FAQ

Who are you?

We are your one-stop shop for all of your conference and event needs. The Conference and Events team offers a wide range of event planning services to the University family. Events offer something for everyone — from third graders to high school students, from college students to Christian leaders. Each event seeks to provide opportunities for spiritual development, academic or professional enrichment, and exposure to the Christcentered education available at Cedarville University. We are building relationships and providing valuable services both to the guests who attend our events but also to the University departments that we assist in planning events.

Pre-planning and brainstorming assistance for your conference or event.
Assistance with on- and off-campus events.
Planning and assistance with conferences, luncheons, dinners, receptions, and camps.
Registration assistance, confirmation letters, lanyard and name tags, and much more.
Daily coordination with all of the services on campus (Custodial Services, AV Services, Production Services, maintenance, Chuck's, and many others).
Placing of all work orders.

Type and title of event for display on the web calendar.
Group hosting the event (i.e., the department or off-campus/on-campus organization).
What kind of room/space you would like to reserve.
A second-choice location in case the first is unavailable.
A first and second choice for the date and time of your conference/event.
How much setup and cleanup time you will need.
Approximately how many people will be attending.
Whether or not your event requires catering.
Setup needs, including room setup and any audiovisual requirements.
For on-campus groups, your account number.
For non-campus-funded groups, you will need a certificate of liability.
Please make sure ALL the details are included in your request or are communicated to the event coordinator.

Go to the Faculty/Staff home page and click on the "Event request form."
Once we receive your request, we will check the date with the University master calendar for any conflicts.
You will be notified and assigned an event coordinator who will assist you with your event. The coordinator will contact you to find out all of the details for your event.

Conference and Event Services strives to provide each and every client with the highest level of service. Through a single contact, your event coordinator, we will ensure your conference or event is a success from start to finish.
Your event coordinator will work closely with you in arranging for all of the services or needs that you will have on campus (registration database, custodial services, AV services, production services, maintenance, Chuck's, parking and security details, and special equipment or facility requests).

Conference and Event Services, in conjunction with the Student Life Programs office, keeps a master calendar of all academic, student, and off-campus guest conferences and events that we have on campus. We will make you aware of other conferences and events that are occurring at the same time while taking into consideration your target audience. We may suggest dates and locations that would work better for your event.

Nothing! We provide our services free of charge. Of course, you will incur the same charges for meals, maintenance labor, sound equipment, and other items that you will need for your event. These are normal charges that you would incur without our support.
The advantage to using our services is that we will handle all the details and let you sit back and enjoy your event. It is meant to be that way!

That depends on who is funding the event. If the University is funding the event, then the facilities will be at no charge. If an external group is funding it, then there will be a charge for the use of the facilities.

Your event coordinator can submit and reserve anything that you need for your event.
Conference and Event Services have all the menu items that Chuck's serves for banquets and for breaks. Your event coordinator can give you those costs and place orders.
The University room scheduler works in Conference and Event Services, and your event coordinator will reserve your room needs with the University room scheduler.

For large events/conferences — Try to book at least a year in advance.
For smaller events — Please book at least 90 days in advance.
The most important thing to remember: do not commit to any dates before knowing the dates are available!
For external requests, scheduling is subject to availability to ensure that University functions are accommodated.

We have found that the date needs to be established first via our online event request form. Once this is established and confirmed, we can then schedule the room or rooms that meet your needs.