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Conference Planner's Guide

This guide is a resource for conference group leaders who are planning a conference, meeting or other event through the SDSU Conference Center. It contains information about Conference Center policies and services, and gives direction regarding contract requirements.

We look forward to working with you throughout your planning process! Please call us whenever you need assistance or have questions.

Planning Timeline

November/December

The housing, dining, and facilities rates are updated for the following summer’s conferences and will be send out along with information on contracting to all groups who have inquired about using our accommodations for the following summer. For the most efficient planning make sure to have contacted us and requested a proposal prior to this time.

In order to secure your reservation and begin contracting at this point or shortly thereafter, have the following information prepared as soon as possible:    

• Exact dates are important at this point. The sooner you can have finalized dates the sooner we can get your contract written.

• Meals and catering needed during your stay.   Having a general day-by-day list of all meals and catered events makes the process move along nicely.

• Know your arrival and departure times.

• A general feel for the number of participants and staff is required at this point as well.  When returning the signed contracts, a $15 /person deposit is required to process and reserve your spot for the summer.

• Knowing what types of facilities you will need is also important. For our bigger rooms, the sooner we know what you need the more likely it is that we can get the space reserved for you.

• Equipment that will be used is also good to know at this time although not required.

• You should inform your conference coordinator of any special needs for the group or individuals as soon as you are aware of them (dietary, physical, medical or otherwise).

While we recommend having the above information ready, it is not required during the specified time. We will continue to contract through April 1st.  However, the sooner you have the information ready, the sooner we can contract and secure your stay with us. All contracts and initial deposits are required to be returned two weeks after being sent out to you.  It is also a good idea at this time to schedule a tour of the campus and our facilities.

60 Days Prior to Conference

• An up to date head count of participants is required.

• Finalize all meeting room requests and set-ups.

30 Days Prior to Conference

• Second deposit is due.

• Proof of insurance is due. 

• Finalize all housing, dining, and catering plans. Make sure all dates and times are correct.

• Submit all set-up requests throughout the conference. Different set-ups include: check-in/out, classrooms, lecture rooms, offices, storage, etc.  All set-ups should include number of chairs and tables, audio/visual equipment and other equipment needed, type of set-up (classroom style, lecture style, banquet style, etc).

• Inform your conference coordinator of any early/late arrivals or departures.
  

10 Days Prior to Conference

• Final payment is due.

• Final count of guaranteed participants is due with a housing list and room assignments (please include with the room assignments each participant’s gender, whether they are in a single or double room, whether they are staff or a participant and mobile/special needs). If you would like us to assign rooms for you please also include any roommate requests.

• A contact sheet for chaperones and staff to keep with the Conference Assistant and the front desk.

• The number of commuters must be submitted if applicable.

• A final agenda of the conference should be submitted for the Conference Assistant and the front desk.

• Review all catering, meals, facilities and set-ups.

 

Tips

Conference Coordinator

Conference coordinators can match your needs to the best this campus offers.  They are creative and supply multiple solutions to your logistical situations.

• Provide a draft of the program/agenda or outline of activities IMMEDIATELY for your coordinator. Samples of previous year’s programs are very helpful as well.

• Review your budget with your coordinator. They may suggest that you increase your budget to include costs for lost keys, damages or last minute requests.

• Review your brochure and all printed material with your coordinator prior to mailing. This is required and can avoid costly mistakes.

• Make sure facilities meet the needs of your conference. Your coordinator can find alternate campus locations and tell you when our site may not be feasible.

• Many meeting spaces are equipped with technology and highly skilled support personnel to assist with your audio/visual concerns.  Ask your coordinator if this may be something you are interested in.

Dining Considerations for Planners

• Replacing a standard meal with a special event will enhance any conference.

• Starting with a reception so attendees have food to eat as they arrive is advisable.

• Campus dining options are limited on weekends and late evenings- plan accordingly.
  
  

Financial Advice

• Don’t overestimate the number of people coming. Contractually, this could be very costly. It’s better to come in with low numbers and climb a little as your deadline approaches.

• Pay attention to deadlines listed in the contract and ask your conference coordinator for tips on saving you money.

• Review final bill as soon as you receive it. If anything is incorrect, the earlier you notify us, the more likely we can help.

 

Planning the Details

When selecting a room size, consider the following types:

• Auditorium/Theatre Style
• Banquet Style
• Classroom Style
• Reception Style

When selecting a meeting room, consider the amenities:           

• Water
• Sound system
• Lighting
• Podium
• Stage
• Type of chairs
• Occupancy

When selecting meal types, consider the following options:

            Standard meal schedule
            Banquet/catered events, receptions
            Alcohol Policy
            Snacks

When planning Breaks, consider the following:

            Day
            Time
            Duration
            Set-up location
            Snacks

When considering Audio/Visual use, consider the following:

            Determine needs of speakers
            Screens
            Projector
            Overhead projector
            Audio equipment (hand held microphones, lapel microphones, etc.)
            TV/VCR/DVD
           

Understanding Your Due Dates

Advanced planning is essential for the success of your conference.  Try to stay ahead of your due dates. Last minute requests can be difficult to meet during peak business times and alternative arrangements may be hard to find.

• Contract- A non-refundable deposit of $15 per person is due with your contract.

• ADA Information- Special needs and accommodation requests are due 30 days prior to Meeting dates/times- Meeting room requirements are due at least 60 days prior to the start of your conference (rooms are subject to availability).

• Contract and guarantee numbers- Final numbers of housed participants and commuters are due 10 days prior to the start of your conference.

• Insurance Requirements- Certificate of General Liability Insurance is due 30 days prior to the start of your conference.

• Catering Requests (and alcohol permits)- Catering requests and final numbers are due 30 days prior to the start of your conference.

• Prepayment- 100% of contracted housing is due 10 days prior to the start of your conference.

• Housing Assignments (rooming list)- housing assignments for all participants are due 10 days prior to the start of your conference.

• Audio/Visual Requests- Final A/V requests are due 30 days prior to the start of your conference.