Central Reservations

Conference Services

Wisconsin Union Conference Services is your campus resource for academic conferences. We offer the most comprehensive conference planning and management services available on campus. Our conference specialists provide one-source service for groups ranging in size from 150 to 1200 participants.

In this section:

2009 Conferences
Meeting Space
Lodging
Local Transportation and Parking
Service Plans

2009 Conferences

RNA
Tuesday, May 27 - Sunday, May 31, 2009

McArdle Symposium on Cancer
Tuesday, June 2, 2009

Bacteria & Phages
Tuesday, August 4– Sunday, August 9, 2009

International Symbiosis Society
Sunday, August 9 – Saturday, August 15, 2009

AESS
Thursday, October 8 - Sunday, October 11, 2009

Catering Meeting space is available free of charge for events sponsored by a University or governmental department, with the exception of the Wisconsin Union Theater and some larger facilities. The Wisconsin Union offers some of the most adaptable space available in the Madison area including our 1300-seat Union Theater, 168-seat Play Circle, old English style Tripp Commons dining area, historic Great Hall ballroom, renovated Main Lounge, and numerous small to mid-size breakout areas.

For a nominal fee, the professional staff at the Wisconsin Union will arrange all the necessary components of your conference including meeting and event space; full-service catering; lodging; internet registration and abstract submission; audio-visual equipment; poster session coordination; graphics; printing and mailing services; transportation and parking coordination; and conference accounting.

Lodging
CRO Conference Services will provide coordination of lodging arrangements to clients choosing Conference Management Services Plan B. Under this plan the Central Reservations staff will work with you to determine the best lodging options for your conference. CRO Conference Services offers on-campus lodging at Wisconsin Union Guestrooms and selected residence halls. If you prefer off-campus lodging, the CRO Conference staff will reserve blocks of rooms at area hotels offering special conference rates.

Local Transportation and Parking
Arrangement for special shuttle service from the airport to the hotels and conference site, charter bus service for special events, and campus parking permits are services provided to clients choosing Conference Management Services Plans A and B. The Union website has detailed information on parking at Memorial Union, plus a link for campus-wide transportation services.

For additional information or to plan a conference, please contact the Central Reservations Office
at 262-2511, or email us at centralreso@union.wisc.edu

Service Plans

PLAN A – BASIC -Please inquire for fees.

Includes:

Coordination of all conference logistical on-site arrangements:
- Room reservations (including the theater)
- Exhibits
- Room setups and diagrams
- Audiovisual equipment
- Development of menu and food selections
Up to four planning meetings with organizer.
Coordination of all campus facilities including special use venues such as Allen Gardens or the State Historical Society Auditorium.
Assistance with the formulation of conference budget.
Coordination of campus classrooms.
Coordination of one social event
Coordination of local transportation: bus, shuttle, and parking arrangements as requested.

PLAN B – COMPREHENSIVE - Please inquire for fees.

Includes:

Coordination of all conference logistical on-site arrangements:

Room reservations (including the theater)
Exhibits
Room setups and diagrams
Audiovisual equipment
Development of menu and food selections

Coordination of all campus facilities including special use venues such as Allen Gardens or the State Historical Society Auditorium.
Assistance with the formulation of conference budget.
Coordination of campus classrooms.
Coordination of conference signage in building locations and at individual meeting rooms.
Coordination of local transportation: bus, shuttle, and parking arrangements as requested.
As many planning meetings as necessary with the organizer of the conference.
Coordination of on-line registration.
Coordination of abstract submission and printing.
Nine hours of on-site registration for the first day of the conference.
Office staff coverage from the beginning of each day’s first conference workshop until the beginning of each day’s last conference session.
Coordination for on and off-campus lodging (will reserve blocks of rooms at different hotels).
Coordination of up to three social events.
Coordination of advertisements.
Coordination of exhibitor space/tables.
Coordination of the set-up of all poster boards (including numbering).
Coordination of a Conference Message Board.
Participant Registration Packet:

UW-Madison Campus Map.
Madison Visitor Guide (from the Chamber of Commerce).
Conference Program (unless in Abstract Book).
Participant list (organizer to pay for printing).

Printing and assembling of name badges.
Printing and administration of participant receipts.
Coordination of payment of internal invoices, i.e. Conference Management Service Fees, food, audiovisual equipment, etc. unless the coordinator requests payment from other funds.
Coordination of payment of authorized conference-related expenses from conference registration account, in compliance with University policies/regulations.
Preparation of final report of income and expenses.
Invoicing of unpaid bills.

(July 2007 - June 2008 rates)

Wisconsin Union Central Reservations
2nd Floor, Memorial Union | (608) 262-2511 | centralreso@union.wisc.edu

Wisconsin Union - Experiences for a Lifetime

Meetings and Conference Services

Conference Services