Conference Services as your Guide
As an office, we strive to provide excellent customer service and hospitality for all of our guests during Puget Sound's summer season. We serve as a liaison between event planners and the rest of the university so that you do not need to jump through any unnecessary hoops to have a wonderful experience. If you have any questions or problems, call us, and we will do our best to assist you!
Our academic year runs from late August to mid-May, during which time we will work with you to reserve spaces and gain insight into your needs. During the summer, we have an excellent cohort of student staff that will serve as an informational resource before your arrival, plan logistical details with you, and offer 24/7 on-call assistance while you are on campus.
Event Planning Timeline
If you are interested in hosting an overnight program at Puget Sound, the first step is to complete our reservation request. This form may seem a little daunting, but it helps us get a sense of your needs to determine if our facilities are a good match for your program.
Once Puget Sound staff have received your inquiry, we will evaluate whether your event could be successful on our campus. The Conferences Manager will be in conversation with you during this process and is a valuable resource if you have any questions or concerns! If your inquiry is approved, we will informally place you on our schedule and draft a formal contract.
Your contract should be completed by February of the year you plan to come to Puget Sound. The contract will outline deadline requirements for providing us with information about your programs, such as several participants, accessibility accommodations, room setups, and more. This information allows us to communicate with many departments to prepare for your arrival, which is vital in planning a successful program. For more information on specific due dates, please look at our Deadline Sheet (PDF).
In May, you will be assigned a student staff member that will become your primary resource throughout your stay on campus. They are well-trained and enthusiastic about providing excellent hospitality to all of our guests! Working with a student allows each staff member to focus on 4 to 5 clients throughout the summer, instead of the Conferences Manager juggling everyone's needs the busy season.
Puget Sound Policies
Please take a look at our Posting Policy (PDF), which is intended to promote safe and effective sign mounting and prevent damage to and/or unnecessary clean up of university facilities.
Conference Services is happy to receive shipments and store your program materials up to two weeks prior to your campus arrival. If you would like to utilize this service, please notify us to provide you with our in-detail shipping policy.
For Conference Services to issue Guest Passes to Athletic Facilities such as the Fitness Center and Wallace Pool, each guest must sign an Athletic Facilities Waiver (PDF). Please note that guests under 18 must have a parent or legal guardian's signature for the waiver to be valid. Passes may be issued during registration or at any point during your program by going to the Conference Services Office in Wheelock Student Center.
Please read Puget Sound's Facility Use Policy, which applies to any organization using space on campus.