Conferences Timeline

September 1st

  • Submit your anticipated summer conference dates for the following summer.

March 1

  • Meet with event services staff to finalize room reservations/review contracts.

May 1

  • Return signed contract and certificate of insurance.

March/April

  • Camp/conference representatives contact food services, etc. regarding needs.
  • Supply event services office with copies of any conference marketing publications. This will help us to be knowledgeable of your group's goals.
  • Get anticipated number of attendees, housing, and linen needs to event services director.

One Month Before Your Conference

  • Event Services staff will contact you to review information and verify number of participants, check-in and check-out times, locations, parking needs, etc.

14 Days Prior

  • Confirm final room count.
  • Get us a final copy of your conference's schedule of events.

1st Day of Camp

  • Check in with summer conference staff.
  • Submit final room list (this will be used for billing purposes).
  • Supply staff with a list of all camp attendees to include phone number's they can be reached at in the event of an emergency.

Throughout the Conference

  • Notify staff of any maintenance or housekeeping problems to ensure timely service.
  • Notify staff immediately of any lost or stolen keys.
  • Check-in with conference staff daily to keep lines of communication open.

After the Conference

  • Check out with conference staff and return all keys.
  • Complete summer conference surveys.
  • Final invoice will be sent to you.  This invoice will include all room, food, etc. charges.

 

 

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