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Planning Guidelines

Policies and Procedures from the Office of Conference Programs, Memorial Union and the Departments of Residence Life and Dining Services are provided in the Conference Fact Sheet (pdf). Careful review of this information provides an important foundation for the planning of a conference. 

NDSU Policies that apply to conference planning include:

Policy 407 - Provider of Services on Campus/Auxiliary Exclusive Services

Policy 155 - Policy on Alcohol and Other Drugs

Policy 153 - Smoke Free Facilities

Policy 170 - Guides NDSU Staff in the Planning of Events for Staff and Guests

Timeline for Conference Planning

This is a generalized conference planning timeline and The planning of your conference may look quite different. The conference coordinator will notify you of specific dates and deadlines. All conference requests are due to the conference coordinator by March 31st the year of your conference.


2-4 years before conference

  • Secure campus housing, meeting room space, etc.
  • Attend all other conferences for your organization, take careful notes about the budget, rates, registration fees, facilities used, what did and did not work
18-24 months
  • Sign a conference agreement for facilities to be used
12-24 months
  • Using previous programs, select rooms to be used for conference events
8-12 months
  • Begin advertising your conference using all available tools (at 12 months)
  • Begin fine-tuning the conference program (as much as possible)
  • Confirm all locations for your event
6-12 months
  • Discuss options for special diets and monetary implications for your conference
  • Plan housing with careful attention to check in, check out, and available options
3-8 months
  • Finalize your conference program
  • Confirm audio visual availability and relay that information to any presenters
2-6 months
  • Finalize your registration materials
  • Finalize your dining arrangements, times, and accommodations for special diets
  • Finalize your housing arrangements and room assignments
2-4 months
  • Finalize your meeting room schedule and release unneeded rooms
Download the Conference Planning Overview (pdf) for a printable version of the Conference Planning Timeline as well as extra information on NDSU Policies and conference planning considerations.

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Site Manager: Deanne Sperling
Published By: NDSU Conference Programs

Last Updated: Tuesday, August 04, 2015 2:23:00 PM