Conference Planning Checklist & Timeline

Use this chronological checklist and timeline to help plan your conference. If you have any questions, please contact ecsuwt@uw.edu

Please note: We realize that some conferences might be on a shorter timeline, so feel free to use this as a guide and adjust accordingly to your timeline taking into account all your factors and the information below. The bigger the conference, the more time generally needed. This is due to some Conferences requiring approval and review processes for food, Facility support, staffing support, etc. which can take 3–5 weeks.

Initial planning

• Determine event goals and objectives
• Identify program details
  • General format
  • Number of attendees
  • Options for program dates
  • Food options
  • Meeting and classroom space requirements
  • Accommodation needs
  • Equipment rental
• Establish a budget
• Determine if food will be an option
• Determine what additional services are needed for support: A/V, setup, custodial, security, etc. 
• General ideas for setup
   

6 Months Ahead

• Schedule a tour of the campus (in-person or virtual)
• Identify additional resources: Parking/transportation, catering, media services, etc. 
   

4 Months Ahead

• Finalize space needs: Meeting spaces and/or classrooms (for breakouts)
• Work on catering option (ensure catering options are pre-approved by the Unversity's Public Health department)
• Sign Rental Agreement Contract to finalize arrangements
   

2 Months Ahead

• Provide an agenda to Events & Conference Services office
• Confirm and request any support services: Media Services, Campus Safety/Security, etc.
• Finalize number of guests for catering count
• Finalize catering menu and meal service times
• Obtain food service permit for catering approved by University's Public Health department
   

1 Month Ahead

• Provide participant ADA needs
• Finalize parking needs
• Finalize all meeting room floor plans, setup, and A/V needs
• Provide Events & Conference Services office with your on-site contact info
   

2 Weeks Ahead

• Update Events & Conferences office with any changes
• Provide a conference timeline to Events & Conference Services office
• Ensure you provide Events & Conferences with a copy of special liability insurance
   

During Conference

• Contact Events & Conferences on-site point of contact with any questions that come up during your time on campus
• Ensure conference materials are packed
   

Post-conference

• Events & Conference Services office will process any final charges following the conference
• Final payment is due within 30 calendar days after the invoice date
• Provide any feedback about your experience