Summer Conference FAQs
- Complete Housing Request Form: Groups will be accommodated on a first-come, first-served basis, depending on availability of space.
- FUA Submitted to Conference Coordinator: The Facilities Use Agreement (FUA), is a legally binding document between the group and Summer Conferences. Outlined in the FUA are estimated fees, cancellation policy and other terms and conditions. The FUA should be submitted by your event organizer via email to firstname.lastname@example.org, ideally two to three months prior to groups arrival.
- Signed Agreement, Deposit and Proof of Insurance: Summer Conferences must receive this within thirty (30) days of the postmark date found on the agreement when it is mailed to you.
- The signed agreement can be returned via mail, or a scanned copy can be emailed to email@example.com. Note – email is preferred.
- A deposit of 25 percent of total room and board costs (maximum $1,000) must be submitted to Summer Conferences.
- General liability insurance must be obtained by all groups that are not officially affiliated with the University of Idaho. A certificate of insurance, or copy of the insurance policy must be filed with U of I Risk Management and Insurance at least thirty (30) days prior to arrival.
- Preliminary Numbers, Early Arrivals/Late Stays and Linen Requests Due: Must be submitted to Summer Conferences at least thirty (30) days prior to earliest arrival.
- Preliminary Number is the up-to-date number of participants the event organizer expects will be receiving services, housing and/or meals throughout the duration of the group’s stay.
- Early Arrivals/Late Stays is the number of participants the event organizer predicts will need accommodations earlier or later than the requested group dates.
- Linen Requests is the number of linen packets the group will need for the duration of their stay.
- Guarantee Forms and Room Assignment Worksheet emailed to Conference Coordinator:
- Guaranteed Number is the number of bed spaces Housing and Residence Life will prepare for the conference, and the minimum number for which the group will be billed. A minimum of three (3) weeks prior to earliest arrival.
- Food Service Guarantee is the number of meals that Dining Services will prepare for the conference. Due at least fourteen (14) days prior to group’s earliest arrival.
- Housing Guarantee is the number of bed spaces Housing and Residence Life will prepare for the conference. Due at least four (4) business days prior to group’s earliest arrival.
- The Room Assignment Worksheet is a set of floor plans with available rooms the conference may use for their stay. The event organizer will assign rooms for all participants and chaperones/staff. Room Assignment Worksheet of completed building floor plans with all participant names and highlighted chaperone/staff rooms. Due on the earliest date of arrival.
- A schedule of the group’s roster, general activities and meals must be provided to Summer Conferences. Rosters must include contact information for all chaperones and/or staff. Due on the earliest date of arrival.
- Final Bill Received: A final bill will be sent to the email address provided within fourteen (14) business days of departure.
- Outstanding Balance Due to Housing and Residence Life: Any outstanding balance is due within thirty (30) days of the invoice date.
To confirm your conference reservation, groups must provide Summer Conferences with a signed copy of their Facilities Use Agreement (FUA) and a deposit of 25 percent of total room and board costs (maximum of $1,000) within thirty (30) days of the agreement being sent. Deposits are non-refundable.
Yes. All participants in the conferences must be covered by accident insurance before participating in any event or program. All pertinent information, guidelines and necessary forms must be provided to the university at least thirty (30) days prior to your group’s arrival. Please contact the Office of Risk Management and Insurance at 208-885-7177 or firstname.lastname@example.org for more information.
Group chaperones are responsible for providing constant, competent supervision to your youth. Should an accident occur, your Conference Coordinator can assist you in acquiring emergency help. Injuries requiring medical services may be treated at the emergency room of Gritman Medical Center, 700 South Main, 208-882-4511 or Quickcare, located on the corner of Warbonnet and West A Street (behind Wal-Mart), 208-882-0540.
The Conference Chairperson must notify their Summer Conference Assistant of all accidents and, if necessary, appropriate incident reports will be completed. Please note, the injured party is responsible for all financial obligations incurred, and for any subsequent treatment necessitated by the injury.
