What steps should I take to reserve space and organize my conference?
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.
What are the timelines that a conference planner must follow during the planning process?
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 at least 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.
What type of housing accommodations are available?
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.
What type of parking is available on campus?
Parking is available in University Parking Lots for an additional fee. Parking permits are required and must be placed on the dashboard of each vehicle. Meter spaces are monitored and enforced in every lot all year long. For detailed information please refer to our Parking Services website.
Are there office hours in the resident halls staffed by Ohio University workers?
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.
What are the check in and out times?
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.
What type of housekeeping service is provided?
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.
What are the policies on cancellation of a conference?
Cancellation of a conference less than 30 days prior will result in a cancellation fee of 10% to be paid to the university.
What type of payments are accepted for the final invoice?
Payments for billing can be made either through internal fund transfers (university departments) and for external groups through fund transfer or check payment.
What type of groups can schedule space on campus?
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.
What things should a conference attendee bring with them for an overnight stay?
The following items should be brought by participants that are staying overnight in a resident hall:
Shower Supplies and bucket to carry supplies
Toothbrush and toothpaste
Sheets/pillows/blankets/towels – if not utilizing full linen service
Instrument/sports equipment/tennis shoes – specific camp
What type of overnight supervision is provided during a conference/camp?
Youth groups are required to supply at least 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 who will be on call throughout the day and night, staff office hours and stay over in the building for added supervision.
Are there laundry facilities that conference participants could utilize?
Yes there are three laundry facilities on campus that are open and available for participants to utilize.
Are there any sleeping rooms with disabled access?
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.
What type of phone access and internet access is available for conference participants in the residential halls?
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.
Can special dietary needs be accommodated?
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.