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Conference Management

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More than an Event, An experience

Whether your event is being held in our historic Memorial Union, or modern LEED certified Gold Union South, on the UW-Madison campus or any domestic or international venue, we can customize our services to meet your specific needs.  

Our Services

For multi-day, multiple-location gatherings, our team manages the details to ease your role as host. We provide knowledge, experience and resources to ensure a successful conference.  

Our Venues

Memorial Union

    • 20,000+ square feet of conference and event space overlooking Lake Mendota
    • Shannon Hall – professionally equipped auditorium with 1,165 seats
    • Great Hall – 5,444 square feet
    • Tripp Commons – 3,581 square feet
    • Memorial Union Hotel – six unique guest rooms
    • 20 additional flexible meeting spaces

Union South

    • 23,000+ square feet of conference and event space
    • Varsity Hall - 11,000 square foot ballroom divisible into three sections
    • Marquee Theater - 330-seat auditorium
    • Union South Hotel - 60 eco-friendly guest rooms
    • 16 additional flexible meeting spaces

We also offer our services at your location, on campus or beyond.  

Planning & Management

  • Manage and design a custom conference website
  • Venue and space design coordination
  • Handle all logistics and technical needs
  • Plan and coordinate banquets, receptions, and other social events
  • Arrange Hotels and University housing room blocks
  • Sponsor and exhibitor coordination

Our Clients

  • University and University Systems
  • Professional Associations
  • Government Agencies
  • Community Partners
  • Groups from 25 to 1,500 or more
  • Regional, National, and International Participants


View Our Brochure 


Start Planning Today!

Contact: 

Laura Richards & Hannah Scott
conferences@union.wisc.edu

Memorial Union
800 Langdon Street
Madison, WI 53706
Phone: 608-265-6534
Fax: 608-265-8299

Registration

  • Develop custom conference registration website
  • Process registration transactions
  • Provide participants with invoices and receipts
  • Create real-time custom participant reports
  • Oversee email and telephone inquiries
  • Administer visa and participation letters
  • Prepare conference materials and personalized name badges

Abstract Management

  • Develop custom abstract submission site

  • Manage submission process for collecting and reviewing proposals

  • Assist communication with all participants

  • Prepare and finalize conference materials

Financial Management

  • Develop conference budget

  • Manage exhibitor and sponsor contracts and payment

  • Maintain all conference financial transactions

  • Process honoraria and travel reimbursements

  • Prepare final revenue and expense reports

Logistics

  • Planning meetings with Certified Meeting Professional
  • Venue & space set-up contracting and coordination
  • Catering coordination
  • Audio visual management
  • Menu development and on-site catering coordination
  • Transportation coordination (shuttle buses, on-site parking, special event transportation)
  • Exhibitor management
  • On-site management and staff support

Marketing

  • Design and develop custom website
  • Custom conference logo/graphic treatment
  • Targeted promotion
  • Promotional items
  • Program creation and printing