Conference Planning Checklist Page 5
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5scholarship pursuits at Brown University
o Providence Visitors Guide
o Restaurant List
o Transportation Schedule
o Giveaways and Goodies
Consider sending welcome letters and agenda to the hotel for distribution upon
check-in. (Note: 1-2 pages max. as most hotels will not be willing to distribute
more)
Signs for Registration, parking direction, if needed.
Signs to guide visitors to the proper lecture halls for each session – place on easels
throughout the venue.
Update Budget
Week of Conference:
Conference Directors:
Double check arrangements: confirm room reservations, particularly for after-
hours or weekend times.
Prior to the event, check room set up to make sure it is correct.
You may want to consider having students post flyers and posters around campus.
Update Budget
Put in an announcement in the Brown Morning Mail 2-3 days prior to as well as day
of the conference. The BMM can be found at
Week After Conference:
Conference Directors:
Send thank you notes to all who helped with the conference. Include thank you
letters to all people and organizations (both Brown and external) that helped
and/or donated money toward the conference.
Finalize financial settlements for all speakers.
The preceding information has been provided based upon prior experiences in coordinating many
conferences at Brown campus. If you find any of this information inaccurate, or believe that others
may benefit from additional information, please send updates to Conference_Services@brown.edu.
Your feedback is greatly appreciated. Below are some important numbers and email addresses that
you may find useful.
Conference Services
Department of Facilities Management
Conference_Services@brown.edu
(401) 863-7800
(401) 863-3100
University Scheduling Office
Brown Dining Services – Catering
Scheduler@brown.edu
Laura-Lee_Radtke@brown.edu
(401) 863-6217
(401) 863-2712
Media Services
(401) 863-2197
Conference and Scheduling Services ● Brown University ● ph: 401.863.3100 fax: 401.863.3955
Page 5 of 5
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