Unite Here Meetings & Travel Service Request Form V2

Meetings & Travel Service Request Form
Please complete the form below to request the following services:
- Hotel/Meeting facility (room block of 8 rooms or more per night and/or meeting space)
- Registration (captures emergency contact, phone, ADA and dietary restrictions of attendees)
- Chartered Bus (for actions, off-site events)
- Off-Site Catering (at a local)
To reserve space at Unite Here's HQ contact Kara Kelly kkelly@unitehere.org

To reserve space at IU Regional Offices, please contact a member of the Admin Team.
- Washington D.C. Office - contact Crystal Edwards cedwards@unitehere.org
- San Francisco, CA - Western Regional Office - 243 Golden Gate Avenue - Rafael Ildefonzo rildefonzo@unitehere.org
- Chicago, IL Office - contact Kelley Ford kford@unitehere.org
To reserve space at Local 226, please contact Lenis Hernandez lhernandez@unitehere.org

Deadlines for Submitting Service Requests:
- Requests requiring a hotel/venue contract must be submitted 60 days before notifying attendees. Hotel contracts can take at least three (3) weeks to negotiate, review, and sign. For larger meetings of 50 or more people, a contract can take up to two (2) months.
- Hotel reservation cut-off dates are typically 3–4 weeks before the first date of the meeting.
- Registration only requests must be submitted at least eight weeks before the first meeting start date.
- Chartered Bus requests must be submitted at least ten business days in advance.
- Restaurant requests must be submitted at least ten business days in advance.
- Payments to vendors take at least seven (7) business days to process and approve.

Requestor Information
Convener*

First NameLast Name
Email*
example@example.com
Department*
Phone Number*

Area CodePhone Number
Onsite Meeting/Action Lead*
Onsite Meeting/Action Lead E-mail Address*
example@example.com
Onsite Meeting/Action Lead Phone Number*

Area CodePhone Number
What services are requested? (Select all that apply.)*

Accommodations/Hotel Room BlockMeeting SpaceBusesCustom Registration QuestionsCatering (at a union hall)Off-Site Events (Actions, Receptions/Dinners, Tours)

Event Information
Meeting/Event Name*
Preferred Meeting Start Date*

MonthDayYear
Date
Meeting Start Time*

:HourMinutesAM/PM Option
Preferred Meeting End Date*

MonthDayYear
Date
Meeting End Time*

:HourMinutesAM/PM Option
Alternate Dates
Enter up to two different meeting dates.
Preferred City*
City, State
Preferred Location/Venue*
Local, hotel, etc.
Alternate City
City, State
Alternate Location/Venue
Local, hotel, etc.
Do you want to co-host this meeting with a current meeting?

YesNo
What is the name of the meeting?
What date do you want to announce the meeting to attendees?*
Has this event been announced to attendees?*

YesNo

Budget & Travel Information
Are non-IU staff invited?*

YesNo
Authorizing Director*

First NameLast Name
Authorizing Director for flights over $500*
Budget Code*
Cost Center - Campaign - Phase - Clock Number - Affiliate - Campaign Type
Travel codes for IU Staff*
(IU Staff to use dept cost center) Campaign - Phase - Clock Number - Affiliate - Campaign Type
Travel codes for Non-IU Staff*
Cost Center - Campaign - Phase - Clock Number - Non-IU Staff to use affiliate code - Campaign Type
Is this activity benefiting a local? If so, which one?*
Is the local responsible for any costs?*
State what will the local pay for (Travel, accommodations, meals, etc.)
If the local is responsible for any costs are, we invoicing the local for charges or will they pay upfront? (Y/N and state payment terms)*

Accommodations
Staff Arrivals*

MonthDayYear
What date should staff arrive?
Attendee Arrivals*

MonthDayYear
What date should attendees arrive?
Do you want attendees to share guestrooms?*

YesNo
Will IU Staff, Non-IU Staff or guests need parking covered by the IU?*

YesNo

Enter the number of rooms needed each day.*

Rows	Number of Rooms
Day 1
Day 2
Day 3
Day 4
Day 5
Day 6
Day 7

Meeting Space Needs
Please upload a completed Meeting Agenda Template. This document will assist us with reserving adequate space for your meeting(s). Please review the Meeting Room Set-up Examples document, for assistance with determining desired meeting space set-up.
Click here to download the agenda template
Additional Meeting Details
Do you need a member of Meetings & Travel Team onsite during the meeting?*

YesNo
Who should be copied on emails regarding the event and details?*
Is there anything else you'd like to share about the meeting/event?

Attendee List

Attendees will receive an email requesting that they register for the meeting.
1. Download the excel spreadsheet - Attendee List
2. Complete the attendee spreadsheet
3. Upload
Should be Empty:

Meetings & Travel Service Request Form

Requestor Information

Event Information

Budget & Travel Information

Accommodations

Meeting Space Needs

Additional Meeting Details

Attendee List