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Conference Reservations & Scheduling|Residence Life & Dining Services

If you are considering hosing a conference at UW, Residence Life & Dining Services can help you in meeting your housing and dining needs. We also have some meeting and event space that could potentially accommodate your group. To get started with your planning, please consider the planning guidelines below.

  1. Summer Planning Principles
  2. Deadlines & Sequence of Booking
  3. Guarantees & Deposits

Summer Planning Principles

All groups will be classified into one of the following categories:
  • Summer School
  • New Student Orientations (NSO)
  • UW Affiliated –recurring
  • Non-UW Affiliated – recurring
  • UW Affiliated
  • Non-UW Affiliated
Summer School, NSO, recurring UW affiliated groups, and recurring non-UW affiliated groups have priority in scheduling.  UW affiliated groups that stay for two weeks or more are given 1st priority amongst this group.  The remainder of the recurring UW affiliated groups are scheduled on a first come first serve basis.  There is a deadline for all recurring groups to turn in their reservations.  The deadline this year is November 23rd.  If recurring groups have not turned in their reservations by this date, they lose their priority status.  After the deadline the schedule is open for non-recurring/new groups.  From this point forward scheduling is first come first serve for all groups.
 
Reservation forms request 1st, 2nd, and 3rd preferences for conference dates.  RLDS will consult with groups regarding their second or third choices should their first choice not be available.  No 2nd or 3rd choice will be booked without consent of the group.

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Sequence of Booking

Priority scheduling goes as follows:
  1. Summer School and NSO
  2. UW Affiliated – recurring
  3. Non-UW Affiliated – recurring
  4. UW Affiliated
  5. Non-UW Affiliated
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Guarantees and Deposits: 

Residence Life and Dining Services holds groups to a guaranteed number for billing/space reservation purposes.
              

Guarantees

  •  Groups will be allocated space based on their space request.
  •  Groups will confirm book rooms at 15 days prior to the reservation start date and will turn in a roster of participants at this same time.
  •  Groups will be billed using the fifteen day roster provided by the Department or 100% of the 15 day guarantee plus overages, whichever is greater.
  •  We will attempt to house attendees that exceed the space guaranteed when possible but groups that underestimate their numbers may find housing is not available for all attendees.

Deposits

Non-UW affiliated groups are required to submit a nonrefundable deposit of $100.  This deposit is due forty-five (45) calendar days prior to check-in date.  This amount will be deducted from User’s final bill.
 

Cancelations

Groups can cancel their reservations without cause, forty-five (45) days prior to the beginning of the conference with written notice.


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