Consider this "Conference Planning 101."
At the University of Dayton, we are here for you as you plan and execute your summer conference. The following is a basic guide that outlines the process of reserving housing, meeting spaces and meals.
Start Your Planning
- Consider possible dates for conference.
- Estimate how many participants will be involved.
- Complete and submit Conference Planning Worksheet to reserve your dates.
Once We Have Confirmed Your Dates
- Determine your meeting needs; meeting rooms for the summer are reserved on a first-come first-served basis, and many dates fill up quickly.
- Don't forget banquet(s), game night(s), movie night(s) and the RecPlex!
- Complete request for additional meeting space, review initial contract and complete within 14 days of receipt to secure housing.
After Submitting Your Initial Contract
- Begin to determine a daily schedule.
- Review and edit meeting room reservations.
- Determine exact meal needs, provide estimated attendance at each meal.
Two Months before Conference
- Review letter of agreement and final contract; complete within 14 days of receipt.
- Schedule a meeting with Asst. Director of Summer Conferences to review all details of conference.
2-3 Weeks Before Conference
- Complete and submit rooming list no later than 7 days prior to the event.
- Confirm all meeting requests.
- Confirm all catering and dining requests.
After Your Conference
- Receive invoice within 30 days after conference.
- Remit payment within 30 days after receipt of invoice.
