Conference Planning Timeline
Below you will find a suggested timeline and some things to consider when planning the housing, dining, catering and meeting space portion of your conference.
First, there are three main steps to holding your conference here at Cal Poly Humboldt
When filling out the inquiry form, tell us as much as you can about your event so we can make sure we have the necessary facilities.
Once you know we have the facilities you need, fill out the application form. This will start the process of getting your space reserved.
Once you have filled out the application, it's time to make a reservation payment, coordinate accommodations, and order meals.
Contracts & Agreements
Once applications and/or inquiries have been received, a contract will be prepared. Planners should review, sign and return the contract to secure the reservation for the conference group.
View our Things to Consider section after the Timeline if you need guidence on facilities, catering, parking, accommodations, or policies.
Timeline for a Successful Conference
One Month Prior to the Conference
Review all arrangements
Review all facilities, housing and dining arrangements.
Participate in a tour
Schedule a tour of the residence hall(s), cafeteria, the Conference desk and meeting spaces if you haven't already.
Send us special set-up information
Provide special set-up information (for meeting rooms, catering, audio-visual equipment, etc. Include date, time, locations and number of people attending.
Order parking permits
Will you be needing parking permits in advance to pass out to your staff or participants? Arrangements can be made to purchase or invoice a batch of parking permits.
Request meal tickets
Will you need any meal tickets? Meal tickets are wonderful if you are using a meal plan for the group staying on campus, but also have commuters that will be dining with the group or special guests you would like to bring to meals at your convenience. You may request a number of breakfast, lunch or dinner tickets for the length of your conference.
Plan for unexpected guests
Do you anticipate any walk-ins or late registering participants? Plan ahead for these unexpected siuations.
Tell us about early arrivals or late departures
Do you have any guests who will be arriving early or departing late? We can make special arrangements on a case-by-case basis.
Submit liability insurance for off-campus groups
Off-campus groups must have their liability insurance submitted to the Conference Coordinator.
Submit a signed contract
Submit finalized and signed contract agreement to the Conference & Event Coordinator.
14 days Prior to the Conference
Send us a list of participants and room assignments
Provide a housing list of participants and their room assignments (if needed). If we will be assigning the rooms, please include on the roster; the participant's name, gender, single or double room choice and any roommate request or mobility/special need requests and contact information. Please mark staff, coaches and chaperones names so we are aware of whom to contact if there is an emergency in the residence hall during your stay.
Send us a list of participants staying off-campus
Provide numbers of possible commuters (for meals and meetings).
Submit your conference schedule
Submit the conferences schedule, agenda or program for us to place at the Conference desk for your participant's convenience.
Send catering counts
Finalize all requests for catering counts and meeting and equipment set-ups.
Send medical release forms for minors
You must provide copies of medical release forms for all minor participants.
Last chance to cancel wihout penalty
This is the last opportunity to cancel your event without penalty fees.
Cancellation requests must be received in writing no less than 14 days prior to the events start date. Cancellations received with less than 14 days notice will be charged partial fees, and cancellations received with less than 7 days notice will be charged in full for the amount of the agreement, including any additional fees or costs.
Insurance & Background Checks
Conference groups will need to provide a (minimum) $2,000,000 liability insurance policy naming Cal Poly Humboldt as additionally insured for the dates of your conference. Proof of this policy has to be given to the Conference Coordinator no later than 30 days prior to your conference.
Groups with minors (children under the age of 18) must provide at least one chaperone (background checked person in a supervisory position and 18 or older) per fifteen minors. The chaperones must stay in the residence hall with the minors, and at least one chaperone must be on each floor or in each suite/apt occupied by minors. See the Conference Coordinator to ensure all necessary security clearances have been met. Each chaperone must have cleared a background check and provided results, prior to the beginning of the conference. Keys will not be distributed until this clearance is received and confirmed.
Groups with minor participants (children under the age of 18) must give a copy of each participant's medical release form to the Conference & Event Coordinator prior to the start of the conference. This information will be kept private and confidential at the Conference Desk and will only be accessed in the case of an emergency.
