Conference Timeline

Prior to the Conference

October 15 - November 15

  • Application for returning Summer Conferences/Camps/Programs is active for priority consideration
  • Application is submitted
  • Meeting with Conference Organizer (if needed) is set to discuss details

November 15 - December 15

  • Application for new Summer Conferences/Camps/Programs priority applications are accepted
  • Application is submitted
  • Sponsorship form (if required) is returned to the Office of Campus Services (new conferences are not reviewed until both documents are submitted)
  • Meeting with Conference Organizer is set to discuss details

December 15 - March 1

  • Applications for Conferences/Camps/Programs may be submitted on a space available basis and are processed after all other applications are confirmed
  • Sponsorship form (if required) is returned to the Office of Campus Services (new conferences are not reviewed until both documents are submitted)
  • Meeting with Conference Organizer is set to discuss details

December/January

  • Conference date(s) confirmation letter is sent from the Office of Campus Services
  • Package rates are determined by the Office of Campus Services and a rough estimate is provided

January/February/March

  • Letter of Agreement is written and sent to the Conference Organizer for priority conferences
  • Letter of Agreement is signed and returned by return date to the Office of Campus Services

February

  • Medical forms and liability waivers are sent to Conference Organizer
  • Menus for catered events are sent to Conference Organizer

March/April

  • Certificate of Liability Insurance (if required) is sent to the Office of Campus Services
  • Protection of Minors Certification is Submitted

Late April/Early May 

  • All catered event menus are finalized with the Office of Campus Services

  • Classrooms are finalized and confirmed with Conference Organizer

Estimates and Guarantees:

  • Estimate numbers and preliminary roster is emailed by 2:00 p.m. (CST) to the Office of Campus Services by date specified in Letter of Agreement.
  • Approximately 10 Working Days Prior to Arrival: Guaranteed numbers and final roster is emailed by 2:00 p.m. (CST) to the Office of Campus Services by date specified in Letter of Agreement.

During the Conference

  • Conference arrives on campus and Liability Waivers collected.
  • Conference Assistant interacts daily with Conference Organizer or designated person.
  • Conference departs from campus.

After the Conference

  • Final master bill is coordinated and emailed to the Conference Organizer from the Office of Campus Services. Please note these are emailed approximately 30 - 60 days after the conference concludes.
  • Payment from Conference Organizer is received within 30 days of billing date unless otherwise noted in the facility agreement