Planning ahead helps ensure that rooms and staffing are available and that travel expenses are as low as possible. The ideal lead time is 10-12 weeks before the event. This year, we have noticed that the prime campus rooms are booked even further ahead, so advance planning is crucial.
If you will host multiple events throughout the year, you may want to establish event baselines for us to follow. For example, “Always (or never) order catering.”; “We prefer to use a particular room/time.”; or “Pay each guest a $250 honorarium.” Baselines can help streamline the event planning and keep your project on budget. You can also request periodic budget updates or other information, as much or as little as you need.