Yes. Our Summer Conference Coordinator can assist you in arranging meeting rooms, classrooms, fields, gyms, pools and/or other facilities you may need. These facilities are used by a variety of groups throughout the year, so choose your facilities as soon as you can. Some facilities require user fees and we can discuss this in further detail if needed. University of Idaho groups will need to reserve their own meeting rooms and classrooms.
We are happy to assist you with audio-visual needs you may have. Some of our meeting facilities are equipped with audio-visual equipment. If your chosen meeting room does not come fully equipped, we can provide you with the appropriate equipment and technicians. A rental/labor fee may apply.
Campus Recreation - Passes for Campus Recreation include access to the Swim Center, Memorial Gym, and Physical Education Building Gyms. Please contact 208-885-5000 for more information about these facilities and scheduling. The Student Recreation Center features a large indoor climbing area, indoor soccer court, various exercise classes, weights and cardio machines. Please contact 208-885-6381 for more information about the Student Recreation Center.
Other Recreational Facilities - Guy Wicks Field, sand volleyball courts, Shattuck Amphitheater and various tennis courts are available for private rental. Fees may be associated with these rentals. The Hamilton-Lowe Aquatics Center (830 North Mountain View Rd, 208-882-7665), open June through September is also an excellent adventure featuring water slides, a lazy river, 25-yard lap pool and fun activities.
Keys, Keycards and Meal Cards will be given to group participants upon check-in and passes the responsibility of the keys from Housing and Residence Life to your conference. If a group has “no-shows”, all remaining keys and cards must be returned to the Summer Conference staff within one hour of the completed check-in time. Master keys will not be available to any conference. There is a charge of $75 for each lost or non-returned hard key.
Registration/Check-In will occur at location and time agreed upon with the Summer Conference Staff. Please communicate with your Summer Conference Assistant on how you would like your check-in set up.
Please collect all belongings, return all keys, and check-out prior to 11 a.m. on the day of departure. Chaperones/Group Leaders are responsible for making sure that all keys are returned to their Conference Assistant prior to leaving. Guests may keep their lanyards. Please remove all items from the refrigerator/freezer and place all garbage in your room’s receptacle.
All linens can be left in rooms. Once all belongings are removed from your room and all keys accounted for, your check-out process is complete.
Once a member of your group accepts his/her room key or places belongings in room, the group is responsible for the full room and meal plan charges for the occupant for the duration of the guaranteed stay.
If your group needs assistance with general maintenance issues, please contact the Information Desk at the Living Learning Communities. These general issues could include but are not limited: providing toilet paper and trash bags, fixing burnt out light bulbs, repairing broken fixtures, fixing backed-up toilets or drains, etc.
If you get locked-out of a room, please visit the Information Desk located in the Living Learning Communities for assistance. Chaperones or Staff must escort any youth guests/minors to the desk for assistance with lock-outs.
If someone is locked out of their room while the Information Desk is closed, please call the on-call conference assistant with the number listed in the hall.
In case of life-threatening, or potentially life-threatening emergencies:
- Get to a safe place – if you are not safe and can relocate to a safer place, do so.
- Inform Authorities – for any life-threatening (or potentially life-threatening) emergencies, call 911.
- Stay out of danger – do not reenter a high-risk area for any reason.
- (Optionally) Contact your Conference Assistant and inform them of the incident.
Campus buildings have posted evacuation routes. Review these routes for your buildings upon arrival.
Read more about campus emergency policies and procedures.
If you have purchased Daily Rate meals as a part of your stay, you will be eating at the residential dining facility. Each guest will use their access card to swipe in for meals. If a meal card isn't working, please let the card swipe attendant know so we can fix the issue.
Groups are responsible for cleaning up tables and removing trash to the appropriate locations after each meal.
Boxed lunches can be delivered to your location on campus. Please discuss your needs with your Conference Coordinator.
Catering details will be arranged through your Vandals Dining contact.
Parking will be provided free of charge to conference guests, except in designated lots which are limited to permit holders only. Please contact Parking and Transportation Services at 208-885-6424 for the most current information.
Conference guests are required to comply with university parking regulations, as well as with Moscow city ordinances and Idaho state laws.