Planning Deadlines for Submitting Information to Conference & Event Services
6 months Prior to Start of Program
___Estimated Participant, Housing & Meal Plan Counts
90 Business Days Prior to Start of Program
___Equipment, Classroom, Meeting Room & Activity Area Requests
___Written Program or Schedule of Events
___Transportation Requests (Assistance with Contracting with a Provider)
60 Business Days Prior to Start of Program
___Registration Form for Programs Involving Minors
___Catering Dates & Requests
___Certificate of Insurance (for non-university programs)
30 Business Days Prior to Start of Program
___Emergency Plan Worksheet
___Updated Participant, Housing & Meal Plan Counts
___List of Cafeteria Dietary Needs, Allergies & Sensitivities
___Updated Equipment, Classroom, Meeting Room & Activity Area Requests
___Room Set-up, AV Equipment & Technician Requests
10 Business Days Prior to Start of Program
___Emergency Response Plan - Full Version
___Guaranteed Minimum Meal Plan Counts
___Updated List of Cafeteria Dietary Needs, Allergies & Sensitivities
___Guaranteed Housing Counts
___List of all Program Participants, Housing Roster and Room Assignments
___List of all Authorized Adults Working with Minors who have Completed Training
___Final Count to Catering Due 10 Business Days in Advance of Catered Events
___Payment for 50% of Lodging & Meal Expenses
After the Program Ends
___Payment of Balance Due & any Damages if Applicable