Resources

Planning Timeline
Planning a conference can be a hefty endeavor. What follows is a list of steps to help you in the conference planning process.

The First Step

• Select Dates & Alternative Dates
• Estimate Attendance (residents and commuters)
• Determine Meeting Room Needs
• Determine Dining & Catering Needs
• Contact Tufts University Conference Bureau
• Schedule a Tour of Campus
• Set Budget

The Second Step

• Draft and send out a Conference Proposal
• Review, sign and return conference Letter of Agreement
• Send out required deposits by date indicated on the Letter of Agreement
• Insurance: A certificate of liability insurance must be on file prior to your arrival on campus.

Six Weeks Prior to Your Conference

• Food Arrangements: Banquets, receptions, barbecues must be pre-arranged to assure a successful event.
• Determine times and locations for special events.
• Mail or fax a copy of your conference's schedule to the Conference Bureau's Conference Coordinator.
• Prepare and discuss with the Conference Bureau your conference's audio-visual needs.

Two Weeks Prior to Your Conference

• Mail or fax a copy of your conference roster, as up to date as possible, with arrival and departure dates.
• Re-confirm your classroom and meeting room needs as well as all audio visual requirements.
• Finalize times and locations for all events requiring food and beverage service.
• Meal Count: Provide an expected head count for the group. (Final minimum guarantees are due one week prior to arrival.)

Back to main Resources page.