UC Berkeley Summer Conference Housing
Planning a residential conference at UC Berkeley? Use this timeline to stay organized and ensure a smooth experience from inquiry to arrival.
12+ Months in Advance
Start early to set your foundation.
-
Meet with your team to establish a budget, preferred conference dates, estimated participant count, and meeting room needs.
-
Submit your inquiry to UC Berkeley Summer Conference Housing (SCH).
6–12 Months in Advance
Move from planning to securing your space.
-
Schedule a site visit.
-
Share your conference marketing materials with your SCH sales coordinator.
-
Review the terms and conditions, sign your contract, and submit your deposit within two weeks of receipt.
2–3 Months in Advance
Finalize the details that shape the participant experience.
-
Plan additional program elements such as catering and special meal needs, parking permits, and audio-visual equipment with your group and SCH sales coordinator.
-
Submit a Major Event Policy Form if required.
30 Days in Advance
Confirm logistics and required documentation.
-
Submit finalized orders for audio-visual services, catering, meeting space, parking, and related services.
-
Provide a Certificate of Insurance and pre-payment.
-
Schedule your pre-conference briefing.
2 Weeks in Advance
Prepare for arrival.
-
Submit your housing and rooming lists.
-
Include early arrivals and/or late departures.
-
Provide your final count for commuter meal cards.
3 Days in Advance
Make any final adjustments.
-
Limited additions and deletions to the housing list may be made up to three days before check-in.
-
Communicate all cancellations to your coordinator to avoid no-show charges.
Full payment is due approximately two weeks after receiving your final bill.