12+ Months Prior to Arrival

• Determine a budget for the event/conference.
• Estimate the number of participants and housing arrangements.
• Estimate the number of meeting rooms and facilities needed for the event/conference.
• Determine preferred dates for the event/conference.
• Submit your inquiry to Conference Services at

Email: confsrv@stmarys-ca.edu Phone: 925-631-4156.

6-12 Months Prior to Arrival

• Submit on-site contact information for the group/conference director.
• Submit the contact information for appropriate billing.

3-6 Months Prior to Arrival

• Draft a schedule of specific daily events and requirements.
• Submit the signed contract with deposit 6 to 8 weeks after it has been received.
• Contact Matt Carroll about food and beverage needs from Sodexo.

Email: mcarroll@stmarys-ca.edu Phone: 925-631-4378

3 Months Prior to Arrival

• Able to cancel the event/conference and receive deposit back in full.
• Continue to make contact with Matt Carroll from Sodexo.

Email: mcarroll@stmarys-ca.edu Phone: 925-631-4378

2 Months Prior to Arrival

• Submit a programming schedule to Conference Services including:
  • Preferred check in and checkout times and locations.
  • Event facilities space needs.
  • Preliminary roaster.
  • Preliminary audio/visual needs.
  • Submit Proof of Insurance.
  • Ability to cancel event without receiving deposit back.

30 Days Prior to Arrival

• Submit bed reservation numbers.
• Submit the finalized plans for:
  • Event daily schedule.
  • Recreational needs.
  • Facility space needs.
  • Audio/visual needs.
  • Finalize all the food and beverage arrangements with Matt Carroll.

Email: mcarroll@stmarys-ca.edu Phone: 925-631-4378

15 Days Prior to Arrival

• Submit participant roster if group prefers to have Conference Services compile room assignments.
• Contact Matt Carroll to ensure food and beverage arrangements are finalized.
• Email: mcarroll@stmarys-ca.edu Phone: 925-631-4378

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

• No Show list due.

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 results in fees. For a complete detailed event planning contract with the cost of fees, please contact Conference Services.

Email: confsrv@stmarys-ca.edu Phone: 925-631-4156.