Summer Conference Planning Timeline & Checklist

Summer Conference Planning Timeline

Pre-Planning (Fall Semester)

Housing & Residence Life begins preparing for summer conferences and working with groups.

Action Items:

• Contact Housing & Residence Life about hosting your program at Jackson State University

• Schedule a campus tour of housing and event spaces

• Complete the Summer Conference Housing Inquiry Form for a quote

• Review the Summer Conference Guide and Guest Policies

• Coordinate with campus partners (Dining, Police, Athletics, Student Center, Event Services)

January – February

Action Items:

• Review conference expectations, housing procedures, and emergency protocols

February – March

Housing & Residence Life will send your estimate for approval. After approval, a contract will be issued.

Action Items:

• Review and approve your estimate quickly

• Confirm housing and dining numbers (used for billing and assignments)

• Submit all required documents on time

Required Documents:

• Signed Conference Housing Contract

• Tax Exemption Form (if applicable)

30 Days Before Arrival

Planning becomes more detailed as your arrival date approaches.

Action Items:

• Submit parking requests

• Confirm classroom and event space needs

• Submit youth protection training verification

• Finalize participant counts (including staff and chaperones)

2 Weeks Before Arrival

A Housing Conference Representative will be assigned to your group.

Action Items:

• Share delivery and storage needs

• Request special check-in arrangements

• Confirm parking permits

• Review check-in and building access procedures

1 Week Before Arrival

Final details should be confirmed.

Action Items:

• Schedule a final planning meeting

• Submit final participant roster

• Share late arrival and emergency contact procedures

• Provide final event schedule

First Day of Event

Welcome to Jackson State University!

Action Items:

• Arrive 1 hour early

• Review room assignments, cancellations, and no-shows

• Confirm communication process with your Housing contact

• Review housing rules and emergency procedures with all participants

During Your Stay

Housing staff are available to support you.

Action Items:

• Report maintenance issues immediately

• Report lost keys or lockouts right away

• Notify staff of participant changes

• Maintain proper supervision of all guests

Last Day on Campus

Please complete checkout procedures.

Action Items:

• Return all keys and access cards

• Remove all decorations and signage

• Clear all personal items from rooms

• Complete a final walkthrough if requested

One Week After Departure

Housing will prepare your final invoice.

Action Items:

• Complete the post-conference survey

• Review any damages or additional charges

30 Days After Invoicing

Action Items:

• Review invoice for accuracy

• Submit billing questions in writing

• Submit final payment

Thank you for choosing Jackson State University Housing & Residence Life. We look forward to hosting your program.