Conference Assistant Services

Assigned Conference Assistant (CA) provides sponsor (or room assignment coordinator) with blank room rosters to fill out with conference attendee names. These are best prepared electronically but can be given in hard copy format. Sponsor then returns the completed rosters to the CA at least 2 weeks prior to conference and CA prepares the check in roster to use upon group’s arrival to campus.

Assigned Conference Assistant (CA) is present at a group’s check in and check out. They have on hand the Room Roster, Key & Meal Card Packets, and any additional materials requested by the sponsor. The CA will highlight individual names upon their arrival at the check in location. The location will be predetermined and agreed upon by the sponsor and CA. It can be at the dorm location or meeting location (whichever provides best flow in the itinerary). The Conference Assistant assigned to your group will also be at checkout with an updated roster to highlight attendees names as they return their keys. This location is predetermined by the sponsor and CA.

Our Summer Conference Office can provide linen for your conference guests. Requests need to be pre-arranged in advance (signed conference contract) so that we will have it on-hand for your group. Your Assigned Conference Assistant (CA) will confirm specific details concerning linen distribution to guests. Our standard linen package consists of the following:  2 sheets, 1pillow, 1 pillowcase, 2 towels, 1 washcloth. Fresh towels will be provided on average, twice a week for stays greater than three (3) nights.

Assigned Conference Assistant (CA) requests from the sponsor a “Minimum Guarantee” fourteen (14) days prior to start date of conference. The CA will send this Minimum Guarantee Form to the sponsor to fill out, sign & return by the 14-day guarantee deadline. The form is then given to JMU Dining Services to confirm the minimum amount of attendees to be billed for meals.

Assigned Conference Assistant (CA) will arrange directional signage for participants to follow upon arrival to campus to their check in location. The sponsor will provide the CA with an abbreviated name of group to be put on the directional signs. Any pre-event mailings by the sponsor should refer to the name that will be on the sign.

Assigned Conference Assistant (CA) submits a parking lot request based on their group’s housing and/or conference location. JMU Parking Services assigns particular lots for summer conference groups. Depending on the size of the group, a parking pass would be issued to conference attendees. Passes are usually required for smaller groups (under 100). For larger groups, Parking Services will simply “not ticket” the lot assigned to the group.

Assigned Conference Assistant (CA) can arrange through JMU’s Transportation office, shuttle busses to transport conference groups around campus, to off-campus locations for events, to and from airports, etc. The sponsor would work through their CA to set up their shuttle needs (dates/times/locations/# of buses). Once that is determined, the request is submitted to our Transportation office and confirmation is placed in the conference file.

Assigned Conference Assistant (CA) will request from sponsor the specific room set up details for each aspect of your conference. This includes catered meals and breaks, general sessions, breakout sessions, recreational activities, etc. This information will be needed at least 2 weeks prior to your conference.

Assigned Conference Assistant (CA) will coordinate any audiovisual needs for your conference. Specific requests will go through your CA to our facilities coordinators. If rooms are not already equipped with requested items, they can be requested from other campus or local resources. There would be a fee for additional equipment requested outside of standard room equipment.