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Summer Conference Center

Event Checklist

Gather your event needs

Before contacting us, you will need to know: 

  • The general format of your event (networking, workshop, teambuilding; hybrid or in-person)
  • Number of attendees
  • First choice and optional dates for your event
  • Preferred dining style (catering or group plan)
  • Meeting space requirements    

Then contact us for a quote

Housing & Food Service’s Conference Coordinators are experts at helping you check all the boxes for your event. Your HFS Conference Coordinator will contact you to clarify any questions and assist you in your event planning.

Tell us about your event

How to work with us

This guide will help you navigate the necessary steps for a successful and enjoyable event at the University of Washington.

Register off-campus guests

Submit the Use of University Facilities (UUF) request form if your event includes guests that are not affiliated with the university.

Arrange campus services

To arrange parking and transportation, catering, or equipment rentals, please work directly with those UW departments.

Any UW services that you arrange will be sent to us and documented in your final conference bill.

Sign your Letter of Agreement

Your HFS Conference Coordinator will prepare your Letter of Agreement (LOA) and contact you when it is complete. Review and sign your LOA to finalize your event arrangements and schedule a payment plan.

Your LOA lists your event dates, the projected number of guests and rooms, and other selected services. Refer to it often as you finalize your plans.

First payment is due

Your pre-payment is due after signing your LOA.

This only applies to groups who are not paying with a UW Budget number. 

Finalize your guest count to guarantee housing

In order to guarantee housing for all of your guests, no changes to your guest count can be made after 60 days prior to your check-in date.  

Finalize your event

About a month before your event you will need to provide us with:

  • Your completed Name List
  • Check-in and check-out dates and room assignments*
  • The number of commuter guests*
  • Meeting room, audio/visual, and catering reservations

*These only apply to groups where the organizer is providing Conference Services a Name List.

SECOND payment is due

This only applies to groups who are not paying with a UW Budget number. 

Complete the Pre-Arrival

Please complete the Conference Pre-Arrival form 3 weeks prior to your event. Our experience shows that this final touch point with our planners eliminates missed opportunities.

Check-in for your event

Know your check-in location and time. Your signed LOA contains all your check-in details.

We have two check-in locations:

  • Lander Desk
  • Willow Desk

Enjoy your event!  Please contact your HFS Conference Coordinator if you experience any issues. 

Check-out

Checkout at the same desk where you checked in.

Please make sure all guests have checked out and that they have returned their keys and fobs to the conference desk.

Final bill

The Conference Services Office will process any final charges following your event. Final payment is due within 30 days after the invoice date.