Conference and Registration Services
More Than An Event — An Experience
Our certified one-stop shop services include all aspects of planning and support. Our professional staff will assist you with your conference goals, timeline, budget, and logistics to make your conference a success. Whether it’s local or anywhere in the country we can make it happen.
Service Features
- Create and manage custom registration sites; process payments and providing participants with receipts
- Plan and manage all logistics from begining to end including financials and budgets
- Design and administer custom conference websites & apps
- Secure hotel and university housing room blocks
Conference Management
- Manage and design custom conference websites
- Venue research and site selection
- 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
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
- University and University Systems
- Professional Associations
- Government Agencies
- Community Partners
- Groups from 25 to 1,500 or more
- Regional, National, and International Participants
We are a certified ACCED-I One-Stop Shop Program, meaning you are assured of one point of contact for all our services, one all encompassing contract, and one itemized bill.
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, the Wisconsin Union Hotel 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