Planning Timeline

We want you to have the best event experience you can at Saint Mary's. Below is a timeline that will help with the steps leading up to your event. Following these suggested guidelines will allow our staff to make sure your event is on track to being a success!

First Steps Prior to Arrival

  • Determine preferred dates for the event/conference
  • Determine a budget for the event/conference
  • Estimate the number of participants and housing arrangements (Summer conferences only)
  • Estimate the number of meeting rooms and facilities needed for the event/conference
  • Determine dining and catering needs
  • Determine Media Services needs
  • Schedule a site visit if needed
  • Submit your Event Specification Form to Conference Services


Second Steps Prior to Arrival

  • Review, sign and return the Campus or Facility Usage Agreement (“Contract”).
  • Submit required 25% deposit sum of Residential Reservations, Meeting / Classroom Reservations, and Media Services event costs where applicable within 30 days of the Contracts’ issue date.  
  • Insurance: A certificate of liability insurance must be on file prior to your arrival on campus.
  • Alcohol Policy:  A signed Alcohol Policy must be on file prior to your arrival on campus.


3-6 Months Prior to Arrival

  • Draft a schedule/agenda of specific daily events and requirements.
  • Contact Catering (Sodexo) directly or work with Conference Services to arrange food and beverage needs.


3 Months Prior to Arrival

  • Able to cancel the event/conference and receive deposit back in full if cancellation is given in writing sixty days prior to the event. If event is cancelled within sixty days of the event then the deposit is non-refundable.


2 Months Prior to Arrival

  • Finalize catering needs
  • Finalize audio-visual needs
  • Submit a programming schedule to Conference Services including:
    • Times and locations of meetings/events
    • Room setup requirements
    • Preferred check-in and checkout times, and locations for overnight accommodations
    • Preliminary participant roster and rooming list for overnight accommodations


30 Days Prior to Arrival

  • Reconfirm finalized participant roster and rooming list for overnight accommodations
  • Reconfirm the finalized programming schedule to Conference Services
  • Reconfirm catering needs
  • Reconfirm audio-visual needs



15 Days Prior to Arrival

  • Final Payment of the remaining balance is due 15 days prior to event start.
  • Submit participant roster if group prefers to have Conference Services compile room assignments.
  • Room assignments are due.
  • Submit the list of early/late departures if applicable.
  • Confirm food and beverage arrangements are finalized.


5 Days Prior to Arrival

  • Submit a No Show list for overnight accommodations. If there are No Shows at by the start of the event those fees are non-refundable.
  • Final Participant numbers may be increased by up to 10% up until five (5) days prior to the Arrival Date, subject to room availability and additional charges.  



  • Participants must vacate their rooms no later than 11:00am.
  • Luggage storage is available free of charge.
  • Final invoice is sent 5 days after group/conference departure.
  • Final payment is due 30 days after receiving final invoice.

***Please note that this is a general timeline. Failure to meet one or more of these requirements may result in fees.