Conference Services is here to assist you in planning and keeping your program on track.

For questions, please reach email conferenceservices@wustl.edu or call our office at 314-935-5015. If you are ready to submit your program’s details, please fill out the inquiry form.  

Planning checklist 

Please use this checklist to ensure a smooth experience as we support your internal program at WashU.

Selecting dates

  • Ensure your program falls within the designated Summer Conferences dates: Sunday, May 18-Sunday, August 3, 2025.
  • Programs cannot be scheduled outside of these dates.

Estimate participant numbers & services needed

  • Determine the number of expected attendees. 
  • Consider additional services such as dining, parking and linens. 

Online registration services

  • If your program requires online registration, coordinate with Conference Services. 
  • A $30 registration fee per participant will be applied at the time of registration. 

Emergency contact identification

  • Designate an emergency contact for your group. 
  • This person will be the primary point of contact in case of emergencies and will be recorded in our system. 

Reserving meeting and classroom space

  • Assess your space needs and reserve rooms through the university’s Reserve a Space system. 
  • Internal programs are responsible for booking and coordinating their own space with campus partners. 

Dining & catering

  • Assess your dining needs and decide whether you require Bear Bucks or catering services. Bear Bucks are ordered through University Services and orders must be placed two weeks prior to the start of your program.  
  • For catering services, contact Dining Services.
  • To learn more about dining hours and locations visit Dining Services.

Parking & transportation

  • Internal programs must obtain parking passes from Parking & Transportation. 
  • Parking permits can be purchased from Parking & Transportation.
  • If bringing a shuttle to campus, please fill out this form and reach out to Stephanie Hunter.

Helpful things to keep in mind 

The Conference Services inquiry form is always open. Once you have your details finalized, please fill out the form. A member of our team will reach out. 

  • Contract signing: After receiving your contract, you have 30 days to sign and return it. 
  • Housing assignments: Conference Services will provide an Excel sheet for housing assignments. This sheet must be completed and returned to our office no later than three weeks before your program starts. 
  • Bear Bucks: Bear Bucks must be ordered through University Services no later than two weeks before your program begins. You will receive the card numbers and names from our office to complete your order. 
  • Annual meeting: Conference Services hosts an annual meeting to update internal programs with essential information for program planning. We highly encourage all internal programs to attend. To be added to our list for the invitation and important updates, email conferenceservices@wustl.edu.