Planning Timelines

Planning and implementing a successful event takes time and forethought. Large, complex events may require several months of preparation and should be booked up to two years in advance. On the other hand, it may be possible to schedule and set up small, simple meetings in just a few days or weeks.

To ensure that meeting spaces and services are reserved properly, specific planning information must be provided to ECC on a scheduled basis (beginning with the event contract and specific billing and key-contact information). As plans evolve, it will be necessary to communicate them to ECC accordingly. If ECC does not receive necessary information in a timely manner, and/or if requests for information go unanswered, space may be released for reassignment towards other uses.

  • For most classes and conferences, the bulk of the planning should be completed at least six weeks prior to the event date, at which time an updated Event Plan will be provided for final review and confirmation of details. The planning update will contain specific information pertaining to the agenda and timing of events, room setup, instructional technology equipment and teaching needs, food service schedules, menus, estimated counts, and billing information. Clients are asked to review the plan carefully for completeness and accuracy. If there are any outstanding issues, now is the time to address them.
  • Orders for all instructional technology equipment provided through ICS should be submitted no later than four weeks prior to the start of your conference. Equipment is subject to availability and reserved on a first-come, first-served basis through the program scheduling process, and is subject to availability.
  • Holds on room blocks for overnight accommodations are released four weeks prior to the event.
  • Applications for reserved parking permits should be submitted at least four weeks before they are needed.
  • All menu choices must be completed two weeks prior to the event.
  • We require preliminary attendance figures and event details during the planning process. Four working days prior to the first day of the function, a signed event confirmation with firm guarantees of all details is required. Late requests and/or change orders will be fulfilled based upon availability of food, equipment, and staff. Additional fees may apply.
  • On the day of the event, room keys and a welcome/confirmation letter summarizing the schedule and services provided are distributed by the Front Desk. Throughout the day, conference center staff will be available to respond to immediate questions or concerns.
  • After the event, follow-up surveys are available to provide helpful feedback to ECC and ICS staff.
  • ECC invoices are issued within approximately ten (10) working days of the event's close.
    • Invoices for Registration Services are issued on a quarterly basis.
    • Invoices for contracted conference, meeting, and planning services depend on several factors and will be issued within a reasonable timeframe after the close of the conference.
  • Payment is due within ten (10) days of issuance. Interest at the rate of 1.5% per month (18% per annum) will be assessed on all invoices 20 days past due.