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
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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.