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Planner Resources
Welcome to Madison!
As the self-proclaimed “Concierge of the City” the Convention Services Department looks forward to working with you to ensure the success of your event.
The following is a list of commonly requested services offered by the Greater Madison Convention & Visitors Bureau (GMCVB). Please do not consider this list exhaustive. If you have services needs that are not addressed below, please contact Janine Wachter at wachter@visitmadison.com or 1.800.373.6376 ext. 3949.
Convention Services Menu
Convention Service Leads
Find an Event Site Search Engine
Event Planning Timeline
Transportation Options
Restaurant Maps Featuring Bureau Members
Madison Area Visitors Guides
Letters of Welcome
Promotional Materials
Registration Assistance
Visitor Information Booth
Madison Web Sites
Housing Assistance
Madison Images, Logos and Videos
Media Lists
Weather Information
Convention Services Menu
Please click the link above for a comprehensive list of Convention Services.
Convention Service Leads
Looking for a price quote for your transportation needs? Or how about entertainment and an event decorator for your banquet? Let us save you time by doing the legwork! The GMCVB can solicit bids for all of your service needs. Simply contact Laura Senz at senz@visitmadison.com or 800.373.6376 x3957. We will need to know the services you are looking for, the date, time and location the services are needed and your budget for these services - we will do the rest.
Find an Event Site Search Engine
Looking for the perfect place to hold your meeting or event? Look no further! Find venues you might never have dreamed of, from outdoor gardens to private dining rooms, traditional ballrooms to more unusual locales. Simply enter your event preferences into this special search engine, and peruse a list of recommendations made just for you!
Event Planning Timeline
Click the link above to download a handy event planning timeline, with basic guidelines to help you determine when everything needs to get done!
Transportation Options
Located in the heart of the Midwest, Madison and Dane County are easily accessed via air, automobile and bus. Please click the link above for a printable PDF with detailed information on Madison's transportation options.
Restaurant Maps Featuring Bureau Members
Your attendees will love our restaurant maps! Whether you are meeting downtown or on the far-west side, we have a map that will meet your needs. These maps are available in PDF format and can be easily reproduced.
- Restaurant Map – Central
- Restaurant Map – Greater Madison Area
Madison Area Visitors Guides
Your comprehensive guide to the greater Madison area, the Madison Area Visitors Guide lists hotels, restaurants, shopping and attractions along with area and local maps.The Bureau provides a complimentary on-site supply. For more information on how you can receive a complimentary on-site supply for you event please contact Laura Senz senz@visitmadison.com or 800.373.6376 x3957. Orders must be received at least two weeks prior to your event.
Letters of Welcome
Welcome and invitation letters from the Governor, Mayor and County Executive are available upon request. Two-week advance notice required.
Promotional Materials
Are you trying to build excitement for your event? Is the thought of crafting the perfect day-trip eluding you? Let us help! The following information will help put your event, and Madison, in the minds of your potential attendees!
Registration Assistance
The GMCVB’s professional and knowledgeable registration staff can provide assistance with the successful execution of your meeting for an hourly fee (minimum of four hours). Two weeks’ advance notice is required. No fee will be assessed for cancellations of seven or more days prior to your event. For pricing and availability, contact Janine Wachter at wachter@visitmadison.com or 800.373.6376 x3949.
Visitor Information Booth
Arrange for a staffed information or Dine-A-Round booth at your meeting site. An hourly fee and minimum block of four hours applies. Two weeks advance notice is required. No fee will be assessed for cancellations of seven or more days prior to your event. For pricing and availability, contact Janine Wachter at wachter@visitmadison.com or 800.373.6376 x3949.
Madison Web Sites
The GMCVB’s Web site can be a wealth of information for your attendees! Please publish our Web address – www.visitmadison.com – in your conference materials. In addition to our website, the following sites provide general information that may be of interest to your attendees.
Housing Assistance
The Greater Madison Convention & Visitors Bureau is happy to provide professional housing services for groups meeting in Madison. For a fee, the Centralized Housing Department will manage your room block, provide monthly and final reports and compile a Group History upon completion of your event. This data will make planning future room blocks more accurate. For more information on our housing services, please access our Housing Policies and Procedures. If you are interested in having the GMCVB provide Centralized Housing Services for your event, please contact Janine Wachter at wachter@visitmadison.com or 800.373.6376 x3949.
Madison Images, Logos and Videos
Looking for the perfect way to promote your event? We provide city and facility images as well as logos and videos. All slides, CDs and videos are available on a short-term basis only and must be returned to the Greater Madison Convention & Visitors Bureau within 30 days. Click here to view thumbnails of available images and place your order.
Media Lists
To help promote your event, the Greater Madison Convention & Visitors Bureau is happy to provide a comprehensive list of media in Madison and the surrounding communities. For more information, please contact Janine Wachter at wachter@visitmadison.com or 800.373.6376 ext. 3949.
Weather Information
Trying to find the perfect time to bring your event to Madison? To help you with your decision, we've listed the Madison thirty-year normal temperatures from 1971-2001.
Annual Maximum: 55.8
Annual Minimum: 36.4
Annual Mean: 46.1
Annual Precip: 32.95
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