Summer Conference Planning Guide

Establish the camp or conference goals, activities, preliminary budget, estimated attendance, preferred dates, your overnight accommodation, dining, and venue needs.

Review your tentative quote, projected costs, payment schedule, and deadlines before proceeding.

Develop the schedule, activities, workshops, transportation, and more while establishing your budget. Submit required insurance, tax documents, and register for the Youth Protection Program (if applicable).

Finalize changes to attendance, overnight accommodations, meals, meeting spaces, A/V, parking, and transportation. Organize registration, communications, room assignments, schedules, staffing, check-in, activities, and on-site support so participants and chaperones feel informed, welcomed, and prepared. 

Submit final payment, rooming lists, schedules, venue setups, permit requests, accommodation requests, and check-in information so participants, chaperones, and staff feel informed, welcomed, and prepared.