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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

Profile for Wisconsin Union

Wisconsin Union Conference Management Packages  

Services list & details

Wisconsin Union Conference Management Packages  

Services list & details