Planning Guide
I. GETTING STARTED
• What is the purpose of the meeting?
• Is it intended to educate, entertain, motivate, or plan?
• What will the daily functions entail?
• How many will be attending?
• Will the camp/conference need meeting room facilities or audiovisual equipment?
• How many sleeping rooms will be needed?
II. AVAILABLE FACILITIES
Meeting Room Facilities:
• Have you looked at the available facilities?
• Will the room capacity fit your needs?
• Will any rooms need to be darkened for audio-visual needs?
• Has your meeting space been reserved with the university?
Athletic Facilities:
• What fields will be needed?
• Do the fields need to be lined?
• Will you need any lighting in the evening?
• Will there be any other special needs?
III. TECHNICAL AND AUDIO/VISUAL EQUIPMENT
• What will your audio visual needs be?
• Will you need a technician to help with any technical needs such as lighting, sound, and special staging?
• Remember to consider all of the equipment that will be needed: TV/VCR, overhead projector, tripods, microphones and sound systems, DVD player, and etc. This is provided at a nominal cost.
• Remember to test all equipment before it starts.
(If you have your own equipment, let us know so we can check out the availability of outlets in each room.)
IV. LODGING
• How many rooms will you need?
• Will you need singles or doubles?
• Will your participants want air-conditioned facilities?
• Do your participants have a preference where they stay?
V. FOOD AND BEVERAGE
• How many participants will be eating on the meal plan?
• How many meals will need to be prepared for your group?
• Will you need refreshment breaks?
• Get a guarantee number two weeks prior to your camp or conference.
Finalize your meal schedule:
Meal times: (groups of >200 should stagger their meal times to avoid congestion)
• Breakfast:
7:00 a.m., 7:15 a.m., 7:30 a.m., 7:45 a.m.
• Lunch:
11:30-noon, 12:15 p.m., 12:30 p.m., 12:45 p.m.
• Supper:
5:00 p.m., 5:15 p.m., 5:30 p.m., 5:45 p.m.
VI. CHECK-IN
• Can every participant make your designated check-in time?
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