Planning Timeline

September-October:
Determine what the focus of your conference will be; determine potential dates and numbers; determine potential locations, and start contacting conference offices. You may also want to visit the campus, the Texas Tech website, the Housing and Residence Life website, and the Hospitality Services website.

November:
During November, we start to solidify our summer schedules. Be sure to inquire by November for best availability. You will find if you wait past November, it may be difficult to find sites with availability.

Determine your housing arrangement. Once we receive confirmation that you will be staying in a particular building we will hold this space for you.

December-January:
Advertise your program; start setting tentative agendas; estimate the number of participants you will have for the summer.

February:
Get potential schedules to our office; we start booking meeting space in February.

March:
Contracts are sent in March. You will need to return your contract and deposit within two weeks of receipt. In your contract you will also need to specify numbers of participants.

March-April:
Continue to work with our office to book facilities. Be sure to communicate changes whenever they happen.

May:
In May, your conference will be turned over to a Conference Manager. The Conference Manager is a full time Housing and Residence Life professional staff member who lives in the Residence Halls. The Conference Manager will be working specifically with your conference and will be working out the details of your conference with you. In May, your Manager will contact you. Be prepared to have all the specific details of your conference, including finalized schedules, meal times and check in and check out times.