Financial Administration

Appendix C

APPENDIX C
CONFERENCE FACILITIES, MEALS AND
ACCOMMODATIONS SPECIFICATIONS FORM
(For meeting planner to communicate needs
to the service provider)



Conference Name________________________________________________________

Sponsoring Department__________________________________________________

UW-Contact and Phone Number____________________________________________

Anticipated Number of Attendees:_______________________________________

Date(s)________________________________________________________________


MEETING AND EXHIBIT ROOMS: Meeting Room Needs______________________________________________________ Dates and Times Required________________________________________________ Seating Style (check as appropriate): Classroom_______ Theatre________ Conference________ U-Shape________ Other (Please specify)________ EQUIPMENT NEEDED Overhead Projector________ Flip Chart(s)________ # ________ White Board________ Video Equipment (specify)__________________________________________ Sound System (specify)_____________________________________________ Podium________ Paper and Pens________ #________ Water________ Table Linens________ Other (specify)_____________________________________________________ ____________________________________________________________________ LODGING Number of Sleeping Rooms Needed:________ Dates Needed:_________________________________________________ Reservations will be made by: Each Attendee________ Sponsoring Department________ Reservations are guaranteed until ________p.m. Late arrival guaranteed by attendee's major credit card? Yes____No____ Preassigned Rooms are Required: Yes____ No____ Payment for rooms will be made by: Each attendee________ Sponsoring Department________ Other Services Required_____________________________________________ ____________________________________________________________________ MEALS Breakfast (Dates and Times)________________________________________________________ Lunch (Dates and Times)___________________________________________________________ Dinner (Dates and Times)___________________________________________________________ Refreshment Breaks (Dates and Times)_______________________________________________ RECEPTIONS Dates and Times________________________________________________________________ PARKING Vehicle parking must be complimentary for: All attendees________ Conference officials and speakers________