University of Wisconsin-Madison (opens in new window)

Conference Management

More Than An Event — An Experience

Our certified one-stop-shop services include all aspects of planning support. The Wisconsin Union's professional staff will assist you in making your conference a success.

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Your Goals. Your Timeline. Your Budget. We Make it Happen.

Conference Management

    • Manage and design custom conference websites   
    • 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


    View Our Brochure 

  • Custom Website

    • Develop custom conference website and registration site
    • Content and agenda updated instantly
    • Mobile Friendly
    • Deliver targeted and personalized communications to your audience

    Abstract Submission Site

    • Manage submission process for proposals
    • Communicate with speakers and reviewers regarding submissions, including acknowledgement letters and program presentation information and assignments
    • Design schedule
    • Coordinate and manage online review process for submission selection
    • Coordinate abstract book layout and printing

    Event App

    • Keep participants informed and involved through a mobile attendee app
    • Send news and alerts
    • Connect with other participants
    • Provide key event information
    • Speaker presentations

    Management

    • Professional staff
    • Develop event timeline and budget
    • Daily management of all on-site meeting logistics
    • Create and manage conference-specific email address for participant correspondence
    • Arrange lodging
    • Plan social events, side trips, and fun activities
    • Take care of all logistical and technical needs

     
    More on Specialized Services 

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

Service Packages

    • Develop custom conference registration site
    • Manage registration database
    • Process registration payments
    • Provide participants with invoices and receipts
  • 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
  • Includes Standard and Professional Services, plus:

    Registration

    • Provide on-site management throughout the conference
    • Personalized Event App

    Logistical Assistance

    • Unlimited planning meetings and correspondence between Conference Team and Conference Organizer(s)
    • Develop event timeline with deadlines
    • Coordinate transportation including airport shuttles, special event shuttles, and participant parking
    • Create and manage conference-specific email address for participant correspondence
    • Design conference signage in building and in individual meeting rooms

    Financials

    • Prepare and manage a comprehensive conference budget
    • Establish and maintain a conference account for depositing and disbursing funds
    • Monitor income and expenses and provide detailed financial reports
    • Create contracts and process payments for direct conference expenses
    • Manage exhibitor and sponsorship contracts and payment
    • Process honoraria and travel reimbursement for designated speakers or officials

    Website Development

    • Manage and design a custom conference website*
    • Content managed and updated directly by Conference Management staff

    Abstracts

    • Custom online abstract submission site*
    • Manage submission process for collecting and reviewing proposals
    • Communicate with speakers and reviewers regarding acknowledgement letters, program presentation information, and assignments
    • Work closely with conference organizer to design schedule
    • Coordinate and manage online review process
    • Coordinate abstract book layout and printing*

    Lodging

    • Research meeting, hotel, and event facilities and request proposals
    • Contract room blocks with area hotels and University housing with discounted rates
    • Coordinate special room assignments for organizers
    • Reconcile all lodging bills and coordinate direct payment

    Social Event Coordination

    • Plan and coordinate banquets, receptions, special tours, and other social events
    • Research cost and request competitive bids
    • Determine food and beverage requirements; negotiate menus and prices
    • Participants are Union Members through event and enjoy member benefits


Our Spaces

Union South

Memorial Union

Campus Conference Management Team

Laura Richards

Conference Manager

Hannah Scott

Conference Coordinator

Kristy Carlson

Conference Coordinator

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