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.


  • 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.



Interested in Doane? Contact us today.



Every college degree is its own adventure. Start yours today. More ›