Conference Services Application

Conference Services Application

Please complete one application per camp or conference session. All Outside Organizations will be required to submit a Sponsorship Form. Sponsorship forms may be found on our website.
General Contact Information
Conference/Camp official name*
Organization name (name of organization hosting the conference and used for contracting)*
Street address*
City*
State*
ZIP code*
Contracting Representative

Please provide contact information for the person with authority to sign contracts.
Name of primary contact for contracting*

First NameLast Name
Email address for primary contact for contracting*
Conference/Camp Organizer

Please provide contact information for the person who will be the Primary Contact for planning and onsite communications.
Contact name of conference/camp organizer*

First NameLast Name
Phone number of conference organizer*
Please enter a valid phone number.
Email address of conference organizer *
example@example.com
General Conference/Camp Information
Please select your event type*
Requested dates - first option*
Requested alternate dates, if applicable
Total number of expected guests (include staff and participants)*
Please provide age range of attendees*

Under 18 years of ageOver 18 years of ageBoth under and over 18 years of age
Please provide a brief description of your event*
If your event has a website link to previous conferences/camps, please provide
2025 - 2026 Youth Athletic Camp or Event
Arrival date - early arrival date (if applicable)
2025 Summer Camp and Conference
Participants
Arrival Date(s). Please list date of earliest arrival as well as the date the majority of participants will arrive. *
How many total residential participants and staff are you expecting?*
Will you have commuters (Attendees leaving at the end of each day)?*

YesNo
Please estimate how many commuters you will have.*
Of the total number of residential participants, how many are staff, coaches, or advisors?*
Residential Housing
The University requires a minimum of one adult for each 12 youth if all youth are 12 years of age or older. If your participants include any children 10 - 11 years of age the required ration of adults to children for your conference/camp is one adult for each 10 youth. Adults are responsible for supervising minors at all times while on campus for their own safety. NO youth under the age of 10 will be allowed to stay in residence halls. THIS POLICY IS STRICTLY ENFORCED.
Total Number of adults staying in Residence Halls? (Please provide initial estimate)*
Please select genders represented in adult population.*

MaleFemaleGender-neutralOther
Total Number of youths staying in residence halls? *
Please select genders represented in youth population.*

MaleFemaleGender-neutralOther
Please provide requested check in date and time for attendees.*
Please provide requested check in date and time for any early arrivals.*
Please provide requested check out date and time.*
Please select REQUESTED residential commons (dorms). **This is a request and we will make every effort to accommodate when possible, however we are unable to guarantee residential commons assigned.

ArmstrongBoazCockrell McIntoshCrumKathy CrowLoydMcElvaneyMary Hay Peyton ShuttlesVirginia-SniderWareOther
Requested Number of Single Rooms. As a default, residential participants are assigned to double rooms.
**We will try to honor requests for single rooms, but cannot guarantee availability. Housing rates differ for single and double rooms.
Please select linen service requested*

No Linen = No linen provided for bed or bath. Trash removed weekly from trash rooms.Full Linen = Bed is made when guest arrives. Towels; two large and one washcloth are in room. Service item provided (hotel size soap). Each day room is cleaned, bed is made and fresh towels are provided. If in suite bath, bathroom is straightened up each day, heavy cleaning done once per week. Bed linens are changed at least once per week. Trash removed daily.Limited Service Linen = The room is "made up" upon move in. Sheets, pillow, blanket, towels and washcloths. No service item provided. The room is cleaned with exchange of linens with bed made and towels provided on or after the 7th night and every 6 or 7 nights after. Suite style bathrooms are only attended to once per week.Linen Exchange = A top sheet, bottom sheet, and pillow case are furnished. Packaged in a plastic bag. Once per week a linen exchange will occur during a scheduled two-hour window on a designated day. Participants must turn in dirty linen to pick up clean linen.
Dedman Center for Lifetime Sports

**Additional rules and charges will apply, limited availability, and group's access will be for entire duration of the conference. Any group composed either entirely or partially of participants under 18 years of age are not permitted to have group general access to the recreation center. Such groups must request specified times/dates/venues for use only as part of an organized, structured, and supervised group activity within the Dedman Center. All participants under 18 must be accompanied by an adult at all times with a minimum of 1 adult to 10 minors. Minors are not allowed in weight room/cardio areas.
Would you like to offer recreational access to Dedman Center for Lifetime Sports for your adult participants?*

