Tools for Planning Your Event

Event Planning Process and Timeline

The Lowell Center lounge

Planning a successful conference or meeting takes time and forethought, and we encourage you to begin early. Large, complex events may require many 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. Because the demand for ECC resources is high, we recommend that you book and begin planning your event as soon as possible. Following is a description of the planning process and timeline we recommend:

  1. Before you make your initial inquiry, we encourage you to start thinking about your needs and preferences. To ensure your event is executed correctly, our ECC event planners need some basic information such as:
    • Preferred date(s) of your event
    • Nature of your event
    • Preferred location(s) and set-up(s)
    • Estimated attendance
    • Audio/visual needs
    • Food requirements
    • Parking needs
    • Need for overnight accommodations
    • Key contacts for planning and billing purposes
  2. As soon as you've determined the above, it's time to reserve space and services. For your convenience, we offer several ways to make your initial contact with the ECC Scheduling Department.
  3. At the time of your initial contact, we will check for room availability on the dates you prefer. If we can meet your needs and you are ready to book your space, your ECC event planner will prepare a contract and policies/rate agreement that you'll need to review thoroughly, sign, and return to ECC within two weeks of receipt.
  4. Once ECC receives your signed contract, your event will be assigned to one ECC Event Planner who will act as your primary contact during the planning process. Depending on the size and nature of your event, other ECC staff may get involved.
  5. For most classes and conferences, you will receive an updated Event Plan for review no later than six weeks prior to its start date. You will be asked to review the plan for completeness and accuracy. If there are any outstanding issues, now is the time to address them. If more information is still required, you may be asked to complete and submit an event information form.
  6. No later than four weeks before your event, finalize lodging reservations. Holds on room blocks for overnight accommodations are released four weeks prior to the event.
  7. Two weeks prior to your event:
    1. Finalize all audiovisual equipment needs provided by ICS
    2. Finalize all menu choices (to allow our catering staff to prepare food orders). Events requesting catering services less than two weeks prior to the event date are subject to approval by the scheduling manager.
    3. Obtain reserved parking permits for conferees.
    4. Submit your final event agenda.
  8. FOUR BUSINESS DAYS prior to your event, FINAL counts for all catering orders are due. Review final event confirmation form, sign and return to ECC.
  9. On the day of your event: Please stop at the Front Desk to pick up your room key and welcome/confirmation letter which summarizes the schedule and services provided to you. Throughout the day, conference center staff will be available to assist you should you have any immediate questions or concerns. Please remember to return the room key at the end of your event.
  10. After your event, please complete a follow-up survey to provide us with helpful feedback about your experience.
catering

Defining Your Needs

From the time you first book your event, up to the date(s) your event(s) are held, we encourage you to work closely with your ECC Event Planner. In most cases he or she will be your primary liaison and "one-stop shop," during the planning process. However, depending on your needs, your planner may refer you to other members of the ECC or ICS staff to work out specific details (especially complex technical or set-up needs).

Change Requests

As noted previously, in order to ensure your event goes as planned, there are certain deadlines that can't be missed (see Planning Process and Timeline above). Of course, we will do our best to accommodate last-minute changes. If you need to request a change, please call your Event Planner immediately!

A Special Note Regarding Billing

Please note that the invoice for equipment and services provided by ICS will be sent separately from the other services provided for your event.

Planning Needs Worksheets

Every event is unique, and to determine the best space and setup for your conference or meeting, ECC requires specific information about your needs. The following pages include several "ECC-Event Needs Sheets and Request Forms" for you to use throughout the planning process. As your plans evolve, these worksheets may be used to communicate with your ECC event planner to ensure all information is correct, complete, and up to date.

  1. ECC Space and Set-up Needs Worksheet (pdf)
  2. ECC Food and Refreshments Needs Worksheet (pdf)
  3. ECC/ICS Media Services Needs Worksheet (pdf)
  4. ECC Reserved Parking Needs Worksheet (pdf)

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