Conference Planning Resources

You stand at the helm of planning a significant conference, the details of which are swirling around in your mind. There's a dizzying array of decisions to be made and details to nail down, from booking a venue to lining up speakers, choosing a theme, coordinating schedules, handling registrations, and dealing with technical aspects. Thankfully, an array of conference planning resources stands ready to assist you. Online platforms like Eventbrite or Cvent can streamline the registration process, helping you keep track of attendees, while tools such as Trello or Asana are excellent for managing the project as a whole, keeping track of tasks and deadlines. You can use platforms like LinkedIn to locate and communicate with potential speakers. Don't forget about sourcing inspiration and tips from professional event planning blogs and forums. And lastly, software like Zoom or MS Teams, increasingly prevalent in this post-pandemic world, can help you in the organization of virtual or hybrid events, ensuring that you can reach attendees no matter where they are. Each tool is like a member of your team, ready to help you create a conference that is not only well-planned but also memorable.

Here at CWU Conference Services we pride ourselves on being knowledgeable, helpful and resourceful. We have compiled some helpful information, tips and links below to help answer questions about hosting an event or preparing for an upcoming stay on campus for quick reference. We are happy to answer additional questions by phone at (509) 963-1141 or by email at

Document Templates

Event Planning Steps

The three phases of successful event planning:

Preliminary Research

  1. Select two or three dates for the conference,
  2. Confirm these dates with the featured speaker(s),
  3. Identify your target audience,
  4. Estimate the number of people,
  5. Consider the number of meeting rooms needed,
  6. Estimate the number of nights for lodging,
  7. Anticipate the beginning and ending meals
  8. Establish an estimated budget

Contact CWU Conference Services

Make your commitment for conference facilities as early as possible. Early reservations assure you the best possible rates, facilities and services.

Share information with us - last year's program, budget, and facilities, etc.

Our team is committed to serve you, and to make you worry free in the areas of meals, lodging, and meeting needs.

Confirm Your Event

  1. Mail your signed Letter of Agreement (make a copy for your file) and deposit
  2. Provide a tentative (or last year's) agenda
  3. Return meeting room(s) set up form
  4. Send us your participants list
  5. Confirm guaranteed numbers with CWU Conference Services

What to Pack

Situated on the east side of the Cascades, Ellensburg experiences all four seasons. Please bring seasonally-appropriate dress and expect to walk outdoors to get between locations on campus. Examples might include a heavy winter jacket and waterproof boots for the snow during winter months, layers in fall and spring, and light clothing and sunscreen in the summer. Central Washington University has a beautiful walking campus, so be sure to pack comfortable walking shoes. During the summer months it may also be advised to bring a small fan, as many of our residence halls are not air-conditioned. Linens are provided in each sleeping room, including two sheets, a pillow and pillow case, and a light blanket. Please see your camp director to see if you will need to bring towels to campus for your visit. Each sleeping room comes with a mini-fridge and microwave combo, and there is free WI-FI available throughout campus.

CWU Emergency Information and Resources

Please visit the CWU Emergency Information/Resources page for details regarding emergency closures, smoke guidelines, travel alerts , and much more before/during your visit at CWU.

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