Conference and Event ServicesUniversity of Cincinnati

Conference and Event Services

Camp & Event Planners

2015 Dates: Saturday, May 23rd-Saturday, August 8th

Factors to consider when planning summer on-campus activities that will need support from campus housing and dining center facilities:

Dates

  • Dates for summer housing and conference services are determined by the UC academic calendar. We service a 12-week period. Rule of thumb: the summer conference season follows the summer academic dates. Check here for future dates.
  • Oops, I need housing outside these dates! Contact the Summer Conference office immediately to discuss needs. We may be able to support your needs. Expect to be charged premium rates that would reflect extra resources to accommodate your needs.
  • Your summer program is two years out. Please check the academic calendar, and call the Conference & Event Services office to review plans. Many camps are regular calendar events, and new summer events at UC need to be included in the logistics well in advance to ensure service for your customers.

Rates

  • Summer housing rates are typically determined by December to be included in the next fiscal budget that goes before the Board of Trustees in spring.
  • Reflect a portion of operational costs and assets used during the summer season and are economically and competitively priced.
  • There is an option for every budget, so please feel free to ask and compare types of rooms and types of halls.
  • Food rates are typically determined in spring in accordance to the contract with the university's food service vendor. These are also included in the proposed fiscal budget for final approval by the Board of Trustees in spring.
  • Are effective for the entire summer season.
  • For your budgetary needs and for grant proposals, we recommend you project an increase in future rates using the current rate as a baseline. Or put another way: because you budgeted using 2011 rates doesn’t mean we will charge 2011 rates.
  • Rates for the future, however, can be locked in contractually.

Halls

  • Operational issues, such as repairs and improvements, determine which halls will be available for summer service.
  • If you make a specific hall request, every effort is made to accommodate the needs of your group.
  • Types of populations are often grouped together in a hall to create efficiencies of space and reflect common factors among guests.
  • Overnight programs hosting guests under the age of 18 years must supply chaperones to live with the group in the hall. These staff must pass a police background check. We do not require a certain student/staff ratio. You know best how many staff are needed to supervise your group. Please budget for your chaperones.
  • Conference Assistants are hired to support Summer Conferences, and live in the hall. They are resources for your chaperones and guests and will respond to safety issues and requests in the hall. They assist with check in and check out processes.
  • Summer operations function within the existing rules and regulations for hall residents, students code of conduct, and the university. (Non-smoking, no alcohol or drugs, no candles, etc.) Rules and regulations may be adjusted to meet the demographics of the summer residents. This includes rules regarding hall guests, curfews, etc.
  • Anyone registered to stay in the residence hall has the benefit of using the amenities in the hall. See the various features listed here.
  • Once assigned to a room, people should not switch roommates without permission from the Conference & Event Services office.
  • Rooms are supplied with a full set of furniture per guest. Beds may be bunked, lofted, or at standard height. Beds are usually occupied "as is" and if your guests are not able to use bunks or lofted beds, we will need to know in advance of their arrival.

Food

  • One of the on-campus dining centers will remain open during the summer service period.  
  • Dates of service follow the summer semester period. Please check the academic calendar to make sure the dining center is open during your dates.
  • Hours of operation are adjusted in the summer to provide service for three meals during the weekdays. Service is not continuous throughout the day. Weekend service is provided at a reduced schedule, serving brunch and dinner.
  • Extended service time is possible for groups larger than 150 people.
  • Group reservations are made through the Conference & Event Services office.
  • Group participants receive meal cards that are pre-loaded with the meals ordered per week. Large groups (100+) can receive a group meal card instead of the inidividual meal cards. Cards are presented at the dining center register to gain access.
  • The sponsoring entity is billed for the guaranteed meals and any additional meals above the guarantee.
  • Individual summer interns can access the dining center according to their schedule, and pay with cash or credit card.
  • Catering service for banquets, picnics, and meetings can be coordinated with Classic Fare Catering.

What is/is not Available for Guests

  • Linen packages can be pre-ordered for participants.
  • Microwaves and mini-fridges are in each room.
  • Swipe cards are programmed with hall access and meals that have been pre-ordered and are provided to guests at check-in.
  • Room door keys are provided to each pre-registered guest in a room.
  • Personal toiletries are not supplied in the halls. There are two convenience stores on campus if your guests forget to pack something.
  • Conference Staff is on hand to assist guests during their stay.
  • Wireless Internet is installed in all halls. There are also hard-wire data jacks in each bedroom.

