Your Conference Assistant (CA) is a JMU student employee dedicated to ensuring the success of your conference at all stages from planning through completion. When you choose JMU Conference Services for your event, your Conference Assistant will make arrangements for everything from parking to meals.
Before your event, you will complete a room roster with the names of all conference attendees and a minimum guarantee form stating the minimum number of attendees that will be billed for meals. Both these documents must be completed and returned to your CA at least two weeks prior to the conferences so we can prepare the check-in roster and make arrangements for providing meals to your group. At this time, we also ask that you confirm your itinerary, facility setups, and any transportation or technology/audiovisual needs.
On the day your conference begins at James Madison University, your CA will have signs around campus directing your attendees to the check-in location (predetermined by you and your CA based on availability and convenience). Your group will park in a designated location: for smaller groups we will provide parking passes for each vehicle while larger groups may have a dedicated parking lot. Your CA will greet your attendees at the check-in location with the roster, a key and meal card for each person, and any additional materials that you request. The CA will also record all attendees who check in and use this list to record when attendees return their keys at checkout.
During your event, the CA is your single point of contact, dedicated to serving the needs of your group. He or she is responsible for ensuring that we provide all the services you requested so that you can relax and enjoy a successful event. This includes meals, linens, transportation, room setups and technical equipment, as well as any other unexpected needs that may arise.
When you book an event at James Madison University, you can have great food at every meal. The Princeton Review honored us for the 10th consecutive year by ranking JMU Dining Services #5 out of 376 colleges based on feedback from students.
Since most conferences occur during summer break when many of our dining facilities are closed, we coordinate with Dining Services to provide meals for your conference. We offer a variety of options for catered events: buffets, plated meals, receptions, boxed lunches, and party platters. Sometimes larger groups request that we open one of our all-you-care-to-eat dining halls for selected meals. Your Conference Assistant will work with you to determine the best dining options for your group. If you do choose to have catered meals, we can help you to work directly with Dining Services in creating the perfect menu for your event.
One of the advantages of hosting your event at James Madison University is having access to the technology that is available on our college campus. Many of the amenities that would cost extra at other facilities, such as Wi-Fi service or teleconference equipment, we provide for free. There are over one hundred wireless access points across campus, including the Festival Conference & Student Center and the University Recreation Center (UREC) in addition to almost all dining locations, academic buildings and dormitories.
You can use our audiovisual equipment for your event. Most meeting rooms have projectors that you can use with your laptop or our computers, or you can request one of our high-tech classrooms. Also, if there is anything not currently in our inventory that you would like, don’t hesitate to ask, and we will help you make rental arrangements. No matter what technology your conference requires, JMU Conference Services is ready to meet your needs.