Plan a Summer Conference

Review the Conference & Event Services terms and conditions and establish following:

• A budget
• A preferred and alternate conference dates
• An estimated guest count. Conference & Event Services recommends being conservative in your estimates. You can always increase before arrival, depending on availability.
• The type of meeting rooms needed and desired seating arrangements
• A/V equipment and catering needs

SUBMIT TO CES:

• Screening form (new organizations only)
• Booking request

After your booking request is approved, you will receive a “tentative hold confirmation” and a quote for overnight accommodations, linen, and dining services.

Please note: costs for housing and auxiliary services are subject to change and pending University approval.

SUBMIT TO CES: Due within 14 days of receipt of Summer Conference Agreement and Appendix.

• Signed Summer Conference Agreement and Appendix (all pages)
• Insurance Certificate and additional insured endorsement form
• State Tax exception certificate (applicable to non-profits within CA)
• First Deposit of 30% of conference balance.

SUBMIT TO CES:

• Marketing materials

SUBMIT TO CES:

• Any increases to overnight accommodations and dining numbers (in writing). Contact the summer coordinator to address the following needs:
  • Date
  • Time
  • Location of pre-conference briefing

Send correspondence to conference attendees, speakers, and staff about dietary restriction for catering and dining center meals.

SUBMIT TO CES:

• Bus shuttle permits and/or parking requests
• Preliminary program schedule
• Itemized audio and visual equipment lists (fees will apply)
• Preliminary food and beverage needs with Catering Services

SUBMIT TO CES:

• 100% of the conference account balance
• Finalized parking or bus shuttle permit
• Finalized meeting and classroom setups, including diagrams
• Rooming list for overnight guests
• Finalized check in/out location and times

SUBMIT TO CES:

• Final rooming list.  Include names, gender, room assignments, special needs, and whether any early arrivals or late departures exist (additional fees will apply).
• Meeting room or classroom changes
• Final daily itinerary of conference/event schedule

SUBMIT TO CES:

• Boxed Meal Request Form for take-away or boxed meals
• Finalize check-in time period for majority of guests (two hour time period).