Getting Started

 

Every conference is unique, but all successful conferences require careful planning and coordination. Our Conference Services staff will work with the conference organizer throughout the year to make housing, dining and other arrangements for the upcoming summer conference. The following timeline will help guide you through the conference planning process:

 

 

 

 

 

WINTER







 

The conference provides Conference Services with tentative dates, estimated guest counts, meeting space requirements and other conference needs. A University of Washington department sponsor is obtained and the Request for Use of University Facilities (RUUF) form is submitted for approval.

SPRING






 

Current conference season rates are established. Arrangements for room and board, meeting space, catering and other conference needs are finalized in the Letter of Agreement. Pre-payments are made. Final payments are scheduled.

THREE WEEKS PRIOR TO CONFERENCE CHECK-IN

 



 

 

Name Lists and reservation forms are submitted and guests are assigned to rooms. Catering menus and counts are finalized. Meeting space is confirmed and diagrams are created.

 

 

University Approval

 

All events involving visitors from off-campus require prior University of Washington approval. This is the first step in planning your conference. Approval must be obtained via the Request for Use of University Facilities form which will be provided by Conference Services. The conference must complete and submit the form for preliminary approval to the dean, director or chair of a University of Washington department. The form is then electronically sent to the Committee on Use of University Facilities for final approval. Please plan ahead! This process can take several weeks, and reservations cannot be confirmed until the request is approved.

 

If you have questions, please do not hesitate to contact us.