Planning Time Line


Throughout the year, Conference Services will work with the planner to provide specific information about our accommodations, meeting facilities, availability, services and rates.

Below is a typical time line of the conference planning process:


The Conference provides Conference Services with tentative dates, estimated guest counts, meeting facility requirements and other Conference needs.


Current conference season rates are established. The Request for Use of University Facilities (RUUF) form is submitted by the Conference and UW department sponsorship is confirmed. Arrangements for room and board, meeting facilities, catering and other Conference needs are finalized in the Letter of Agreement.


Prepayments are made. Name Lists and Reservation Forms are submitted, and guests are assigned to rooms. Catering menus and counts are finalized. Meeting facilities are confirmed and diagrams are created.