Additional Fees

  • Damages to rooms and to public areas in the hall will be documented and assessed to the program sponsoring the group.
  • Lost keys will be documented and assessed to the entity that registers and pays for the room. Lost key fee is $80.00 and covers locks to doors, new cut keys, and labor. Unreturned hall access cards are billed at $5.00 each.
  • Cancellation fees will be assessed. 
  • The Rec Center provides special $10.00 weekly passes for groups. Conference & Event Services can assist with your group's arrangements. The fees will be assessed on the group's final bill.
  • Parking is available on campus. Conference & Event Services can assist with your group's parking needs, or for individuals attending your program. The parking fee will be assessed on the group's final bill.

Billing Options

  • Groups hosting a roster of overnight guests can be invoiced at the end of the program. Housing, meals, and other services used on campus can be on one UC invoice. A program director will be assigned to your organizer to assist with the logistics of staying on campus.
  • Groups asking CES to hold a block of space for optional housing to their participants can arrange with CES to create an online registration website, where the guest pays for individual housing via check or credit card, prior to arrival. There is a set-up fee charged to the organizer for this option, as well as per-person fees billed to the program organizer after the program has ended. A program director will be assigned to your organizer to assist with building the website and supplying reports to the organizer and communications to the guest. 
    • Housing details can be posted on your website. We can work with you in advance to provide correct information and include a web page link for your customer's convenience.
    • Prior to your organization or department making your summer camp web page live, please contact Conference & Event Services in advance and allow time to review for clarity and accuracy

Program Staff Responsibilities

  • Minors must be accompanied by program chaperones at all times on campus. The program should have an adequate amount of chaperones for the size of the group and gender break down.
  • Chaperones with minors must have cleared a Criminal Background Check.
  • Program sponsors are to review university and residence hall rules with guests. UC programs can find these guides online. Every residence hall will have a copy of the Student Code of Conduct and current Residence Hall Handbook available at the front office. The Summer Conference office can provide guidance on the most common rules applicable for the summer.
  • Chaperones must stay overnight with minors in the residence hall. The program should budget for this expense. Single rooms cannot be guaranteed, chaperones may need to share rooms. Chaperones are assigned rooms near their group and on the same floor.
  • Chaperones are to supervise the minors in the halls. The program sponsoring the minors will be charged for any damages incurred in the residence hall. Conference staff will assess the damages.
  • In summer NO OVERNIGHT VISITORS are permitted. Occupants are sponsored and are known to the hall staff; visitors are not. The group sponsor will be notified if this situation arises.
  • Guests are permitted in lobby areas only and need to be met by current occupant if they go further into the hall. All guests, including parents, must be escorted by occupants to gain acccess inside the hall. Use the front desk to drop of items or leave messages if the person you are trying to visit is unavailable to meet.

Summer Conference Housing Staff Responsibilities

  • The office of Housing & Food Services will provide sufficient staff in halls to manage check-in and check-out procedures.
  • Conference Assistants (CA) will live in the halls for the convenience of the programs and daily operation. They serve as a resource and can assist in the halls and provide campus information.
  • CAs provide instructional signage inside the building.
  • CAs will interact with chaperones on a regular basis. CAs will interact with the guests in situations that pose a risk to the facility and to others.
  • CAs will confirm individual requests of services with Conference & Event Services. If a request is outside the scope of the agreement, the summer program coordinator will be consulted for budget approval.
  • CAs and other hall staff will be trained and ready to assist with emergencies.
  • We take our role seriously when considering safety inside the hall. Therefore, hall staff are trained to ask questions of people identifying themselves as guests, even parents. Staff have authority to restrict access inside the hall.
  • CAs will write Incident Reports for unusual situations occurring in the halls. A copy of the report will be provided to the program coordinator if the incident involves a member of their program.

Process

  • Our process begins with your phone call, and we can hold a block of space for the dates you need, in a hall that suits your budget.
  • 60-90 days prior to your program date, a group order form is sent for more complete information, and should be signed by your organizer.You return the order form with as much information about your program that helps us support your intentions and needs. 
  • CES assesses your needs and works to place your group in a hall suitable for your budget, group, and dates.
  • After the group order form is returned, a contract is sent to your organizer to outline specific terms and conditions for UC to host your program, along with documents that relate to your requested services. It should be signed by a person of authority and returned to UC.
  • Final arrangements for your program's stay on campus are made, with guaranteed numbers and names of participants supplied 14 days prior to your program start date. CES works closely with your organizer to ensure all details are in place to support your customers.
  • Whether it's a one night stay or a five-week program, we invoice after the program is over, and include all services and fees on one bill.
  • UC accepts the following payment options: most credit cards, check, wire transfer, UC P-card, UC Flex Account.