Are you struggling with where to start when planning your event? No problem! Our staff has put together an optimal timeline and checklist to assist you in creating a successful summer program at West Virginia University.
Use these resources to guide yourself through the planning process. And when you’re ready, use the link below to start making requests for conference services - our staff would be happy to assist you.
Please note that all events are unique and may necessitate other details not listed below. If you need clarification on any items listed, please contact Conference Services to get more information.
Request Conferencing Information Request 2026 Conferencing ServicesConference Planning Checklist
- Develop program objectives.
- Determine staffing needs (coaches, chaperones, volunteers, speakers, etc.).
- Obtain approval from applicable parties (department heads, supervisors, etc.).
- Make sure you have the required insurance to cover your program.
- Wait until you receive the summer conference season dates before making plans for your conference.
- Consult with Conference Services staff to make sure they can accommodate your group for the dates you selected.
- Have a secondary date range in mind in case your first choice can’t be accommodated.
- Prepare a planning timeline.
- Review archived materials from past year’s conference.
- Consider opening a checking account for your conference.
- Create a budget based on cost and revenue projections.
- Conduct background checks on your chaperones if your participants are minors.
- Plan and implement chaperone training.
- Read through all contracts/agreements thoroughly and ask for clarification if needed.
- Make name tags or badges.
- Order any gifts/awards.
- Develop an advertising plan.
- Create invitations and publicity materials.
- Send a Save the Date to potential attendees.
- Send out brochures or other advertisement to potential participants, former participants, parents, schools, association members, athletes, etc.
- Consider email marketing and/or social media in addition to, or instead of, printed materials.
- Create or update your program’s website.
- Finalize printed materials and website.
- Design a printed program schedule and other materials for participants.
- Create signage.
- Do a final advertising push.
- Create your registration process.
- Create a website or update existing website/registration/payment information.
- Email registration confirmation information to participants and include map, registration/check-in times, shuttle and/or arrival information.
- Determine meeting, athletic space, media, equipment and catering needs.
- Contact Conference Services to get recommendations on what spaces on campus
will fit your needs best (Note: WVU classes and events take priority
to outside entities).
See Meeting Facilities - Reserve meeting and athletic spaces needed.
- Order all tables, chairs, tech, media, etc.
- Be specific with all of your setup needs.
- Contact dining/catering and make all dining arrangements with them.
See Dining and Catering Information - Adjust catering numbers by the set deadline.
- Confirm food/catering, rooms and facilities, and tech/media.
- Consider participant transportation between locations (PRT does not
run in the summer.).
See Transportation Information
- Submit your reservation request.
Request Conferencing Services or Information - Conference Services timeline:
1. Request for Services: Approximately, 3-6 months prior to group arrival
2. Assignment to Residence Halls: Begins early February
3. Contracting: Contracts for existing groups are typically initiated in early February
4. Finalize Number of Rooms Needed: Program representative notifies Conference Services of final accommodation needs no less than 10 business days prior to arrival.
5. Staff Outreach: A staff member will confirm the details of your stay 10 business prior to group arrival
6. Invoicing: Within 30 business days of group departure
- If you have participants that will be traveling from outside of Morgantown, provide them with arrival information (such as shuttle services)
- Contact Conference Services to get a link to the maps on the WVU website to provide your participants with directions
- Contact Conference Services if you need parking passes.
- Obtain local maps and information at
Visit Mountaineer Country.
See Transportation Information
Conference Planning Timeline
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Site Visit
It is highly recommended that conference hosts take a tour of WVU’s conference spaces prior to scheduling their event, especially if they will be hosting their conference or camp at WVU for the first time. During this visit, you will have the opportunity to meet with Conference Services, departments, and Dining or Catering services to discuss your needs for your event. Requests for accommodation services should be made at least 3-6 months prior to your event.
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Ten Business Days Prior To Arriving At Wvu
At this time, the details of your camp or conference should be finalized. Conference Services will reach out to you to obtain a final room list and dining guest count. Your room list should include all guests' full names, genders, and any roommate requests. Your dining guest list should include a total count of guests for every meal, including guests not staying in residence halls.
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Five Business Days Prior To Arriving At Wvu
In preparation for your group's arrival, please be sure to discuss all conference details with Conference Services at least five days prior to your group's arrival. This includes finalizing your check-in roster and submitting any last-minute changes to dining or accommodation requests. Conference Services will make every effort to accommodate last-minute changes, but there will be a $25.00 charge per change.
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Day Of Check-In
Get ready to welcome your participants and have a great event at WVU! We highly recommend you arrive before program participants, at least 30 minutes prior to scheduled check-in to ensure set up is optimal.
Then set up your registration table and give your check-in procedures to registration volunteers. Make sure you are accessible by phone to Conference Services to communicate any changes to your check-in process. You will want to post easels and signage in the area to direct guests to your event location and have greeters at key locations.
When check-in is complete, you will review cancellations and no-show attendees with Conference Services and sign a copy of a clean roster of checked-in guests. You will also need to verify the best mode of communication during your visit with Conference Services and review guest policies with all attendees.
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During Your Stay At Wvu
Please reach out to Conference Services, if you have any questions or additional requirements during your stay. Our staff is here to help ensure your time on campus is a success in every way!
You can utilize the 24-hour front desk to report any maintenance concerns or reach after-hours staff. Be sure to report any lost keys and access cards or late arrivals and early departures of participants to Conference Services.
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Day Of Check-Out
Before your group departs, please ensure all participants remove all of their belongings from rooms and return their keys and keycards during the designated check-out time. Be sure to also remove all interior signage related to your event and all items from the common areas.
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One Week To 30-Days After Departure
Conference Services will create a final invoice for your group, including any charges related to your event from campus partners. During this time, you will also be provided with a Guest Satisfaction Survey to complete. Completing this survey is hugely appreciated and helps us improve our services moving forward.
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30 Days After Departure
Once you receive your invoice, please take time to review all charges and submit your final payments. Any billing discrepancies must be submitted via email to conferences@mail.wvu.edu within 5 business days of receiving the invoice. If you are an internal group or organization, you must approve the invoice for submission of payment in full through Shared Services. All external groups or organizations must submit final payment in full via check or credit card.