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Event Planner Information
Event Planner Information
A Conference Sponsor’s Checklist
Note: The schedule below includes deadlines. If your group provides the Office of Conferences & 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 & Special Events with Certificate of Insurance.
- Provide the Office of Conferences & Special Events with your signed conference contract.
One Month Before Conference
- Tell the Office of Conferences & Special Events which method of room assignment your group would like to use.
- Provide the Office of Conferences & Special Events with any advanced monetary deposits that are required of your group.
Three Weeks Before Conference
- Make arrangements for any special catering with University Catering (217) 333-0126.
- Verify final check-in/check-out arrangements with the Office of Conferences & Special Events (including room assignments or roommate pairing if applicable).
- Provide the Office of Conferences & Special Events with final guarantee numbers.
- Provide the Office of Conferences & Special Events with the names of your current registrants.
- Provide the Office of Conferences & Special Events with meeting space needs including desired set-up and AV needs.
Five Days Before Conference
- Provide the Office of Conferences & Special Events with your group’s final written conference program.
- Provide the Office of Conferences & 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 & Special Events with your group’s behavior standards. (Youth Groups)
- Provide the Office of Conferences & Special Events with a copy of the instructions for the advisors no later than five (5) days prior to check-in.
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)