ALL Grant Funded Academic Camp or Conference Groups are eligible for a 50% discount on housing rate (linen packages excluded) only upon our office receiving a copy of Grant Reward Documentation.
Please send Grant Reward Documentation (this can include a letter of award or an email of award with the amount included) and the name of the camp or conference group that it covers to firstname.lastname@example.org. A confirmation of the discount will be noted and rate change will be reflected on the Conference agreement.
The Conference Style Check-In is the process in which participants of the Camp or Conference Group will meet at desk or residence hall associated with your stay. Our staff will meet you at a designated time to account for each arrival and distribute room keys, lanyards, and/or access cards. Please make sure to communicate clearly about your check-in times so that we may staff accordingly.
The more details we have about your arrival, the better we can prepare and the faster we can get your participants checked-in to their rooms.
Hotel Style Check-In is the process in which adult participants arrive separately at unspecified times or in youth groups with under 15 participants. To check-in, participants will simply approach the desk with their name and the name of their group. The Conference Assistant will distribute thIer keys, lanyards, and/or access cards.
KEY PICK-UP STYLE:
Key Pick-up Style Check-in is the process in which Group Coordinator of the Camp or Conference Group will collect the keys for the group prior to arrival. No keys will be distributed ahead of the 24-hour window before arrival. Upon pickup, the Group Coordinator will work with a Conference Assistant to count all the keys and fill out a Key Pickup Form. You will have 24 hours to distribute keys to your participants and return any unused keys to the desk. Any returned keys will not be counted against your group's final billing.
If you are unable to meet the 24-hour requirement for any reason, please contact our office prior to your arrival.
The Conference Style Check-Out is the process in which participants of the Camp or Conference Group will remove all trash from their assigned room and common area spaces, prepare their room for a visual inspection, and pack all personal belongings. Packed personal belongings are to be left neatly stacked on the bed while the participants attend their last day's activities.
OSU Conference Services Staff will enter rooms in pairs to check for cleanliness, any damages, and any unpacked items. Either an Orange or Red notification slip will be left on each participant's bed to notify them of the visual inspection results. An Orange notification slip indicates that the participant has passed the inspection and is cleared to proceed in the Check-Out process. A Red notification slip indicates that the participant has failed the inspection and needs to rectify the situation based on the instructions noted on the notification slip prior to proceeding in the Check-Out process.
Each participant will remove all personal belongings from their assigned room and then report to a designated Check-Out location with their colored notification slip. They will return the room key inside of the labeled key envelope they received at Check-In as well as show their colored notification slip. Participants with Red notification slips will need to verify that they have resolved the situation prior to being allowed to finish the Check-Out process.
This is the recommended method for youth aged participants. This is a good way to help lower any costs associated with extra cleaning fees, returned property fees, and damages.
The Hotel Style Check-Out is the process in which participants of the Camp or Conference Group will collect and remove all personal belongings and trash from their assigned room and common area spaces. They will then report to a designated Check-Out location where they will return the room key inside of the labeled key envelope they received at Check-In. At that point, nothing more is needed of the participant. Assigned rooms and common area spaces will be inspected by OSU Conference Services Staff after all participants have Checked-Out. If any damages or excessive trash is found, documentation will be made and the Camp or Conference Group will be charged accordingly on their final billing.
This is our recommended method for adult participants.
KEY DROP-OFF STYLE:
The Key Drop-Off Style Check-Out is the process in which participants of the Camp or Conference Group will collect and remove all personal belongings and trash from their assigned room and common area spaces. The Group Coordinator of the Camp or Conference Group will collect the keys and key envelopes from the group after inspecting rooms and common area spaces for damages or abandoned property. At that point, nothing more is needed of the participant. After all of the keys are collected, the Group Coordinator will go to the assigned Service Desk and work with a Conference Assistant to count all the keys and finalize the Key Pick-Up Form. Assigned rooms and common area spaces will be inspected by OSU Conference Services Staff after all participants have Checked-Out. If any damages or excessive trash is found, documentation will be made and the Camp or Conference Group will be charged accordingly on their final billing.
This option is only available to Groups or Conferences that have also chosen the Key Pick-Up Check-In Style.
Oklahoma State University Housing & Residential Life does not preclude any licensed caterer from serving within the residential facilities. ALL licensed caterers must be escorted and accompanied by a Camp or Conference Group staff member at ALL times during their operation.
Oklahoma State University Dining Services looks forward to helping accomodate your Camp or Conference Group dining needs. Options range from all-you-care-to-eat, boxed lunches, catered banquets and buffets, to meals in campus retail locations. They offer arrangements tailored to each individual Camp or Conference Group based on needs and preferences. To make arrangements or for more information please contact Keli Means (Event Coordinator at the University Dining Services/Celebrations Catering Office [179 Student Union]) via 405-744-7053 or email@example.com.
ALL Camp or Conference Group participants and staff will need a parking pass for EVERY VEHICLE to park on campus at Oklahoma State University. Housing & Residential Life will not take any orders for parking passes. You will need to contact the Parking & Transportation Services Department directly to purchase passes and receive instructions about proper parking locations for your Camp or Conference Group.
RENTABLE FACILITIES & SPACES:
The Department of Wellness at Oklahoma State University has several options for rentable space from different sport specific areas to meeting and instructional areas that can be a resource for conducting your camp or conference group.
The Student Union Meeting and Conference Services Office at Oklahoma State University also has a wide array of meeting and conference room areas that can be reserved to help host your camp or conference group.
This form is a request of service only and does not guarantee availiability or ensure a reservation on campus at Oklahoma State University. This form is used to generate the Housing and Residential Life Conference Agreement which, when executed, will confirm and guarantee a reservation for you camp or conference group.
Oklahoma State University
Department of Housing and Residential Life
Marketing & Conference Services
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