Scheduling a Conference

Because conferences can have as few as 10 or as many as 200+ people, the scheduling process is an important one. However, if you follow the guidelines, planning a professional and enjoyable conference can be easy and a great deal!

Conference Planning Timeline

ASAP

Let us know that you have an interest in hosting a conference through us.

We can let you know which buildings are available and how their location relates to the rest of campus or dining facilities. Plus, we can let you know specifics about available facilities. If you are still undecided about where you would like to host your conference, we can give you details that can help you decide if Western is the place for you. By letting us know about you as soon as possible, we can put you on our schedule and guarantee you space before we fill up!

4 Weeks Before Participants Arrive

To make your conference run smoothly, we need the following information now:

  • exact check-in and check-out dates
  • check-in and check-out times*
  • what kind of desk hours your conference needs

*The rates include four desk hours for check-in and check-out time. Additional desk hours are available at $7.00 per staff member, per hour. Some groups have two hours for check-in and check-out each, while others prefer four hours of check-in time. With the second option, participants can use our key drop to check out. The choice is yours.

At this time, you will want to collect from your participants the following information:

  • If they will commute or stay with us
  • If they need a meal plan
  • If there is more than one meal plan, which one they need
  • If they are a vegetarian or vegan
  • Their gender
  • If they want a single or double room
  • If they want a specific roommate, their roommate's name
  • If you want us to assign a roommate
  • If they need a wheelchair accessible room
  • Any other information that might help us assist your needs

3 Weeks Before Participants Arrive

To make your conference run smoothly, we need the above participant information now. We will notify our residence and dining staff and get everything set up for your arrival.

2 Weeks Before Participants Arrive

By 14 days before your conference begins, we need finalized information. This includes room changes, meal plan changes, and arrival dates. Prompt information helps keep our cost and your rates down and your conference a stunning success!