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Special Events and Conferences Office

Our professional staff offers more than 50 combined years of experience and a "one-stop shop" to plan an event that responds to the unique needs and characteristics of your group. Whether you are planning a meeting or special event, an academic conference, association meeting, religious or sports camp, you can depend on an experienced event planner to help you through every detail from start to finish to ensure your event's success. We provide a full range of services, including comprehensive event management; housing, dining, and catering arrangements; coordination of meeting and support facilities; and technical support. Our staff can also offer suggestions and assist in arrangements for leisure activities on campus and throughout the Rochester area, offering your attendees the opportunity to explore the rich history as well as the cultural, entertainment and recreational assets that the Rochester community has to offer.

The office of Special Events and Conferences should be the principal point of contact for all external organizations that wish to use RIT facilities. All requests from external organizations should be referred to this office. This office provides quality service in event planning and management to local businesses, educational, civic, and service organizations, as well as to alumni and friends of RIT. A Facilities Rental Contract is required for use of all facilities by external organizations. A certificate of insurance naming RIT as an additional insured is also required for external groups.

Contact with the office of Special Events and Conferences should routinely be a first step in consideration of hosting an academic/ professional conference or event at RIT, prior to any formal commitment/ contract agreement. This office is a vital resource for RIT academic and administrative departments for planning conferences and special events, serving in an advisory capacity to assist the host faculty/ department in making all logistical arrangements, development of the contract agreement and obtaining necessary approvals. The host faculty/ staff member or their designee is responsible for all the above arrangements, approvals and event publicly (including submission of the Institute Events Calendar), however the Special Events and Conferences staff will serve as a planning resource throughout the event planning process.

Make us your first call and we will provide you with excellent planning advice and support to ensure a successful conference or event.