Approximately 17,000 guests and 120 conferences later, employees at the University's Conference Services are almost ready to close shop for what they have dubbed to be "one of the most successful summers yet." Catering to the needs of clients ranging from children to senior citizens, Conference Services serves as the backbone of all organizations and events that take place at the University over the summer, from graduation housing, to sports camps, to business conferences.
Conference Services Director Sheri States knows the extent to which this organization feels the brunt of the onset of summer activity at the University.
"Although we organize a few conferences during the year, the majority of our work takes place in the summer," said States, who has been working for Conference Services for nine years. "I take a deep breath in May, and finally get to let it out in August."
The responsibilities grow every summer as more organizations and businesses wish to make the University the site of their next conference. The balancing act between meeting the needs of new clients and placating the returning clients' business is a situation that Conference Services employees said they must face every summer as the scope of the organization expands.
"We get around 14 new groups per year, and we try and accommodate every organization that wishes to use our services," States said. "However, 91 percent of our business involves returning clients."
Every year, Conference Services hires University students to take on the task of organizing these summer programs and events. After undergoing a rigorous application process that includes two interviews, 17 to 20 students are chosen out of a pool of over 70 to work as part- or full-time employees.
"We look for students who can think on their feet and that have good judgment," States said. "These students have an amazing work ethic, and the best part of the program is watching them grow over the years. ... They tell me that this job is unlike any they've ever had. I promise all of them two things, work and fun, and I deliver them both."
Once hired, the two part-time students mostly work in the office, while each full-time student employee becomes a conference assistant for several of the summer programs. They serve as a liaison between the resources of Conference Services and these organizations to make sure its event runs as smoothly as possible.
Third-year College student Tyrone Jean wanted to experience the University over the summer after spending his previous summers working in Washington, D.C., so a friend recommended he apply at Conferences Services.
"I work as a conference assistant for orientation, so I get to attend all the orientation sessions and get to know some of the incoming students," Jean said. "It's a great experience. I really had no idea that the University was this busy over the summer."
After beginning her job search outside the University, second-year College student Emily White realized that Conference Services offered her the summer experience that she was seeking in other areas.
"There is always something different to do, and the people in the program are amazing," White said. "Basically, we are one big family."
But the fun times are also surrounded by tedious tasks: dealing with conflicts that arise between the different camps, being called out at all hours of the night and, most importantly, making sure that their clients are happy at all times can become difficult matters to handle.
"All of us at some point or another have to go on call, which basically means that you can be called at any hour of the night in order to take care of a situation or problem that arose," Jean said. "Even after business hours, people have called, sometimes at four in the morning, because they locked themselves out or need more linen."
The job that Conference Services takes on for the University is more than just one organization can handle by itself. According to States, the close relationship that Conference Services has forged with other University services, such as dining and construction, have helped this summer run as smoothly as possible.
"We had a group called Young Writers contracted to be in Tuttle [Dormitory], so we met with the construction team around O'Hill to ask if they could work around the program," States said. "They were very considerate in that they put in extra pedestrian walks around the area to insure the safety of the students."
In addition to working with other University programs, Conferences Services helps University students and the community as well. According to States, a percentage of the income that Conference Services makes every year is given back to the housing division, which has consistently helped to offset the rate increase in housing costs over the years. This directly benefits each student by reducing the rate from 6 to 3 percent. Also, Conference Services contributes to the community by holding a "Chuck it for Charity" every summer, in which campers who have stayed in University housing for an extended period of time can bring their used items and unopened food to donate to the local Salvation Army.
But all the responsibility is something that Conference Services is used to. As States likes to put it, in the summer Conference Services is a one-stop shop.
"The question every summer is, how do you provide optimal service around the clock to every summer University program?" States said. "You don't get a do-over, and you run into times when nine months of planning can be funneled into a one-week event. But our job is to achieve certain quality standards among our clients as we continue to grow and learn."
She said she has learned not to worry about whose responsibility it is to fix particular problems.
"We just do whatever it takes to make sure that the clients are satisfied with our service," she said. "We build upon our successes, and look forward to the challenges."
Read More
It’s okay not to be okay
By Mai Hukuoka | 3 days agoWhether talking to a friend, a loved one or a professional, it is so necessary, and human, to need more than you can provide for yourself.
Taking a break at Tangerines Kitchen
By Charley Thomas | 4 days agoWhat the restaurant somewhat lacks in ambiance, it compensates for in tasty dishes and prompt service.
Virginia Policy Lab — a hub for student-led policy action
By Katherine Haden | December 9, 2024Students propose their own projects and collaborate with other members to research their issues of interest, brainstorm solutions and write policy proposals.
