Key Deadlines

Meeting deadlines and communicating early helps us secure your preferred lodging, keep everything on schedule, and coordinate across housing, dining, parking, and event spaces. If you miss deadlines, your preferred services and spaces will likely be delayed or unavailable.

Please note that a $50 late fee applies per late item if the room roster, liability documentation, and/or background check are submitted after the deadlines listed below.

Due no less than 14 days before your group’s arrival:

• Background checks & liability documentation: If not received a minimum of 14 days before your group arrives, your event is subject to cancellation.
• Final numbers guarantee sheet: Your final bill and our cancellation policy are related to this sheet.
• Space reservations: Notify us as soon as you know which spaces you need. Early communication gives you the best chance of securing them.
• Parking Passes: We can have passes ready upon your arrival if requested prior! The turnaround time for requests submitted after your arrival can be long, so it’s best to request early. Learn more about parking passes in our conference planning timeline!

Rooming rosters

The roster is due a minimum of 5 business days before arrival, with a 48-hour grace period for emergency changes. The grace period begins on the day your roster is due, 5 business days before your arrival.

With those deadlines in mind, we understand plans evolve.

We will always do our best to accommodate changes, but we work with many campus partners who also need advance notice. We may not be able to accommodate change requests received within 5 business days before your group’s arrival.

Sponsors have one week before camp arrival to notify us of any changes to the information reviewed. We will then inform our conference partners of the information.

If there is an emergent situation that does not allow this timeline, please notify our team as soon as possible.