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Plan Your Event

Interested in hosting a camp, conference, or event on campus? Your Conference & Event Services coordinator will guide you through an individual planning process to ensure your event runs smoothly. 

CES reviews contracts and rates annually. Once they are finalized, the following process begins:

  • CES Intern confirms Reservation Form receipt
  • CES Coordinator follows up with client to share next steps
  • CES prepares an event quote for client review and approval
  • Once the quote is approved, CES finalizes reservation details and prepares contract
  • Client reviews and signed contract
  • CES sends a welcome letter 30 days prior to arrival with an overview of services
  • CES provides a statement of account to client within 14 days of departure date
  • University of Minnesota accounts receivable provides client a final invoice for payment


Task Deadline
Client submits Reservation Request to CES

Initiates the contracting process

Client reviews CES quote and approves or recommends changes

Within 14 days of receipt of quote, contract prep follows

Client returns (1) signature page of contract, (2) certificate of liability insurance, (3) deposit, and (4) non-profit documentation

Within 30 days of receipt of contract

Client provides on-site contact information (email and phone) and schedule of activities to CES Coordinator

30 days or more prior to arrival

Final service guarantees due as applicable:

  • Housing: Business Operations Supervisor
  • Dining: Meal Plan Office
  • Gopher Gold: Conference & Event Services
  • Parking: Conference & Event Services

By 8:00 am, 14 days or more prior to arrival

Client reviews billing for any errors and confirms with CES

Within 14 days of receipt of statement of account

Client remits final payment upon receipt of invoice

By deadline provided on final invoice