Planning Time Lines
Following is an estimate of the time line and general requirements for the planning process for groups holding programs on our campus, as well as some key information about what to expect when planning a program to be held here. This may seem like a lot of information, but we are just trying to be thorough and make sure that there are no surprises when Programs work with us! If this brings up any questions or concerns, please feel free to contact us.
- An interested party (“program”) submits a request form to the
Conference & Event Services office for review.
- The form is reviewed by Conference & Event Services and a determination is made as to whether Seattle University will be able to adequately serve the program.
- Conference & Event Services sends notification to the program with information on whether or not the program can be held on the Seattle University campus.
- Along with the notification, Conference & Event Services will also send a Welcome Letter and copy of this Time Line. (Note: These steps may also be conducted via e-mail.)
- Please note that all of the program’s materials that mention Seattle University must be approved, prior to publication, by Conference & Event Services. This approval is usually able to be given on the same day it is requested. The Organizer should submit materials on behalf of the program at the time they are developed, no matter where in the planning process they are created.
- Conference & Event Services sends a “Preliminary Arrangements Form” to the Program Organizer; this usually happens between fall and winter. The form is not a contract (although some people think it resembles one). The Preliminary Arrangements Form is a summary of what we understand the program’s wants and needs to be.
It is very important for the Program to review this form thoroughly and correct any mistakes; information gathered from it is used to create the Agreement.
- Conference & Event Services discusses deadlines with the Program Organizer. Along with the Preliminary Arrangements Form, Conference & Event Services sends a “Deadline Information Sheet” that is specific to the program. (For persons that do not like working with checklists, then Conference & Event Services will notify the Program about deadlines in whatever manner the Program prefers to receive the information—phone, fax, e-mail, or letter.)
On the Deadline Information Sheet, each of the required deadlines is listed, along with the actual date (specific to that Program) that the information needs to be submitted to Conference & Event Services. (For example, we require that 60 days out, programs update us of their expected number of participants. On the Deadline Information Form, this is noted along with the actual date that “60 days out” means to the program.)
It is very important that the program submits all deadline information in a timely manner so that Conference & Event Services can provide the best possible assistance to the Program.
- As soon as possible (but by no later than 90 days prior to the start of the Program), the Program Organizer must supply the university with proof of the Organization’s 501(c)(3) tax-exempt status.
- Early in the calendar year in which the program takes place, Conference & Event Services will assign an Event Coordinator to each program. This Event Coordinator will be the program’s contact from that point on, and will work with the Program Organizer to ensure that all information about university facilities and services is conveyed in a timely manner as the Organizer needs it.
- In developing any registration form for the Program, the Program Organizer is encouraged to remember Seattle University deadlines when assigning its own deadlines. For example: if Seattle University requests confirmed numbers by June 1, the Program should consider telling its participants that they must submit information by May 30 so that the Program has time to compile the information and present it to Seattle University.
- Federal law requires that the Organization ask whether or not participants have any special needs that need accommodation (including dietary needs), and convey that information to the university. Seattle University requires that information by 60 days prior to the start of the Program; we recommend that the Program Organizer requires that participants return that information by 70 days prior to the start of the Program in order to allow the Program Organizer to compile the information in time for the deadline.
- Once the Preliminary Arrangements Form has been filled out and submitted to Seattle University, Conference & Event Services will send the Agreement to the program. The Agreement may be signed only by someone authorized to make agreements on behalf of the Organization. Because making written notes of any kind on the Agreement may render it invalid, we ask that the Organizer contact their Event Coordinator immediately if they have any questions or concerns about items on the Agreement.
- At the time the Agreement is due (between 14 and 30 days after it is sent), a non-refundable Conference Fee of $500.00 is due. Please note this is the first time that any moneys are required. Up to this time, the Program may cancel without any financial obligation.
- If the program finds it necessary to cancel, fees charged are as follows:
Please note that all deposits and fees paid by the Organization as of the date of Seattle University’s receipt of the cancellation request will be applied against the total liquidated damages due.
