We know that planning a conference or event can be daunting. There are a million details to consider. We can help. As experts in our field, we enjoy empowering our clients to plan a smooth, successful conference or event.

The Summer Conference Planner’s Checklist provided here will guide you through the details of planning your conference.

Give us a call. We will help you think through your needs and handle the details for you. 

Summer Conference Planner’s Checklist

Conference Arrival Date: __________ 

Check off each item below as they are completed: 

12+ Months in Advance

  • Determine a practical budget for the type of conference you would like to plan. 
  • Set preferred and optional conference dates.
  • Realistically determine how many participants you anticipate and how many will need housing. Keep in mind, overestimating these numbers could become very costly.
  • Determine the number of meeting rooms and what sizes you will need. Include all breakouts and catered functions.
  • Submit your inquiry to Berkeley Events and Conferences. 

6-12 Months in Advance

  • Provide all appropriate billing and contact information.
  • Schedule a site visit with your coordinator.
  • Review our Terms & Conditions.
  • Submit deposit payment 2 weeks after deposit invoice received.
  • Submit Signed Contract 2 weeks after contract received. 

3-6 Months in Advance

  • Provide copy of conference marketing materials to your coordinator. 

2-3 Months in Advance

  • Discuss preliminary food and beverage needs with your coordinator.
  • Provide preliminary program schedule.
  • Send correspondence to your guests, speakers and staff about any parking needs they may have.
  • Send correspondence to your guests, speakers and staff about any dietary restrictions they may have. Please communicate this information to your coordinator.
  • Start thinking about the Audio and Visual equipment you'll need. Include the needs of any guest speakers and/or exhibitors at your event. 

30 Days in Advance

  • Catering/Special Meal requests and menus are due.
  • Provide finalized meeting space setup needs, including diagrams.
  • Communicate all parking needs to your coordinator.
  • Submit all Audio/Visual requests (unless you are bringing your own equipment).
  • Determine a date for the Pre-Conference briefing with your coordinator. This briefing will occur after the Housing/Rooming Lists have been submitted, but before the group move-in date.
  • Submit a Certificate of Insurance to your coordinator.
  • Confirm housing check-in and check-out times and locations with your coordinator. 

2 Weeks in Advance

  • Submit your Housing and Rooming Lists.
  • Final accommodations pre-payment due. Prepayment charges are based on the number of people on the Housing List, or 80% of your final contracted number of people (whichever is greater) multiplied by the accommodations package rates, less the deposit.
  • Include Early Arrivals and/or Late Departures on your Housing and Rooming Lists.
  • Provide final list of commuting guests that will need Commuter meal cards. This number can increase, based on availability, but it cannot decrease.
  • Provide accurate count of Single-Use guest meal cards for the duration of your conference. Please consider how many meals you will be providing for each of your non-resident guests.
  • Provide your coordinator with a final conference itinerary.
  • Submit all Cal Catering To Go orders to your coordinator. 

4 Days in Advance

  • Limited Additions and Deletions to the Housing List can be made 3 days prior to move in. To avoid No Show charges, all cancellations must be communicated to your coordinator. 

Conference Departure Date: ___________

*Full Payment of the conference account is due approximately 3 weeks after you receive your final bill.