• Event Planner Checklist

Interested in hosting a camp, conference, or event on campus? The outlined list will provide a general planning timeline to assist with hosting your event with Conference & Event Services. Your assigned conference coordinator can guide you through an individual planning process to ensure your event runs smoothly.

Task Deadline

Client submits Request for Proposal/Reservation Request to Conference & Event Services (CES)

Initiates the contracting process

CES Coordinator follows up with client's request and confirms space availability.

*Meeting space reservations are subject to University processes and may have an extended timeline.

1 - 2 business days*


CES drafts a contract for the event and sends contract to client for review

5 - 10 business days

Client returns signature page of contract, certificate of liability insurance, deposit,

and non-profit documentation (as applicable)

30 days from receipt of contract


Submit final housing guarantee (initial attendee numbers and roster) to

the hall's Business Operations Supervisor

14 days or more prior to arrival


Submit final dining, Gopher Gold, and parking guarantees to uces@umn.edu (as applicable)

14 days or more prior to arrival

Provide contact information (email & phone number) for two on-site staff

14 days or more prior to arrival

CES provides final invoice for services to primary contact

14 days or fewer after conference check-out

Client reviews billing for any errors and confirms with CES

14 days or fewer after receipt of invoice

Client remits final payment upon receipt of invoice

By deadline provided on final invoice