Meeting planning

With years of experience planning and managing successful conferences, meetings and events, United Network for Organ Sharing created UNOS Meeting Partners to expand our service offering to the transplant community. UNOS Meeting Partners provides comprehensive meeting and event planning services for the transplant community.

Services

UNOS Meeting Partners knows how to manage any and all aspects of a successful meeting, including:

Site identification, inspection and recommendations

• Develop a request for proposal based on client meeting specifications and concession needs
• Research locations and identify sites based on knowledge of which hotels can best accommodate the meeting
• Contact sites to determine availability and request proposals
• Present client with comparisons of available sites and their capabilities to meet all requirements
• Arrange and perform site inspections to review all proposed space

Contract negotiations

• Provide information to preferred sites on the value of the meeting
• Negotiate to obtain the most favorable room and meeting space commitments
• Review commitments make recommendations
• Negotiate and finalize all aspects of the hotel contract to meet client requirements
• Legal Department review of final contract prior to client signing

Hotel logistics

• Establish and monitor room block
• Negotiate prices, select menus and arrange food and beverage service
• Set-up and coordinate all meeting and function requirements
• Prepare and forward event details to hotel
• Review hotel banquet event details

Registration management

• Provide registration services, including website page for on-line registration
• Design and oversee production of name badges and reports as needed
• Produce attendee/registration list
• Manage registration desk on-site

On-site coordination

• Manage all aspects of the meeting, coordinate on-site requirements
• Manage meeting room signage
• Conduct pre-conference and post-conference meetings with hotel representatives
• Walk-through all reserved space to check room set-ups
• Manage conference registration
• Assist speakers as needed.

Audiovisual coordination

• Request proposals for audiovisual services
• Review proposals and make recommendations
• Negotiate and finalize audiovisual agreements with selected vendor
• Gather audiovisual requirements from speakers
• Include audiovisual needs within the events details and forward to vendor
• Review quotes and final bills to confirm accuracy of all equipment and pricing

Exhibitor, sponsor and speaker management

• Coordinate correspondence with confirmed speakers
• Book hotel for confirmed speakers
• Request proposals from local decorators and finalize contract with selected vendor
• Consult on exhibit room set-up
• Handle special requirements for exhibit space

Promotional materials

• Design and produce the conference brochure and other marketing pieces
• Web development
• Meeting app management

Post conference follow-up

• Review bills and submit to client for payment
• Prepare thank you notes to vendors and hotel representatives
• Facilitate post-conference meeting with client