Conference Planning Guide

1. Submit the Inquiry Form

If you are interested in hosting an event at Virginia Tech, submitting an inquiry form is the first step in bringing your event to life! It helps us gather essential information - the who, what, when, and where - so we can build your event contract. Inquiries are not binding.

Visit our registration page for more information on submitting an inquiry!

When submitting an inquiry, envision your event experience. Tell us: What spaces support your goals? How many people might you host in those spaces? After your contract is signed, we'll show you how to reserve spaces!

To help you best fill out your inquiry, check out the amenities, lodging, and reservable spaces we offer to support your guests!

For the smoothest experience, please register/submit your inquiry by the end of April.

2. The Contracting Process

Once you submit your inquiry form, you'll receive a confirmation email from our team. We will review your request and contact you if clarification is needed. When all details are confirmed, we begin preparing your contract!

At this stage, your primary point of contact will be the Assistant Director for Conference and Guest Services. Our AD will reach out to you regarding your next steps in the contract process.

If you would like to use our Portal IE system to have individual participants pay directly to the University, please notify the Assistant Director for CGS during your contracting discussions. There will be a nominal fee added to each reservation made via the online registration portal.

Contracting typically begins in the spring semester. We cannot issue your official contract until rates are approved.

Once you receive your contract, you will have two weeks to sign and return it.

3. Signing Your Contract

Once we receive your signed contract, a counter-signed copy will be emailed to you. At this point, the agreement is binding.

Our goal is to have all contracts signed by May 1, especially for conferences beginning in May or June. If your event starts earlier, we'll work with you to complete the contract sooner.

Signing earlier increases the likelihood that your preferred building, room style, and amenities will be available.

4. Provide Documentation

After your contract is signed, you will move into the Information Review and Certification Process, where you will receive:

• The background check form: Required for all conferences. Learn more about Chaperone Requirements and Minors as Participants.
• A request for proof of liability insurance: All groups must provide a certificate of liability insurance or a statement of university liability coverage. Virginia Tech groups using VT liability insurance may submit a short letter from their Department Head simply stating that the department is sponsoring the group. Non-VT groups must submit a Certificate of Liability Insurance.
• The final numbers guarantee sheet: Confirms your total expected participants and staff. We use this to prepare your lodging, dining, spaces, and amenities! This number is related to your billing and our cancellation policy.

Your final bill is based on either the final guaranteed number or the actual number of participants, whichever is higher.

Timely communication throughout this process is essential! These items are due no less than 14 days before your group’s arrival. Timely communication throughout this process is essential! These items are due no less than 14 days before your group’s arrival. If background checks or liability documentation are not received at a minimum of 14 days before your group arrives, your event is subject to late fees and/or cancellation. If background checks or liability documentation are not received at a minimum of 14 days before your group arrives, your event is subject to cancellation. Visit our Key Deadlines page for more information.

5. Meet Your Liaison and Confirm Details

In the weeks leading up to your event, your group will be assigned a conference liaison - now your main point of contact for questions, clarifications, and changes!

Your liaison will email you to schedule an initial sponsor-liaison meeting where you will discuss key details for your event, including:

• Contract details and timelines
• Meal selections and meal times
• Arrival and departure times/locations (including early arrivals and late departures)
• Additional contacts
• Special requests and space reservations
• Day camper details
• ADA needs and accommodations (including de-lofting)

Other Details

You have one week after this meeting to notify us of any changes to the information reviewed. We may not be able to accommodate change requests received within 5 business days before your group's arrival. Learn more about each item you will review in the next sections of the timeline!

6. Filling Out a Room Roster

After your initial meeting, your liaison will send you a room roster.

A room roster is an Excel file listing the rooms reserved for your group. The sponsor assigns participants and staff to the rooms in which they want them to stay.

If you need help visualizing how rooms are laid out, contact your conference liaison. They will be happy to help!

Maintain contact with your liaison as you go through this process. We’re here to help, so please reach out with any questions!

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. Visit our Key Deadlines page for more information.

7. Arrival and Check-in

You will schedule your group’s check-in date, time, and location with your liaison during your initial meeting.

You may choose to:

• Have an all-camp check-in at your preferred location, or
• Have your participants and staff individually check in at our 24-hour Hospitality Desk

For large groups, generally groups with over 50 people, we request that you schedule an all-camp check-in.

With either method, your liaison will give the sponsor the group’s parking passes, master keys, charge cards, and Wi-Fi codes at check-in.

As participants and staff members check in, our staff will hand each person their swipe cards for lodging and/or dining.

Any early arrivals or guests late to an all-camp check-in should check in at the 24-hour Hospitality Desk in Suite 134, New Hall West.

8. During your stay

During your group’s stay on campus, your liaison will ensure your camp or conference is running smoothly within the dining and residence halls.

Conference sponsors should reach out to conference liaisons with any concerns so that Conference and Guest Services can work on a solution.

9. Check-out and Departure

You will also schedule your group’s check-out method with your liaison at the initial meeting!

Your group may check out in one of three ways:

• All-Camp Check-Out: Participants return their keys directly to CGS staff at a predetermined location as they leave campus.
• Key Box Check-Out: Your liaison will give you a key box at a time determined during your initial meeting. You will collect all participant key cards in the box and return it to our 24-hour desk at the end of the event.

• Individual Check-Out: Participants and staff can check out and return their keys individually at the desk.

In any case, guests late to depart should check out at the 24-hour Hospitality Desk in Suite 134, New Hall West.

10. Billing

Sponsors can choose between:

• Receiving a master bill, or
• Having individual guests pay through our Portal IE registration and payment system.

At the end of the summer or in early fall, you will receive an invoice from the Assistant Director for Conference and Guest Services.

Sponsors have 10 business days to approve or dispute charges. Once approved, the sponsor will submit payment via:

• ISR
• Check/Credit Card through the Bursar’s Office, or
• Foundation Account