Planning Timeline

What to expect from us; what we expect from you - 60 – 45 – 30 – 15 days out guide:

60 days before your conference:

• Signed contract
• Certificate of Insurance
• Open line of communication with your Conference Coordinator
• Seek approval for print & web conference marketing material

45 days before your conference:

• Schedule all classroom and facility needs tentatively
• Share draft of conference schedule
• List of catering needs
• Multi Media equipment needs

30 days before your conference:

• Rough head count of participants
• Rough head count for catered events
• Share final classroom and facility room assignments

15 days before your conference:

• Finalize all conference details
• Make final catered menu choices
• Give final head count for all meals and catered events
• Submit final list of participants and room assignments on excel sheet
• Submit final heads up on early arrivals / late departures
• Provide final copy of conference schedule
• Set up place /time to meet upon arrival

Upon Arrival:

• Meet at designated time to share any last minute information
• Share contact info while on campus, cell phones, etc.
• Tour facilities to conference staff as needed
• Issue master keys or classroom keys as needed
• Issue locking medical box as needed
• Share user name and password for access to internet
• Submit all health forms to Health Services
• Pick up first aid kit from Health Services as needed
• Contact Campus Safety regarding safety orientation
• Set up place/time to meet on day of departure
• Sign “Occupancy Report” after all guest have checked in

Upon Departure:

• Confirm all guests have departed
• Sign “Move-Out Report” after all guests have checked out
• Return any master or classroom keys to Conference Coordinator
• Return first aid kit to Health Services
• Return medical box to Conference Coordinator
• Share feedback 
• Provide draft estimate of final bill