the proposed date.

Step 4: Develop a preliminary budget giving consideration to the following items:

  • Expected attendance.
  • Course or conference registration fees.
  • Early bird discounts, late fees.
  • Sponsor income.
  • Vendor income.
  • Type of facilities and Equipment desired. NOTE: This MUST be reserved prior to entering the event in EventRegistration Services.
  • Speaker Honoraria and Travel.
  • Costs for Special Events such as welcome receptions, awards banquets, field trips and tours, social gatherings,and committee meetings.

Registration Services

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  • Custom on-line registration form
  • Processing of credit card charges
  • Online registrations
  • Enrollment confirmations
  • Comprehensive participant lists
  • Attendee rosters and databases
  • Submission of Abstracts
  • Modification and Access Control
  • Slide and Paper submission by Authors
  • Evaluation forms

Merchant ID set up by Accounts Receivable

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Please submit your request at least four weeks prior to needing your Merchant ID in order to receive all approvals and obtain merchant account id numbers from the TTU credit card processor. All paperwork must be submitted to Accounts Receivable, who will then route to the Office of the CIO for additional approvals. PCIDSS training must also be completed by each employee in a merchant department who processes, transmits or has access to sensitive payment card information, including those who supervise these employees. Please direct all questions about training or merchant set up to Laura Cochran or 834-0066.

Requesting approval and set up of Merchant ID:

  • Complete the following attachments for OP 62.06
    • Attachment A: Payment Card Merchant Request Form
    • Attachment B: Payment Card Merchant Risk Assessment Survey
    • Attachment E: PCIDSS Policy Attestation
    • Attachment F: Xtender Imaging PCIDSS Compliance Policy Agreement
  • Submit all completed forms to Laura Cochran in Accounts Receivable
Fees associated with Merchant ID:

All transactions will be charged a credit card fee of approximately 2-4%, depending on the type of card the customer uses. This fee is charged by the card brands (Visa, MasterCard, etc.) for using their payment networks and is charged to us through our University credit card processor. Accounts Receivable will process a journal voucher monthly to record the appropriate fees to your FOP.

Continuing Education Units

What is a CEU?

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A continuing education unit (CEU) is a nationally recognized unit of achievement. By successfully completing ten hours of instruction, an individual earns 1.0 CEUs. CEU credit is normally awarded for learning activities that provide three or more hours of instruction (contact hours). A CEU credit will be awarded for a course, workshop, conference, seminar, lecture. Other activities may apply, please submit application for evaluation.

Evaluation Criteria

An application for CEU credits will be reviewed and evaluated based on the following criteria:

  • A clearly identified target audience
  • Clearly defined intended learning outcomes
  • Qualifications of the instructor(s)
  • Appropriateness of content relative to the audience and the learning outcomes

Process Overview

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Thank you for requesting information on how your learning activity may be approved for contin-uing education credit through Texas Tech University. The continuing education unit (CEU) is a nationally recognized unit of achievement. By successfully completing ten hours of instruction, an individual earns 1.0 CEUs. CEU credit is normally awarded for learning activities that provide three or more hours of instruction (contact hours).

After we receive your application form, we will evaluate it based on the following criteria:

  1. a clearly identified target audience;
  2. clearly defined intended learning outcomes.
  3. qualifications of the instructor(s); and
  4. appropriateness of content relative to the audience and the learning outcomes.

Together with the completed application form, please also submit copies of the presenter's/ pre-senters' vita or resume as well as a copy of the program announcement. In the final announce-ment, be sure to state the number of CEUs that your learning activity has been approved for and include the statement "Continuing Education credits for this learning activity will be awarded by Texas Tech University." You will need to submit a new application each time your learning activi-ty is offered.

After your learning activity has ended, please provide us with the name, mailing address, and social security number of each person who successfully completed the learning activity; a check (or checks) equal to $30 for each person; and copies of the program evaluations (or a summary). Academic Support and Facilities Resources will then issue CEU grade reports and certificates which will be mailed to each attendee. Texas Tech University will also maintain a permanent rec-ord of accrued CEUs which allows participants to request an official transcript from the universi-ty at any time.

If you have any additional questions, please call (806) 834-0041.

Continuing Education Units are evaluated by:

Birgit Green
MS 1075



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The use of academic space falls under the direction of Academic Support & Facilities Resources. This includes all university owned schedulable space. Reservation requests for academic space must be made to ASFR, and are granted based on availability and the pri-orities of the desired space. For non-academic space, please contact the appropriate area.

Reserving academic space is a privilege afforded only to those directly affiliated with the university. This includes academic depart-ments, student and support organizations, and individual faculty and staff members.

NOTE: Individuals MUST share a confirmed reservation with ASFR before location information can be entered with Event Registration Services.

Important Upcoming Dates

  • Ad Astra Scheduling Begins (Advanced Access) for Summer and Fall (201587, 201597, 201627)
    Feb 2, 2015
  • Ad Astra Scheduling Open Section Requesting for Summer and Fall (201587, 201597, 201627)
    Feb 16, 2015
  • Summer and Fall (201587, 201597, 201627) term Available on Raiderlink
    Mar 2, 2015
Full Calendar 

Academic Scheduling – Ad Astra

  • Ad Astra Course & Event Scheduling
    Ad Astra Schedule currently supports the following Web Browsers
    • Internet Explorer 7.0, 8.0, 9.0, 10.0 (compatibility mode recommended)
    • Mozilla Firefox 2.0+
    • Safari 6.0+
    • Google Chrome (portal and calendar access for guest users)
  • How to Request Events

Event Scheduling

For information about reserving academic space, please visit our Event Scheduling page.

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