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
