Planning Your Conference

We've compiled a timeline to help you get started planning your conference or camp. We look forward to having you and your group on campus.

 

• Tour OSU's facilities

  If you are new to Oklahoma State University and would like to schedule a tour of venues and residential housing, contact us. We can work with you to find a day and time

• The contract process
  • You (as the conference organizer) will start the contract process by completing the Intent to Schedule (form).
  • We will assign the housing option for that best fits your group's needs and budget and send you a contract.
  • Once you have signed and returned the contract, your conference will be booked.
  • Housing and Residential Life's Conference Services accepts reservations for conferences throughout the year, and often a year or more in advance.
• 4 to 6 months out
  • If you have not done so, complete the Intent to Schedule (form).
  • Set up a meeting with Conference Services to discuss details of camp or conference.
  • Contact is made with OSU Dining Services (if applicable) to discuss menus, etc.
  • Contact is made with venues for meeting rooms (if applicable).
• 2 to 4 months out
  • You will receive the Conference Agreement and other documentation.
  • You must sign and return the documents by the date specified to Conference Services.
• 1 to 2 months out
  • You will provide updated participant numbers to Conference Services.
  • You will confirm all catering menus (if applicable) with OSU Dining Services.
  • You will send a Certificate of Liability Insurance (if required) to Conference Services.
• 15 working days before arriving to OSU for your event
  • You will provide a guaranteed number of attendees to Conference Services.
  • You will provide a preliminary roster of participants to Conference Services.
  • You will provide a guaranteed number of attendees to campus catering and meeting venues (when applicable).
• 5 working days before arriving to OSU for your event
  • You will provide a final roster of participants to Conference Services.
• During your event
  • Check-in of conference participants takes place at the assigned residence hall.
  • Conference staff interacts daily with you (as the conference organizer) and participants.
  • Guest evaluations are submitted at the front desk of the assigned hall.
  • After checkout, the conference departs from campus.
• After your event
  • We will compile a final master bill and email it to you (as the conference organizer).
  • You (as conference organizer) will make a payment to the OSU Office of the Bursar within 30 days of the billing date.