List of Timelines to Follow

Timeline Guide - To help you stay on track!

Twelve months prior to event (for multiple-day or multiple-room reservations only)

  • Set event goals and objectives
  • Identify possible dates
  • Prepare a preliminary agenda  
  • Prepare preliminary budget categories and set preliminary budget
  • Prepare a list of requirements (meals, equipment, etc.) to send with your reservation request
  • Set up a visit of spaces and buildings, if desired
  • Reserve your event online by submitting the online reservation form

*NOTE: Priority is given to academic functions when allocating spaces and rooms on campus. As a result, availability of your event space(s) will be confirmed according to the schedule below.

Events scheduled from May to August – Confirmation given at the end of February
Events scheduled from September to April – Confirmation given in June

**In order to ensure your booking is given priority over other external requests for the same spaces or dates, submit your reservation request as early as possible.


Six months prior to event (for multiple-day or multiple-room reservations only)

  • Review your facility and space requirements and convey any changes to your coordination agent
  • Prepare registration lists
  • Determine any accommodation needs for your attendees (uOttawa residences are available from May to August)
  • Determine translation or interpretation requirements and confirm with your coordination agent
  • Book any accommodations with your coordination agent

Four months prior to event (for single-day events only)

  • Set event goals and objectives
  • Identify possible dates
  • Prepare a preliminary agenda
  • Prepare preliminary budget categories and set preliminary budget
  • Prepare a list of requirements (meals, equipment, etc.) to send with your reservation requests
  • Set up a site visit of spaces and buildings, if desired
  • Determine translation or interpretation requirements and confirm with your coordination agent
  • Reserve your event by submitting the online reservation form.

Two months prior to event

  • Review event schedule, room assignment and room functions with your coordination agent, who will create floor plans
  • Order any special decor items needed
  • Make final food and beverage choices
  • Review on-site staffing needs
  • Determine audiovisual needs for speakers
  • Confirm audiovisual requirements with your coordination agent
  • Order all necessary equipment
  • Provide final numbers (guaranteed) for food and beverage orders
  • Review and submit accommodation room list, if applicable

One month prior to event

  • Confirm final details and review contract
  • Inform your coordination agent of any changes (no later than seven business days prior to your event)
  • Make any necessary pre-payments
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