Event Checklist

A Conference Sponsor’s Checklist

Note: The schedule below includes deadlines. If your group provides the Office of Conferences and Special Events with necessary information earlier than the deadlines, it will help the office better serve you.

Two Months Before Conference

  • Provide the Office of Conferences and Special Events with Certificate of Insurance (external groups only).
  • Provide the Office of Conferences and Special Events with your signed conference contract.

One Month Before Conference

  • Tell the Office of Conferences and Special Events which method of room assignment your group would like to use.
  • Provide the Office of Conferences and Special Events with any advanced monetary deposits that are required of your group (external groups only).
  • Complete the Protection of Minors Event Form and return it to the Office of Conferences and Special Events.

Two Weeks Before Conference

  • Provide the Office of Conferences and Special Events with final guarantee numbers including the billable guarantee number for dining by 8:00 a.m. Central Time.
  • Make arrangements for any special catering with the University Catering Office (217) 333-0126.
  • Participants should provide the Office of Conferences and Special Events the Food Allergies/Special Diet Form (pdf) if applicable.
  • Verify final check-in/check-out arrangements with the Office of Conferences and Special Events. 
  • Provide the Office of Conferences and Special Events with meeting space needs including desired set-up and AV needs.
  • Provide the Office of Conferences and Special Events with internet log-on and computer lab needs.

One Week Before Conference

  • Provide the Office of Conferences and Special Events with the names of your current registrants (including room assignments or roommate pairing if applicable).
  • Provide the Office of Conferences and Special Events with your group’s final written conference program.
  • Provide the Office of Conferences and Special Events with your group’s emergency medical arrangements (including information about who on your staff will be maintaining youth medical release forms during the conference). (Youth Groups)
  • Provide the Office of Conferences and Special Events with your group’s behavior standards. (Youth Groups)
  • Provide the Office of Conferences and Special Events with a copy of the instructions for the advisors no later than five (5) days prior to check-in.
  • Provide the Office of Conferences and Special Events with additions to the contracted meal plan including adding meals or adding participants.

Arrival Day

  • Your Conference Coordinator will contact you prior to arrival day to schedule a meeting with you and your staff to discuss the roles of each during the conference. (Youth Groups)