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Conference Planning

It is our priority that your time with us goes as smoothly and pleasantly as possible. Below is our step-by-step conference planning procedure, starting with conceptualizing what you will need, to finalizing details, to knowing when to expect an invoice. We want you to be as prepared as possible so that when you arrive, everything will be set for you to experience an enjoyable stay with us.

Determine what you need

Although we can help you fill in the gaps, having a clear picture of what types of facilities and services you will need will help us to fit you with a package that will best meet your needs and make your time with us as pleasant and stress-free as possible.

Save the date

The sooner you can reserve a facility, the better. As the summer months grow nearer, dates and times fill up fast and facilities are often booked throughout the season. Letting us know well in advance of when you plan to come and what you will need when you get here will help us to ensure that everything you need will be ready and waiting when you arrive.

Meet the Coordinator

Aaron Laidler, Coordinator of Conference Services, will be with you from start to finish, making sure that you are enjoying your stay on Spring Arbor University’s campus and that you have all your needs met. He will walk you through the process from start to finish and help you work through the details of your event planning. When you have your dates firmly set and a clear picture of what you will need, call Aaron and he’ll let you know about facility availability and get you started on the planning process.

Dot the I’s and Cross the T’s

After you have made contact with Aaron, informed him of what you need and have reserved a facility and other required services, he will mail you the contract, which details in full what you should expect while you are a guest at SAU. Check everything over thoroughly to make sure that nothing has been left out, and then sign it and mail it back. Don’t forget to also include your liability insurance form, or your liability waiver, depending on which route you wish to take.

Last minute check-up

Three days prior to your event, Aaron will contact you to double check that all systems are go and that you do not require further assistance or additional services.


Once you arrive on campus, please do not hesitate to ask – for anything! We want to make sure your stay is comfortable, enjoyable and memorable. Remember, Aaron and his staff are here for you and want to make sure you have a wonderful time and that you enjoy our beautiful campus and facilities.


You will receive an invoice shortly after your event. Please review it carefully and let us know if you have any questions or concerns. After reviewing it, please send a check or money order within 30 days of receiving the invoice.