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
  • Submit required deposit by date indicated on the Agreement
  • 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 about food and beverage needs

3 Months Prior to Arrival

  • Able to cancel the event/conference and receive deposit back in full

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

*Deposit is non-refundable if your program is cancelled 8 weeks prior to event date.

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

  • Submit participant roster if group prefers to have Conference Services compile room assignments.
  • Contact Sodexo to ensure food and beverage arrangements are finalized.

10 Days Prior to Arrival

  • If group/conference prefers to compile room assignments without Conference Services, the roster is due.
  • Room assignments are due.
  • Submit the list of early/late departures if applicable.

5 Days Prior to Arrival

  • Submit a No Show list for overnight accommodations.

Departure

  • Check out no later than 10:00am.
  • Luggage storage is available free of charge.
  • Final invoice is sent 7 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 met one or more of these requirements may result in fees. 

 

Maps & Directories

Mailing Address

Saint Mary's College of California
1928 Saint Mary's Road
Moraga, CA 94575
(925) 631-4000
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