Conference Planning

Once your date(s) and room(s) are reserved, click through the following topics to assist in your planning.

Room Set Ups
  • How should the room(s) be set up (i.e. round tables, classroom style, theater style,etc.)?
  • What seating capacity is needed in the room(s)?
  • Are coat racks needed?      
  • Is an additional table(s) needed for book signings, awards, etc.?        
  • Is a table(s) needed for registration? 
  • Should the table(s) be clothed and skirted?
  • Will there be pipe and drape or a backdrop in the room(s)?
  • How many presenters will there be?
  • What room(s) will presenters be in?
  • Should the presenters be elevated on a stage?Do presenters need access to an LCD projector and screen?
  • Do presenters need special technology?
  • Do presenters need easels, flip charts, or white boards?
  • Do presenters prefer wired, handheld, or lapel microphones?
  • Do presenters plan to use Skype during their presentation?
  • Are presenters bringing a laptop (if so, what kind?) or will they use a facility provided PC?
  • Do presenters need wireless internet access?
  • Where will the vendors be located?
  • What time will vendors be setting up?
  • Do the vendor tables need to be clothed and skirted?
  • Do vendors need access to electricity or wireless internet?
  • Do vendors need carts for hauling items from their vehicle to their table?
  • Do vendors need access to a freight elevator for transporting large items?
  • Will there be live music or a live performer?  If so, when, where, and what is their arrival time and load in needs?
  • Will recorded music be played?  If so, will it be from a DVD, CD, iPod, or the XM House Sound?
  • Is special lighting needed?
  • Are there any special audio/visual equipment needs?
  • Is a dance floor needed?
  • What meals will be offered?
  • Will there be refreshment breaks or a social hour?
  • Will alcohol be served?  Hosted or cash bar?
  • Will meals be served or buffet style?
  • Will there be any other food arrangements, such as cafeteria or retail dining?
  • What time will the conference organizers arrive?
  • What time will presenters and attendees arrive?
  • How will the conference flow throughout the day?
  • Has a final schedule been provided to the Facilities Coordinator?
  • How many vehicles will need parking on campus? (Don't forget about presenters, vendors, and conference organizers.)
  • How will parking permits and directions be distributed?
  • How will guests find their designated parking location?
  • Will there be a parking attendant(s)?
  • Will shuttle service be provided?
  • Will conference organizers, presenters, vendors, or attendees need access to a copier, printer, or fax machine?
  • Will attendees need wireless internet access?
  • Will sign holders be needed for directional signage?
  • Who is the on-site, day-of contact person from your organization?




Print the conference planning checklist.

Technology Assistance

A black house phone is available in every meeting room.  Just dial "O" for assistance.

Alcohol Service

Review the alcohol beverage service policy.

Contact Us

Conference and Event Services
Division of Student Affairs
170 University Center
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