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Individuals interested in hosting a conference at Ohio University should complete a reservation form on our website. Upon submittal you will be contacted by a conference planner and begin to work through the steps of reserving your space. Communication will be critical through the planning stages in regards to schedule changes, facility needs, housing and dining needs and participant numbers. The conference planner will draft a contract for your review and agreement. Any changes must be communicated to the conference planner immediately. Close
Complete and submit the reservation form to the Conference Services Department at least 10 months prior to your conference date.
Contract drafted and reviewed at least 6 months prior to conference date.
Rooming lists/participant lists and account numbers must be sent in atleast 10 days prior to the start of your conference.
Invoice/billing summary to be received within 10 days after the conference.
Invoice/bill to be paid within 30 days of receipt of the bill.
Various residential halls are available across campus that are the standard dorm style room with community bathrooms down the hall. Room styles are available in single, double, triple and quad capacities. Halls are also available that have suite style rooms, meaning 2 rooms share a bathroom. A limited number of medical rooms or private rooms with their own bath are available as well.
Parking is available in University Parking Lots. Parking permits are required during the academic year and must be placed on the dashboard of each vehicle. In the summer, (following graduation), all purple and dark green lots are open with no permit needed. Meter spaces are monitored in every lot all year long. For detailed information please refer to our Parking Services website.
Office hours are set by the conference planner, but are typically hour blocks around lunch and dinner time so the summer conference staff is available for questions. Also there will be a designated headquarters building that will have staff office hours throughout the day. Hours and staffing can be set up on an as needed basis.
Check in and check out times are set by the conference planner and our summer conference staff will be on site to assist with both based on your requests and the times listed in the contract. Typical check in times are for a period of 2 hour and check out times are typically following the final session and last one hour.
A full linen service is available for conference participants that includes towels, linen packet and pillows. Participants can change out the towels and sheets for clean ones every four days. A limited linen service is available as well and only a linen and blanket packet will be provided. Housekeepers are on staff everyday, however are not responsible for garbage, that must be disposed of by the individual participants.
Cancellation of a conference less than 30 days prior will result in a cancellation fee of 10% to be paid to the university.
Payments for billing can be made either through internal fund transfers (university departments) and for external groups through fund transfer or check payment.
Internal and external groups are open to book space on campus and work with the conference services department. Youth groups, academic programs, sports camps, scientific groups, learned societies, band camps, language programs or professional organizations can all be accommodated within the university campus facilities.
The following items should be brought by participants that are staying overnight in a resident hall:
Alarm clock
Shower Supplies and bucket to carry supplies
Toothbrush and toothpaste
Clothes
Sheets/pillows/blankets/towels – if not utilizing full linen service
Instrument/sports equipment/tennis shoes – specific camp
Youth groups are required to supply atleast one adult for every 12 participants to stay in the residence halls during the camp/conference. The summer conference staff will also supply residential managers would will be on call throughout the day and night, staff office hours and stay over in the building for added supervision.
Yes there are three laundry facilities on campus that are open and available for participants to utilize.
Yes we have rooms that are ADA compliant. Please contact your conference coordinator to request a wheelchair accessible room or other disability-related living accommodations.
Network connections are located in each residential hall room and are free to conference groups to utilize. Guest wireless accounts may be set up for adult participants with a conference upon request through the conference planner. There will be a phone line in each room, and a phone number will be activated, however the participant will need to supply the actual phone to hook to the line.
The residence hall dining facilities provide a variety of meal options, including vegetarian and vegan selections. If there are more specific needs, please work directly with your conference planner, who will then coordinate all the information with an assistant director of dining, who will work with the participant to accommodate their needs during their time on campus.
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