Event and Conference Policies and Procedures

The Conference Services Department at Duquesne University is here to serve you from start to finish. You will find that coordinating your event is easy and thorough.

We have developed a guide to make planning your event simple and stress free. Please do not hesitate to contact the Conference Coordinator at any point throughout your planning process.

All groups are subject to an approval process, in which the mission of the organization and educational purpose of the event is deemed aligned with the University.

Planning Guide

1. Contact the Conference Coordinator to discuss your specific needs and facility availability. You can reach the Coordinator at 412.396.1175 or conferences@duq.edu.

2. Once you have spoken with the Conference Coordinator, it is necessary to complete the respective request form. Forms can be found on the forms page.

3. Upon returning the request form, a contract will be drafted by the Conference Coordinator.
You must guarantee 75% of your attendance in the contract. You will be responsible for paying for your guaranteed 75% attendance.

4. The contract will take up to two weeks to be reviewed and approved by Duquesne University's Legal Department. The contract will be send to you for review and signature. If applicable, proof of insurance is required with the signed contract.

5. A 25% deposit is due with signed contract, the remaining balance is due 48 hours in advance of event start date.

6. Keep in contact with the Conference Coordinator during the months and weeks leading up to your event.

7. Things to consider during your planning:

• Will you require additional meeting space?
• What type of audio-visual equipment required?
• Will your guests need wireless internet services?
• What arrangements will be made for parking?
• What time will you require access to buildings and meeting rooms?
• What arrangements will be made for overnight housing, if applicable?

8. Two Weeks Prior to Arrival:

• If housing is requested: a list of names, addresses, contact information, and housing arrangements must be sent to the Conference Coordinator. Minimum changes (additions and cancellations) will be allowed up to two days prior to arrival.
• If parking permits are requested: vehicle information (make, model, state, license plate, color) is required for all vehicles requiring a parking permit.
• Submit a final schedule of events to the Conference Coordinator.

9. Week Prior to Arrival:

• Three days prior to event date, a final count is required for all catered meals.
• Make sure your balance is paid at least 48 hours prior to event start date.
• Submit any final changes to housing arrangements to Conference Coordinator.

10. At the conclusion of your event, a final invoice will be sent for all expenses exceeding the balance. Payment is required thirty (30) days from invoice date.