UNOS Conference Planning and Travel specializes in managing events for organizations within and outside of the transplant community.

The UNOS Conference Planning and Travel team is experienced and knowledgeable in the latest meeting issues and has a proven track record in successful meeting management.

Services include:

Site Identification, Inspection and Recommendations

To help you find the best site for your event, UNOS Conference Planning and Travel will:

• review meeting specifications, hotel requirements and past history
• research locations for the meeting and identify sites based on hotels that can best accommodate the meeting
• contact sites for availability and request proposals
• present comparison of available sites and their capabilities to meet all requirements
• arrange and perform a site inspection to review proposed space

Contract Negotiations

Our meeting managers handle all the details and read the fine print when determining event sites. They will:

• provide information to preferred sites on the value of the meeting
• negotiate with preferred sites to obtain the best possible room and meeting space commitments
• review commitments with you and make recommendations
• negotiate and finalize all aspects of the hotel contract to meet your requirements
• coordinate contract review with our Legal Counsel

Printer/Designer Liaison

UNOS Conference Planning and Travel also handles your printed collateral needs, including:

• researching and comparing costs for printers for conference brochures
• working directly with the preferred printers and designers to maintain deadlines and contain costs

Speaker Liaison

Our team makes certain your speakers occupy center stage by:

• sending out acknowledgment letters to invited speakers
• handling all speaker audio-visual requests (final approval by client)
• booking air travel and hotel reservations for all confirmed speakers as required

Hotel Liaison

As a hotel liaison, managers:

• establish and monitor room block, and VIP arrangements
• negotiate prices, select menus within catering budgets and arrange food and beverage service
• arrange all meeting specifications within the hotel
• coordinate signage

Air Transportation Coordination

Our travel team can help you find the best airfare rates. UNOS Conference Planning and Travel also:

• features a full service travel agency specializing in Business Travel
• offers the lowest available fares
• provides arrival and departure manifest for meetings

Exhibit Coordination

Our team makes certain all details of your exhibit are planned for. We:

• request proposals from local decorators
• coordinate correspondence to exhibitors
• consult on exhibit floor plan
• handle any special requirements for exhibit space

Special Event Coordination

UNOS Conference Planning and Travel can also arrange for a special event off-site by:

• requesting, reviewing and negotiating proposals from local destination management companies
• checking references and select vendors
• prepare and forward event specifications to selected vendors

Registration Management

To manage all aspects of registration, UNOS Conference Planning and Travel will:

• receive and process advance registration forms
• provide financial reports
• design and oversee production of name badges
• produce alphabetical registration list
• oversee preparation of welcome packets

On-Site Coordination

If requested, the group will:

• manage all aspects of the meeting and coordinate on-site requirements
• conduct pre-conference meeting with hotel representatives
• perform walk-throughs of reserved space(s) to check room set-ups
• manage conference registration
• assist speakers, exhibitors and sponsors as needed