Planning Checklist and Timeline

Request Form (September-October)

Received License Agreement (December-February)

  • Signed and Returned License Agreement/Contract - Required 14 days upon email receipt date of contract
  • Submitted Tax Exemption (ST-119.1) - Required 14 days upon receiving contract
  • Submitted Deposit - Required 30 days upon receiving contract 
  • Submitted Certificate of Insurance - Required 90 days prior to check-in 

*Commercial General Liability Insurance covers any incidentals that may occur throughout the duration of your stay. For more information please visit Evidence of Insurance/Certificate of Insurance

One Month Prior To Arrival

  • Submitted Final Bed Count
  • Submitted Final Dining Count

Two Weeks Prior To Arrival

  • Completed Protection of Minors Training
  • Submitted Full Payment
  • Submitted Final List of Participants and Room Assignments 
  • Submitted Emergency Contact Information for On-Campus Staff 
  • Submitted Final Furniture Requests 

Day of Arrival

  • Distributed Check-In Information To Conference Guests
  • Signed Master Key Contract (Youth Groups Only)
  •  Provided Check-In Roster With Signatures 

Day of Departure

  • Confirm All Guests Are Out Of Room By Contracted Check-Out Time
  • Collected Keys Or Returned Keys In Conference Envelopes With Name And Room Assignment 
  • Returned Master Key (Youth Groups Only)

*Any additional charges acquired after the Program Check-Out date will be due 14 calendar days after the Check-Out day.