Planner's Checklist

Use this checklist when planning your conference or camp. These are the typical questions your UCSB Conference Manager will ask you to help you make informed decisions throughout the planning process.

Selecting a Site

  • How many participants do you expect?
  • What types of activities will you provide?
  • What are your preferred dates (including early arrivals and late departures)?
  • What type of setting do you prefer?
  • What special needs do you have?

Sleeping

  • Do you prefer single or double occupancy?
  • How many rooms do you need?
  • Would you like linen service?
  • Do any of the participants require special accommodations?
  • How many participants staying on campus will need parking permits?

Eating

  • When are your preferred meal times?
  • Will early arrivals and late departures need on-campus meals?
  • How many participants staying off campus will need meal tickets?
  • Are you planning any catered events? If so, where and when would you like them to be held (refer to the Catering Locations Guide)?

Meeting

  • What is your preferred meeting schedule?
  • What types of meeting spaces do you need (including computer labs, pools, and lawn spaces)?
  • How many people are expected to attend each meeting?
  • What type of room setup is needed for each meeting?
  • Do you have a diagram for each room setup?
  • What types of audio-visual equipment are needed for each meeting?
  • Will you need assistance operating the audio-visual equipment?
  • What type of catering is needed for each meeting?
  • Do any of the participants require special accommodations?
  • Will any third party service providers be involved (i.e. DJs)?
  • Is additional electric power required?
  • How many participants staying off campus will need parking permits?
  • Will any of your meetings or events require extra security (example: dances)?

Exploring

  • What types of on-campus and off-campus activities are you planning?
  • Will guests need special transportation to these activities?
  • Will catered or boxed meals be needed for any activities?
  • Are special waivers required for these activities?