Camp, Conference Coordinators & Event Planners

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

1. Dates
2. Rates
3. Halls
4. Food
5. Additional Fees
6. Program Staff Responsibilities
7. Summer Conference Housing Staff Responsibilities
8. Website Support

  1. Dates

• Because UC is a quarter-system institution, official dates for summer housing are determined by the academic calendar. 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 office to discuss 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 satisfaction. Note: UC is planning to convert to a semester system within the next 3-4 years. When the time comes, this academic calendar will reflect the official plan.

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 2. Rates

• Summer housing rates are typically determined by December to be included in the next fiscal budget that goes before the Board of Trustees.
• Reflect a portion of operational costs and assets used during the summer season.
• Food rates are typically determined by March 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.
• Are effective for the entire summer season.
• For your budgetary needs and for grant proposals, we recommend you determine an increase in future rates using the current rate as a baseline. Or put another way: because you budgeted using 2006 rates doesn’t mean we will charge 2006 rates.

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 3. 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.
• Summer Conference hires Conference Assistants who live in the hall. They are resources for your chaperones and guests and will respond to safety issues and requests in the hall.
• Summer operations are consistent with the existing rules and regulations for hall residents, students code of conduct, and the university. Non-smoking, no alcohol, 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 Summer Conference office.

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 4. Food

• One of the dining centers will remain open during the summer quarter.  
• 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 three meals during the weekdays. Weekend service is provided at a reduced schedule.
• Group reservations are made through the Summer Conference office by completing the Meal Request Form.
• Groups will receive meal cards that are pre-loaded with the meals ordered per week. Every individual receives a meal card. 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 purchase an independent meal plan for the dining center and/or put dollars on a Bearcat card, which can be used at all campus vendors and area restaurants.
• Catering service for banquets, meetings can be coordinated with Classic Fare Catering. Call the office for assistance.

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5. Additional Fees

• Internet service in the room has to be pre-arranged. It is assessed a monthly fee, whether your guest stays 5 days, 2 weeks, 10 weeks.
• 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.
• Cancellation fees will be assessed. Click here to see the full description.
• The Rec Center provides special passes for groups. Contact the office for special summer rates and hours for summer conference guests.
• Parking is available on campus. Contact the office for special summer rates and available garages for summer conference guests.

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 6. 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. They need to be 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.

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7. Summer Conference Housing Staff Responsibilities

• Housing will provide adequate staff in halls to manage check-in and check-out procedures.
• Conference Assistants 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 the Housing Program Director. If a request is outside the scope of the agreement, the Housing Program Director will confer with the summer program coordinator for budget approval.
• CAs and other hall staff will be trained and ready to assist with emergencies.
• 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.

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8. Website Support

• 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 Housing in advance and allow time to review for clarity and accuracy.
  

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