Summer Conference Planning Timeline

July 1 –  Oct. 31
  • Secure sponsorship from a University of Texas at Austin vice president or a dean.
  • Submit Summer Conference Reservation Request online and include the following:
    • Estimated dates, university sponsor department and contact, estimated group size, estimated early arrivals or late departures, billing method and estimated dates of meals.
  • Summer Conference Agreement Form will be sent by conference team to be signed by University sponsor and conference organizer.
  • Connect with Summer Conference Team to make residence hall assignments and on-campus dining plans.
Nov. 1 - March 1
  • Summer Conference Agreement Form due to conference team by March 1.
  • Plan Child Protection Training and contact CPT Officer (only applicable for youth groups, ages 17 and under).
  • Provide participant ADA needs or other accommodations to Summer Conference Team.
  • Submit San Jacinto and Duren Event Space Request (usage incurs extra fees).
  • Optional requests, if needed:
    • University Housing and Dining Catering.
    • Audio-visual equipment and furniture for meeting spaces.
    • Recreation Sports facilities.
    • Parking and Transportation Services.
April 1
  • Complete Child Protection Training (only applicable for youth groups, ages 17 and under).
May 1
  • Email by May 1 to set up a phone meeting with conference staff to confirm all plans, including:
    • Conference check-in and check-out times for the residence halls and meal periods.
    • Guest and commuter meal plans.
    • Event space reservations and catering.
    • Final participant ADA needs or other accommodations.
    • Billing information or UT account number.
  • Submit marketing materials pertaining to housing and dining for review.
30 Days Prior to Arrival
  • UHD closes conference registration for individual pay conferences
  • Finalize your conference agenda and publications
  • Submit check-in registration needs (furniture, set-up, lobby space, etc.) and same for check-out
  • Submit final catering choices and guarantee numbers (if needed)
Five Days Prior to Arrival
  • Submit final overnight housing roster with room assignments to Summer Conference Team.
  • Contact Parking and Transportation Services for parking passes or instructions for distribution at check-in.
First Day of Conference
  • Conference organizer should arrive at least one hour prior to check-in to confirm set up is correct and meet with Conference Coordinator to ensure housing roster is accurate.
  • Post signage for conference with blue tape on approved University property locations.
  • Set up check-in tables in designated area or at the front desk.
  • Review cancellations and no-shows.
  • Check event facilities and media equipment (if applicable)
Throughout Conference Stay
  • Report any facility needs or maintenance concerns to the nearest 24-hour desk or to your Conference Coordinator.
  • Report any guest or participant departures and arrivals to your Conference Coordinator.
Last day of the Conference
  • Check out at your designated time.
  • Each participant will need to check out individually to ensure all keys are returned.
  • Coordinate facility clean up and return of rental equipment.
Five Business Days After Last Departure
  • Billing sent to conference organizer. Review final billing invoice for housing, meals, event spaces and/or catering charges. Send approval or any updates needed.
    • Any discrepancies, errors or oversights must be submitted in writing to Conference Services within five business days of billing delivery.
  • Take your website offline.
  • Complete UHD Summer Conference Survey.
Ten Business Days After Last Departure
  • Final bill payment due for housing, meals, event spaces and catering.

Questions or Comments

Please email Conferences and Events.