Director of Conference Services
Summer 2016 Staff (left to right): Tianna, Jared, Ross, Jake, Sharon, Cameron, Faye, and Tom
We take a team approach to welcome and manage 16,000 summer guests. Within Conference Services, the professional staff establish the service plan for over 100 summer programs. This includes logistics on group check-ins and departures for frontline desk and parking staff, managing spaces within 14 residence halls, coordinating meal schedules in five dining rooms, confirming catering menus and event details, and outlining technical support needs. Planning in advance, campus partners take facility tours to see sleeping accommodations, plenary and breakout options. Program budgets and contracts are produced. Marketing information is developed for prospective customers. Many facets of the customers’ visits are discussed to support their on-campus experience. Database management is also an integral part of our communication and operations. Systems are used for holding beds and rooms, tracking residential customers for housekeeping turnover, developing locking schedules, and producing reports for ordering supplies and projecting labor. Once our college residents move out, our seasonal student team takes over key administrative responsibilities. Posting welcome signs, delivering materials, and updating websites all prepare for guest’s arrival. Answering customer’s questions, completing room assignments, doing data entry, sending and compiling surveys, and placing finishing touches on logistical details are all day-to-day roles. Upon departure, billing expenses and tracking statistics wrap up a busy summer. Our student employees take pride in their work and have fun while they gain valuable work experience. Hands-on roles build their resource toolkits while learning about customer service, time management, communication, problem solving, mastering spreadsheets, and understanding different databases, all to support the Wisconsin Idea.
Sharon Seagren Director of Conference Services
WHAT OUR PARTNERS SAY
Thank you for all of you assistance in helping us with our lodging in Madison. I appreciate your excellent communication, patience, and many reminders over the past several months. The lodging was fantastic, the service at Newell’s terrific, and we were extremely satisfied with the entire experience. —Eric Giordano, Ph. D, Director, Wisconsin Institute for Public Policy and Service Page 1
SUMMER PROGRAMS At a Glance
OUR CORE VALUES 2,433 Adult Conference Residents
3,052 SOAR Students & Parents
7,690 Youth Residents
*Does not include summer session
We had a total of
Programs 37 Residential & Commuter
SUMMER PROGRAM MEALS
BREAKFASTS 70 Residential
Does not include guest or cash meals
NUMBER OF GUESTS BY RESIDENCE HALL* 93
2,950 Seller y
* Due to projects, no housing in Kronshage (3 houses), Sullivan, and Waters Halls. Summer Session housing was assigned to Barnard, Davis, and Merit Halls.
19 NEW PROGRAMS
GUESTS PER $257,417 in revenue
6,665 8,421 1,135
TECH SERVICES PROVIDED
462 AV SET-UPS
TOTAL BED NIGHTS Page 2
UW Housing & Athletics Team up for Sports Camps
Girl’s Volleyball camps grew by 200 athletes ahead of 2015, for a total of 1,937 participants.
University Housing serves over 16,000 guests each summer, and residential and commuter sports camps continue to grow. About 5,400 are young athletes participating in sports camps sponsored by the Division of Intercollegiate Athletics. By partnering in a year-round planning process, Badger Sports Camps and Housing fine-tune the logistics of organizing 40 youth camps. “Kids love to work out in the same facilities as studentathletes, and feel like they are part of the Badger community,” says Tracy Chynoweth, director of camp administration. Housing staff organize room assignments, check in campers, set up meeting spaces, and provide three meals a day to the campers, through the Dining and Culinary Services team.
That peace of mind, Seagren explains, goes beyond that of the camper. Camp administrators benefit from arranging programs through a university partner. “The risk management aspect alone can seem overwhelming. Our staff understands what needs to be done when protecting our campers and influencing the entire camp experience so it goes smoothly, from both the staff and camper perspective.”
“By providing a positive experience, we may be influencing their decision to come to UWMadison one day.”
