Conference Services

Conference Planning

Booking Agreement

When first contacting us about your conference, please be prepared to provide the following preliminary information:

  • Conference Name
  • Primary contact person and contact information
  • Planned arrival and departure dates
  • Approximate number of total delegates
  • Approximate number of guests needing housing
  • Meeting facility needs including size, style and quantity

If your requested dates are available and we can meet your needs, we will send you a Booking Agreement to confirm your program dates and the number of beds we have reserved. Please sign the agreement and return it along with the appropriate booking deposit. Once received, your housing reservation will be assured.

Booking Deposit

We ask that you submit a non-refundable deposit at the time the booking agreement is signed.

Letter of Agreement

After we receive your deposit, we will finalize a letter of agreement. This document outlines the dates for your conference, customized package rates for both residential and commuter guests, housing accommodations, meal plans, required deposits, and important deadlines for reporting guaranteed counts and remitting payment. We will base this on the preliminary information and tentative agenda you provide. It also outlines the financial penalties for program cancellation and the impact of significant fluctuation in numbers.

The Letter of Agreement serves as a legal and binding contract between the College and your group. We encourage you to contact us with any questions or concerns before you sign the agreement letter or remit any non-refundable deposits.

Guaranteed Counts

When we prepare your letter of agreement, you will be required to provide a Minimum Guaranteed Count of participants who will be housed and fed on campus. The Minimum Guaranteed Count is the amount of participants whose attendance can be assured. The figure will be used to develop rates, reserve beds in housing, and to determine the suitability of College facilities and support services for your program. This number will also be used as the default for billing purposes.

Final Guaranteed Count

Your Final Guaranteed Count cannot be reduced from the minimum guaranteed count stipulated in the Letter of Agreement. Guarantees may be increased provided there is space available and prior approval from Conference Services. Upon completion of the conference, you will be charged according to the actual amount served or the Final Guaranteed Count, whichever is greater. Please check with your coordinator if your numbers increase beyond your initial guarantee.

We do not refund for cancellations and "no shows." Failure to submit guaranteed counts by the specified deadline will result in a financial penalty equal to 5% of the expected total conference cost.

Registration Updates

You will be required to provide us with registration updates sixty days, thirty days, and two weeks prior to your conference.

Sixty days prior to your conference:

  • Please contact us with a registration count update
  • Submit a preliminary agenda

Thirty days prior to your conference we require:

  • Final guaranteed counts for housing and food service
  • Conference Agenda listing start and end times & meal time requests
  • Meeting space needs and set up diagrams
  • Audio/visual needs
  • Catering and beverage service selection
  • Phone, photo-copying, computer needs
  • Parking permit needs
  • Check in/out needs
  • Certificate of Insurance

Two weeks prior to your conference we require:

  • Final Agenda
  • Completed Housing List
  • Name of conference representative who will be at Summer Guest Services during check in
  • Non-refundable deposit - 50% of expected total

Advance Deposit

A non-refundable deposit, equal to 50% of the expected total cost of your event, must be paid no later than two weeks prior to the start date of your conference. You will receive an invoice from the college approximately two weeks prior to the invoice due date.

Billing and Payment

Shortly after the completion of your conference we will send you an itemized final bill. After you receive your invoice, full payment is required within ten days. Any discrepancies on the master account will be dealt with separately from the balance of the bill. Please make all checks payable to The Evergreen State College. For your convenience we also accept Visa and MasterCard. If you have any questions about your final bill, please contact the Conference Services Office.

Insurance

The Evergreen State College requires conference groups to provide proof of sufficient liability and property damage insurance ($1,000,000.00 minimum coverage on each occurrence basis).

The policy must name The Evergreen State College as an additional insured party. In the event that the conference requests to serve alcohol the Certificate of Insurance must include a liquor liability. Certificate documentation must be supplied to Conference Services at least 30 days prior to the start of your conference.