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 Services: The Facilities Use Agreement (FUA), is a legally binding document between the group and Conference Services. Outlined in the FUA are estimated fees, cancellation policy and other terms and conditions. A service rider will outline housing and dining services for your group.
- Signed Agreement(s), Deposit and Proof of Insurance: Conference Services must receive these documents within thirty (30) days of when the agreements are sent.
- The signed agreement can be returned via mail, or a scanned copy can be emailed to conferences@uidaho.edu. Note – email is preferred.
- A deposit of 25 percent of total room and board costs (maximum $1,000) is required to secure your group’s reservation. An invoice will accompany your agreements.
- 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 Conferences Services at least thirty (30) days prior to earliest arrival. Once this information is received, Conference Services will send Residence Hall Floor Plans to the event organizer.
- 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 Floor Plans emailed to Conference Services:
- 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 Conference Services will prepare for the conference. Due at least fourteen (14) days prior to group’s earliest arrival.
- Floor Plans. The event organizer will assign rooms for all participants and chaperones/staff and fill out the Floor Plan file previously sent by Conference Services. Completed Floor Plans are due fourteen (14) days prior to group’s earliest arrival.
- A schedule of the group’s roster, general activities and meals must be provided to Conference Services. Rosters need to include contact information for all chaperones and/or staff, and be sent along with the Floor Plans.
- Final Bill Received: A final bill will be sent to the email address provided within forty-five (45) 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 Conference Services with a signed copy of their Facilities Use Agreement (FUA) and/or Service Rider, 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.
An invoice with the deposit amount due will accompany the FUA and/or Service Rider. 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 risk@uidaho.edu 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 Event Organizer must notify Conference Services of any 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! Conference Services 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. Need audio/video? We can help secure that too.
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.
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. Please contact Conference services for assistance in learning more about available facilities.
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 Conference Services. Please let us know 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 Conference Services prior to leaving. Guests may keep their lanyards and cards. 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 Summer Conferences 208-885-9929. These general issues could include, but are not limited to providing toilet paper and trash bags, fixing burnt out light bulbs, repairing broken fixtures and fixing backed-up toilets or drains.
If you get locked-out of a room, please contact your Summer Conference Assistant for help. Chaperones or Staff must escort any youth guests/minors to the desk for assistance with lock-outs.
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.
Daily Rate
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.
Bag Lunch
Bag lunches can be delivered to your location on campus. Please discuss your needs with Conference Services.
Catering
Conference Services can help you make arrangements for catering that extends beyond the residential dining facility.
Parking will be provided free of charge to conference guests, except in designated lots that are limited to permit holders only. Current parking information will be shared prior to your group’s arrival.
Conference guests are required to comply with university parking regulations, as well as with Moscow city ordinances and Idaho state laws.