Conference Checklist

Below is a list of important questions to consider when planning an event. Work orders and catering orders should be submitted two weeks in advance of the event.


When selecting a date, consider:

  1. Does it conflict with major institutional events?
  2. Does it fall on a holiday?


When selecting a location, determine:

  1. Approximate number of attendees
  2. Preferred set up – i.e. classroom style, theater style
  3. Dining needs
  4. Audio visual needs


What will the parking needs entail?

  1. Will your guests be coming by way of bus?
  2. Was parking services notified?


What meals will be provided?

  1. Continental breakfast/morning refresh
  2. Lunch
  3. Afternoon break
  4. Dinner
  5. Table cloths and skirting for registration and display tables


  1. Do you require internet access?
  2. Will you be using PowerPoint or other Windows programs?
  3. Will you be bringing a MAC laptop?


Will you need:

  1. A registration table
  2. Display tables
  3. Easel
  4. Coat racks

Residential Conferences


  1. Type of housing preferred – apartment-style, suite-style or traditional residence halls
  2. Will you require linen service?
  3. Will there be any early arrivals or late departures?