YesNo
Facilities
Please select all the facility types you need.*

Athletic fields and courtsAuditorium, small (50-200 capacity)Auditorium, mid-size auditorium (201-460 capacity)Auditorium, McFarlin Memorial (max. capacity 2386)Ballrooms (max. capacity 500, depending on configuration)ClassroomComputer labSports recreation (Dedman Center for Lifetime Sports)Meeting spaceMoody ColiseumOther
Athletic Facilities
Please select all spaces in Moody Coliseum requested.*

Gym Floor and BleachersHall of FameLetterman Board RoomMiller Event CenterMoody Lobby for RegistrationSuites LoungeOther
What dates and times will Moody be needed? Please list start and end times for each day. What set-up do you need?*
Is Crum Basketball Center Requested?*

Yes, One CourtNo
What dates and times will Crum be needed? Please list start and end times for each day. What set-up do you need?*
Please select all athletic spaces requested for use during your camp.*

NoneArmstrong Fieldhouse (field only)Gerald J. Ford StadiumPettus Practice FieldRobson & Lindley Aquatics Center and Barr-McMillion Natatorium/Holt Hickman Outdoor PoolStyslinger/Altec Tennis ComplexWashburne Soccer and Track FieldOther
Please provide dates, beginning and ending times and any other notes for all requested athletic spaces above.
Please select all facilities within Dedman Center for Lifetime Sports that you would like to request. **Limited availability and additional rules and costs apply.*

Courts/Gym FloorAerobic RoomClassroomsRacquetball CourtsSwimming Pool (indoor pool)**The Falls (outdoor tanning pool)Rock Climbing Wall **Indoor Soccer CourtSand Volleyball Court(s)Crum Lacrosse FieldIntramural Field
Please provide dates, beginning and ending times and any other notes for all requested Dedman Center for Lifetime Sports facilities selected above. **Limited availability and additional rules and costs apply.*
Non-Athletic Facilities
Please provide the number of non-athletic facilities (auditoriums, ballrooms, classrooms, etc.) requested, capacities needed, dates and times.*
Will you need audio/visual equipment in the spaces above? If so, please describe the support and equipment needed.**A/V support needs should be made at least three weeks in advance. Lists of classroom a/v equipment and resources are available for spaces upon request.*
Campus Dining Inside Dining Hall
Will attendees be eating any meals in the dining hall?*

YesNo
What date will meal service begin?*
On date listed above meal service will begin at which meal?*

BreakfastLunchDinner
What date will meal service end?*
On date listed above meal service will end at which meal?*

BreakfastLunchDinner
Please list all dates and meals between the begin and end dates where meals WILL NOT be eaten in the dining hall. ( for example 6/5 Breakfast, 6/6 Breakfast, Lunch, 6/8 Dinner).*
Will commuters or staff require a different meal plan? If so, please explain.*
Catering Requests (Banquets, Receptions, Ballrooms, Coffee Breaks, Etc.)
Indoor and Outdoor Events must use SMU Catering unless an exception is pre-approved by the Director of Purchasing and the Associate Vice President of Campus Services. SMU Catering is the exclusive caterer for Events in Moody Coliseum, Miller Event Center, McFarlin Memorial Auditorium and the Martha Proctor Mack Grand Ballroom. No other catering companies are allowed in those Facilities. Click here for SMU Catering's menu.

Casual Catering, consisting of boxed lunches, and/or grab-n-go setups are allowed with prior notification and from a pre-approved vendor list. This does not include served buffets. Examples would include but are not limited to sandwiches, pizza, and meal trays that are not heated via sterno. Sterno (or any other brand of jellied, denatured alcohol burned directly in a can) is not allowed on campus unless serviced by SMU Catering. Click here for Approved Casual Catering.
Will you be requesting catering for any special function, meal or break? **SMU Catering is the exclusive caterer for conferences on campus.*

YesNo
Please provide any details known (start and stop times, estimated number of people, requested venue if known, etc.) at the time of this application. Otherwise, information can be collected later.
Parking
Is Parking requested? **Parking permits requested 2 weeks in advance have a cost of $12 per day per vehicle with a maximum charge of $60 per vehicle.*

YesNo
Will you need parking for a bus/large vehicle?*

YesNo
Please provide an approximate number of parking permits needed. The final number will be requested at a future date.*
Does your camp need short-term drop off parking for parents dropping off and picking up participants?*

YesNo
Should be Empty:

Conference Services Application

General Contact Information

Contracting Representative

Conference/Camp Organizer

General Conference/Camp Information

2025 - 2026 Youth Athletic Camp or Event

2025 Summer Camp and Conference

Dedman Center for Lifetime Sports

Facilities

Campus Dining Inside Dining Hall

Catering Requests (Banquets, Receptions, Ballrooms, Coffee Breaks, Etc.)

Parking