CONFERENCE M A N AG E M E N T PAC KAG E S
STANDARD PACKAGE • Develop custom conference registration site • Manage registration database • Process registration payments • Provide participants with invoices and receipts • Prepare conference materials and personalized name badges*
PROFESSIONAL PACKAGE Includes Standard Services plus:
Registration • Administer visa letter creation and delivery • Create custom participant reports
Logistical Assistance • Coordinate room set-up and provide custom room diagrams • Coordinate audio-visual equipment and technical support • Reserve meeting rooms for receptions, banquets, poster sessions, and other events • Develop menus with catering staff • Act as a liaison between conference officials and meeting facility personnel
Financials • Manage financial operations of the conference • Assist in setting registration fees and policies • Prepare final revenue and expense reports • Review and confirm accuracy of meeting facility invoice following event
YOUR GOALS. YOUR TIMELINE. YOUR BUDGET.
WE’LL MAKE IT HAPPEN!
PLATINUM PACKAGE Includes Standard and Professional Services plus:
Registration
Abstracts
• Provide on-site management throughout the conference
• Custom online abstract submission site*
• Personalized Event App*
• Manage submission process for collecting and reviewing proposals
Logistical Assistance • Unlimited planning meetings and correspondence between Conference Team and Conference Organizer(s)
• Communicate with speakers and reviewers regarding acknowledgement letters, program presentation information, and assignments
• Develop event timeline with deadlines
• Work closely with conference organizer to design schedule
• Coordinate transportation including airport shuttles, special event shuttles, and participant parking
• Coordinate and manage online review process
• Create and manage conference-specific email address for participant correspondence
Lodging
• Coordinate abstract book layout and printing*
• Design conference signage in building and in individual meeting rooms
• Research meeting, hotel, and event facilities and request proposals
Financials
• Contract room blocks with area hotels and University housing with discounted rates
• Prepare and manage a comprehensive conference budget • Establish and maintain a conference account for depositing and disbursing funds
• Reconcile all lodging bills and coordinate direct payment
Social Event Coordination
• Monitor income and expenses and provide detailed financial reports
• Plan and coordinate banquets, receptions, special tours, and other social events
• Create contracts and process payments for direct conference expenses
• Research cost and request competitive bids
• Manage exhibitor and sponsorship contracts and payment • Process honoraria and travel reimbursement for designated speakers or officials
Website Development
• Coordinate special room assignments for organizers
• Determine food and beverage requirements; negotiate menus and prices • Participants are Union Members through event and enjoy member benefits
• Manage and design a custom conference website* • Content managed and updated directly by Conference Management staff
PLAN • IMPLEMENT
EXPERIENCE
PACKAGE RATES Please contact us for package rates.
*Additional fees that apply to all service levels:
• $2.00/registrant registration site fee
• 3.0% transaction charge, per transaction, including cancellations and refunds
• Name badge, program book, abstract book, signage, printing fees: varies based on complexity and quantity
Specialized services available for additional fees:
• Conference website construction and maintenance
• Event App
• Abstract submission site
• Onsite Conference Management (included in Platinum Services)
Customized services and prices are available upon request.
ONE UNION. TWO BUILDINGS.
ENDLESS POSSIBILITIES.
START PLANNING WITH US TODAY! (608) 265-6534 conferences@union.wisc.edu union.wisc.edu/conferences
W I S C O N S I N
U N I O N
CONFERENCE M A N AG E M E N T