Conferences Timeline

• 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.