Begin Planning your Conference Today!

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Conference Coordination:

Whether internal or external to The University of Chicago, you can rely on Summer Conferences for all of your conference needs.  As a conference organizer, you will be provided with one main contact for all of the conference arrangements including: lodging, dining, catering, classroom and event space, recreation center rental and library use. The contract entails all of the lodging and dining arrangements as well as any other reservations on campus. After your conference concludes, you will be provided with one bill that details all of your conference expenditures.

Summer Conferences will assist with:

Planning

  • Provide consultation on marketing timelines and registration deadlines
  • Lead pre-conference campus site tours for conference staff
  • Provide information to market campus services and the Hyde Park location
  • Offer resources on attractions and services for conference guests

On-Site Coordination

  • Provide a coordinator for your conference that serves as your main contact for all of the campus services and facilities
  • Provide on-call assistance during the conference duration
  • Make all reservations for campus lodging on-campus
  • Arrange for participants to have meals at UChicago Dining facilities
  • Work with UChicago Catering for refreshment breaks, boxed meals, and catering banquets, as well as assist with customized menu selections
  • Create a photo ID for each participant allowing them to have access to the residence hall, dining facility, recreation center and library
  • Reserve function spaces and classroom spaces across campus
  • Arrange for set-ups and audio-visual equipment in function spaces
  • Make reservations for campus recreational facilities and library use
  • Coordinate parking reservations
  • Work with service providers to coordinate copying services, sound equipment, audio or video taping amenities and office set-up
  • Assist with arrangements for tours, entertainment, exhibits, and poster sessions

Let us know when we can start planning your next conference!