Now that I have booked my event ...

You are starting to think in detail about your event, so here are a few things to remember to make your next steps easier.

Contract

Contracts are issued in January and must be signed and returned by the last week in February. At this time, a $1000.00 deposit is required by the conference. The amount of the deposit is negotioable for non-conference related groups. This is the time to confirm arrangements with your conference and request recreational facilities, Snack Shop hours, audio/visual equipment, and food service arrangements for breaks, banquets and social events.

Insurance

All groups using the campus are required to provide liability insurance for the organization and all of its participants with limits of not less than $1,000,000 combined single limit for each person/ occurrence for bodily injury and/or property damage. The policy should name the college as additional insured. The certificate of insurance should be forwarded to the college 30 days before the date of the event.

Event Description

After proper planning, the Conference Coordinator or student staff member will write an "Event Description" with instructions to all campus personnel who will be involved in support of that conference/event. A copy is sent/emailed to the "contact" and the "contact" is asked to carefully examine the document and request changes if it is not correct in every detail.

The information for this document, along with program details, must be received by Eastern Mennonite University not less than two weeks prior to your conference/event date. Meal serving hours, assignment of rooms, audio/visual needs, room set-ups and other program details will be strictly handled according to the "Event Description."

Since the college personnel in charge of those areas cna only suppose that the Event Description was designed for the convenience of your conference/event, they should not be asked to make exceptions or changes. Special requests should be made by your contact person to the student staff member handling your conference/event.

Additional Resources

By now you have lots of questions about what EMU provides in the summer. Just check out the sections below to answer your questions about the numerous resources that EMU provides to conference and event clients, including setting up a budget, timeline for your event, and floor plans.

If you don’t see the answer on our site, just call your event coordinator and he or she will be happy to assist you.

You are on your way with your event, let us know how we can help!