—Tracy Chynoweth “Housing has the trained chefs to give campers varied options,” says Sharon Seagren, director of housing conference services. “There are always gluten-free, By employing uniform procedures and regular vegetarian, and vegan options with lots of variety.” communication across the university, Conference Services is able to efficiently work with other campus Housing also employs a full-time registered dietitian entities. Collectively, they provide a solid network for all who manages menu guidance for hundreds of guests programs serving minors on campus. with food sensitivities and allergies. Housing partners with University Health Services to provide medical care, “By providing a positive experience, we may be whether it be distributing medications or addressing an influencing their decision to come to UW–Madison one injury or illness. day,” Chynoweth says. “Working together, we get more people excited about coming to our university. And that’s a win for everybody.” Page 3
YOUTH PROGRAMS Helping future Badgers have a great campus experience
960 Music 74 Math/Science 60 Humanities 404 Engineering 109 Culture/Language
452 Technology/Computers Sci.
PRE-COLLEGE PARTICIPANT OVERVIEW
Youth sports campers top three rankings for residence hall rooms: location on campus, cleanliness, and temperature.
â€œI loved the food and tennis camp was great!â€?
35 Business 5,441 Athletics/Sports Many youth programs provide fundamental, broad-based curriculum. This is an attempt to highlight enrollment in focus areas for STEAM (science, technology, engineering, arts/humanities, math), including residents and commuters.
Youth sports campers and adult conferees rated dining hall food and the variety of choices very high.
Bring states & countries together
GUESTS FROM 29 COUNTRIES AND 49 STATES STAYED WITH US THIS SUMMER
FROM THE UNITED STATES
12 GUESTS FROM GERMANY
5 GUESTS FROM CHINA
9 GUESTS FROM UNITED KINGDOM
FROM SOUTH KOREA
= 10 Guests
Countries in dark red signify that guests stayed with us from that country. Represents online reservation data.
GOING THE EXTRA MILE
tician As Die sis r u
Central campus location
Clean residence halls
Several dining options
Furnished rooms with air conditioning
Fast Wi-Fi Internet
Dining and amenities make guests feel at home
540 Guests hf
s i ti v i ti e s a n
340 EVENTS SERVED BY CATERING FOR SUMMER PROGRAMS
BUILT FOR YOUR SUCCESS
Teamwork makes summer programs succeed CONFERENCE SERVICES
RESIDENCE HALL FACILITIES Works around the clock to make sure our halls are spotless and ready for guests.
DESK SERVICES Ensures every guest is welcomed, has all their questions answered, and has an easy check-in/out.
Acts as the liason with groups and handles management of summer programs.
DINING & CULINARY SERVICES Creates fresh, delicious food for catered events and meals.
SUMMER PROGRAMS TEAM Summers are busy in University Housing, with us welcoming over 16,000 guests annually. It takes a team from across the entire Division to provide an outstanding guest experience.
Handles every computer, internet, cable, and AV need with ease.
RESIDENCE LIFE Provides support to guests/campers helping them navigate campus.
Every summer, our residence halls and dining units serve thousands of guests as a part of the Wisconsin Idea, a commitment to public service which goes beyond the traditional academic experience. Our staff provide a warm welcome to pre-college academic and sport camp participants, domestic and international professionals, parents attending orientation with incoming students, and senior citizens involved in life-long learning. We aim to provide the highest level of service at affordable prices. From check-in through check-out, our staff is here to meet your needs. Whether you are here for one night or many weeks, we ensure our guests have all the amenities and comforts of home. On Wisconsin!
Jeff Novak Director of University Housing
WHAT OUR GUESTS SAY
The custodial staff members were efficient and welcoming. They did a great job throughout my stay. â€”Adult Guest
(608) 262-5576 â€˘ email@example.com www.housing.wisc.edu/conferenceservices Author: Sharon Seagren Graphic Design: Sarah Barnes Photography: Joel Ninmann, University Housing