Conference Timeline

Prior to the Conference

September

  • Application is mailed to the Conference Organizer
  • Application is completed and returned by Conference Organizer
  • Sponsorship form (if required) is returned to the Office of Campus Services

October

  • Meeting with Conference Organizer (if needed) is set to discuss details at length and have campus and facilities tour

November

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

January/February

  • Letter of Agreement is written and sent to the Conference Organizer
  • 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

April

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

May 

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

Approx. 15 Working Days Prior to Arrival:

  • Estimate numbers and preliminary roster is faced or mailed by 2:00 p.m. (CST) to the Office of Campus Services by date specified in Letter of Agreement.
  • Approximately 5 Working Days Prior to Arrival:
  • Guaranteed numbers and final roster is faxed or mailed 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, Medical Forms and/or Liability Waivers collected.
  • Conference Assistant interacts daily with Conference Organizer or designated person.
  • Conference departs from campus.

After the Conference

  • Evaluations are mailed to randomly selected participants.
  • Evaluation is sent to Conference Organizer.
  • Final master bill is coordinated and mailed from the Office of Campus Services.
  • Payment from Conference Organizer is received within 30 days of billing date.