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.
Summer Planning Principles
Deadlines & Sequence of Booking
Guarantees & Deposits
groups will be classified into categories with specified priority dates
for each category. These categories
are defined below. RL&DS reserves the right to classify groups using
requests for each category will be allocated based on the date received by
RL&DS. Groups that do not meet
the published deadline for their category will be considered after
requests for all priority dates have been reviewed and assigned.
groups that are not University of Wyoming departments, will need to
provide a Wyoming State Sales Tax Exemption Certificate at the time of
booking in order to be considered at that priority date.
groups will be allocated no more space than their historical average of
the last three years unless space is available after all priority
deadlines have passed.
will be considered for their historical dates at the earliest appropriate
date in the category they are assigned to. Significant changes to dates of
bookings will only be considered after all priority deadlines have
will be asked to list first, second and third choice dates for their
conferences/ camps. RL&DS will consult with groups regarding their
second and third choices should their first choice not be available. No second or third choice dates will be booked without consent of the group.
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Sequence of Booking
parenthetical references are RL&DS’s best guess at classification. Where
appropriate, groups will still need to provide documentation to demonstrate
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- Summer School
school space will be reserved on three floors in one Washakie Hall,
netting a maximum of approximately 150 spaces.
New Student Orientation
October 15—RL&DS will accept requests beginning October 1
UW Affiliated Groups: Academic, Aesthetic, and Athletic (SEO Sponsored
Groups, High School Institute, Sports Camps, Music Camp, etc.)
Priority Date: October 31—RL&DS will accept requests
beginning October 15
(Wyoming Trial Lawyers)
November 15—RL&DS will accept requests beginning October 31
Any New Group:
group including UW Affiliated Groups that did not use rooms in the
previous conference season.
Will be considered after November 30
Guarantees and Deposits:
Residence Life and
Dining Services will begin holding groups to a guaranteed number for
billing/space reservation purposes starting with the 2013 Conference Season:
- Groups will be allocated space based on their
- Groups will confirm booked rooms at 60 and 30
days prior to reservation start date.
- Groups will be billed for 85% of the 60 day
guarantee plus any overages, or 100% of the 30 day guarantee plus overages—whichever
day guarantee—400 double rooms
day guarantee—100 double rooms
will be billed for 85% of 400 double rooms
- 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.
- Starting with Conference season 2014 a deposit
equal to 10% of the reservation or minimum of $100 (whichever is higher) will
be due at the priority date for all groups.
- Campus groups may elect to provide a check for
the deposit or to provide an IDR that will remain on file unless a cancellation
penalty is necessary.
- Off-campus groups will need to provide a check
for their deposit.
- Deposit will be applied towards final bill at
the completion of the conference.
that cancels a reservation after it has been contracted will lose priority date
status for the following conference season.
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