Plan a Summer Conference

Summer Conference dates run the second week of June (beginning on Monday) through the second week of August (ending Sunday).  Program dates may change without notice as needed in preparation for fall semester, please contact Conference Services Supervisor at (415) 405-2220 or confsvcs@sfsu.edu for more details. 

10-12 MONTHS PRIOR

Pre-plan Your 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

8 -10 MONTHS PRIOR

Receive a tentative hold confirmation and quote

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.

6 - 8 MONTHS PRIOR

Receive a Summer Conference Agreement and Appendix

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.

4 - 6 MONTHS PRIOR

SUBMIT TO CES:

  • Marketing materials

90 DAYS PRIOR

Deadline to make changes to overnight accommodations or dining

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

60 DAYS PRIOR

Finalize conference details

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

30 DAYS PRIOR

Submit final payment and final conference details

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

2 WEEKS PRIOR

Submit final attendee information

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

1 WEEK PRIOR

Request take-away meals and finalize check-in 

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).