Summer Event Planning Checklist

We’ve compiled this checklist to assist our summer program organizers & planners. We hope this timeline & information will assist you in planning your summer event at Wake Forest University. Please contact us if we can be of more assistance, we’re always standing by to answer questions regarding dining, technology needs, parking & transportation,  or which facilities would best suit your event programming.

The schedule below serves as a guideline. If your group provides our team with the necessary information earlier than the deadlines depicted, it will help us better serve you in hosting a successful event.

8-12 Months Ahead

6-8 Months Ahead

  • Provide your signed conference contract.
  • Provide any advanced monetary deposits that are required of your group.
  • Our team will schedule an initial planning meeting to review event logistics & details.

4-6 Months Ahead

  • Provide your Certificate of Insurance
  • Our team will begin to send out confirmations & room assignment rosters for summer events.

1-3 Months Ahead

  • Review & confirm the information noted on your event confirmation.
  • Provide our team with your event itinerary/program.
  • Provide your group’s onsite contact information.
  • Verify check-in / check-out arrangements.
  • Verify if your group needs linens.
  • Verify meal times.
  • Verify early arrivals (if applicable).
  • Verify the number of parking passes needed for your group.
  • Provide our team with any additional meeting space or catering needs.
  • Provide any advanced monetary deposits that are required of your group.

1 Week Ahead

  • Provide your current registrants (room assignment roster)
  • Provide final meal counts for events. (3 days prior).
  • Provide final event program/itinerary.

Arrival Day

  • Touch base with our team prior to/upon your arrival and we’ll be happy to meet you onsite and discuss any changes in logistics.