Conference Services Policies (pdf)
Dates of Availability - The dates of availability for summer camp and conference lodging are noon on May 16 through August 1, 2010. Please note that there will not be any available lodging from July 14-27 due to the Special Olympics 2010 USA National Games. The only exception to these blackout dates are for the long-term groups that stayed in Selleck Hall in the summer of 2009. Dining Service meals in the cafeteria are available from breakfast on May 17 through lunch on August 12, 2010. The cafeterias will be closed May 29-31 for Memorial Day and will offer limited service July 3-5 for Independence Day.
Group Eligibility Requirements - The group eligibility requirements for service through the Conference Services department of University Housing are:
- Participants must not be on campus primarily to take UNL summer school classes;
- Participants must not be required to be enrolled in UNL summer school classes;
- Group must be sponsored by a UNL department or closely related to the University's mission.
Groups who do not meet either of the first two criteria may be able to make arrangements for room and board through the University Housing Student Contracts office (402-472-3561).
Certificate of Insurance - A certificate of insurance is required for all non-UNL sponsored events held on campus. The certificate must be received by University Housing no later than 30 days prior to the event. The certificate should provide $1 million per incident liability, $3 million comprehensive general liability and name the "Board of Regents of the University of Nebraska" as additionally insured. Failure to provide an accurate certificate by the specified deadline will result in cancellation of group's services with University Housing. Groups paying through a university or state account are not required to provide a certificate of insurance.
Guarantee Number - A guarantee number must be provided 10 business days prior to the scheduled arrival. The guarantee number should include all individuals staying in the residence halls and will be used to prepare sleeping rooms as well as for meal planning. Space may not be available for participants in excess of the guarantee number. The final bill will be based on the actual number or the guarantee number, whichever is greater. Upon providing a guarantee number a blank roster and/or floor plan will be supplied to you for making room assignments. Please set a registration deadline in advance of when the guarantee number is due so you are able to meet the deadline.
Roster - A roster containing the room assignments for all individuals staying in the residence halls must be provided 5 business days prior to the scheduled arrival. The roster must be typed or legibly printed and include all first and last names. If the roster is provided less that 5 business days prior a $100 fee will be charged. If the roster is provided less than 72 hours prior a $250 fee will be charged. If more than 10% of the original roster submitted is changed or added a $250 fee will be charged.
Long Term Discount - A long term discount is available when the same group stays on campus for 24 or more consecutive nights. A 20% discount will be applied to all lodging charges. The long term discount does not apply to meals or any other service provided.
Consolidated Bill - A consolidated bill for all charges incurred by the group and its participants will be sent upon the conclusion of your event. Payment in full is due within 30 days of the bill being sent. The bill can be paid via transfer of funds from a university or state account, or with a check.
Parking Permit - A parking permit is required for all vehicles parked in a university lot. Residential guests may use designated parking areas adjacent to the residence hall complex (Area R). Cost for permits will be finalized by Parking and Transit Services later in the year. Total cost for parking permits will be added to the consolidated bill. Housing will not collect parking permit fees from individual guests. All unused parking permits should be returned to your Conference Services contact upon the completion of your event. Only permits that have not been removed from the sheet will be credited.
Youth Group Policies
Medical Release Form - A medical release form is required for each participant under 19 years of age. It must be signed by their parent or legal guardian before your event begins. An example of this form is enclosed; please duplicate as needed. Medical release forms are kept by the group sponsor/coordinator throughout the event.
Adult Chaperone/Youth Ratio - An adult chaperone/youth ratio of 1:15 is required by the State of Nebraska for all events involving youth. Adult chaperones must be 19 years of age or older and supervise youth participants from arrival through departure. Adult chaperones must be housed among the youth participants, should accompany youth participants to all activities held on campus, and must abide by all UNL and University Housing policies. Please see the Adult Chaperone Guidelines brochure for more information.
Chaperone Credit - A chaperone credit is the cost of one double occupancy room given for every 30 youth participants. This credit will be added to the final bill when the following conditions are met:
- Group complies with the 1:15 adult/youth ratio;
- Chaperones follow all UNL and University Housing policies and expectations;
- Group coordinator returns completed Chaperone Credit Form to University Housing staff member at the time of check-in.
The chaperone credit does not apply if a group has less than 30 youth participants.
Camp Store - A camp store may be held in the residence halls if an appropriate space is available and reserved. Groups are responsible for securing all money and merchandise related to the camp store. University Housing bears no liability for damaged, lost, or stolen property. Please note that groups are prohibited from selling food or beverage items in the residence halls, including the sale of pizzas and beverages.