- Between 150 and 91 days from the Program (i.e., five months to three months from the check in date), a fee of 25% of the “Total Estimated Conference Charges” as noted in the Agreement will be assessed;
- Between 90 days and 46 days prior to the first day of the Program, a fee of 50% of the “Total Estimated Conference Charges” as noted in the Agreement will be assessed;
- Between 45 days and 22 days prior to the first day of the Program a fee of 25% of the “Total Estimated Conference Charges” as noted in the Agreement will be assessed;
- Between 21 days and the first day of the program, a fee of 100% of the “Total Estimated Conference Charges” as noted in the Agreement will be assessed.
- Conference & Event Services must receive updated numbers of participants, both resident and commuter, 60 days prior to the beginning of the Program. At this time, we also require a list of participants that have special accommodation needs and special dietary needs and specifically what those needs are. Also at this time, a preliminary copy of the agenda or program schedule is due. Finally, a deposit, 25% of the remaining “Total Estimated Conference Charges” is due.
- If the Program wishes to have vendors, concessions, or sales of any kind on campus, a form must be submitted for approval. Because of tax laws, we are usually unable to have any for-profit organizations selling any items on campus. In addition, the university has very strict regulations concerning the sales of goods. Therefore, if the Organization has any vendors, it is very important to contact CES early to be able to make the correct determination.
- In the spring, Conference & Event Services hires a complete staff of students, called “Conference Assistants,” to handle implementation, check in, and event management of our summer programs. The Conference Assistants will assist the Event Coordinator in supporting the Program. During the program, a staff member from Conference & Event Services will be able to be reached for assistance at all times, day or night.
- Before the Program arrives, Conference & Event Services will send housing assignment spreadsheets and residence hall floor plans to the Organizer. (Programs may also request that Conference & Event Services do housing assignments, or do the assigning participants to specific bedrooms for their stays, at no additional charge.) The completed housing spreadsheets (otherwise known as the “Name List”) or participant lists—in the specific spreadsheet format which Seattle University provides—are due at Conference & Event Services by no later than 21 days before the first day of the program.
- Seattle University must receive a certificate showing the Program’s appropriate liability insurance coverage (and naming the university as additional insured), by one month before the Program’s check in date. If the program is not currently working with an insurance agency, we can refer the program to our vendor and coverage may be purchased online.
- The biggest Seattle University deadline is the “21 day deadline.” By this time,
Conference & Event Services must receive—in writing—the Program’s guaranteed numbers of participants (resident and commuting) for the program. Final requests for facilities and their media needs and room set ups are required. In addition, any preliminary requests for catering are due. (Final arrangements and numbers are not due for some time.) In addition, a final copy of the Program agenda or schedule is due. Note that a fine is assessed for every day late the agenda and/or Name Lists or participant lists are received. Finally, a deposit, 75% of the “Total Estimated Conference Charges,” is due.
- When the program’s staff members arrive, Conference & Event Services staff will meet with them to answer any questions, make any final arrangements, and ensure that all the preparations are going as planned. Written documentation of arrangements will be given to the program as well.
- Should the program wish to return in subsequent years, a request for dates for the next desired year should be made as soon as possible. Reservation of future dates does not obligate the program to accept them, but does set aside space on the future calendar.
- Within 30 days of the close of the program, the Program Organizer will be sent an itemized preliminary invoice. This will have detailed information on each participant and their charges. The Organizer will be able to review this and notify us of any changes or corrections. When the final invoice is issued, the Program has 30 days to pay any outstanding balances.
One further important note: although the Organizer should try whenever possible to communicate with whichever Event Coordinator is assigned to them for support, we never want you to wait for answers to your questions! The Organizer is always welcome to ask questions of anyone that answers the telephone, or is at the front desk. We always want to be able to support you with whatever your requests may be!
For more information about the campus, program or services, you are welcome to continue to navigate this website. It has useful information (such as directions, maps and policies) to help answer many questions you might have. In addition, if you have any suggestions as to material we should provide, please feel free to contact us!
Thanks again for choosing Seattle University for your program. We wish you the best of luck in your planning process!