Camps & Conferences
Choosing a venue for your event with excellent sleeping and dining options is essential. With a large total capacity, even large groups are no problem.
We are pleased to offer reservations from mid-May through the end of July. All groups must submit a reservation request using the link below.
Rates are calculated on a nightly basis from the scheduled arrival to the scheduled departure dates. Rates vary based on location, style, and setup.
UWyo offers one of the most beautiful campuses in the nation making it for any unbeatable camp or conference experience.
Important Resources
Reservation Requests for Summer 2026
Reservations are open for all customers; however June availability is limited. If you need to make a June reservation, please contact our Conference Coordinator to discuss availability before filling out a reservation form.
Timeline & Deadlines
Groups are responsible for providing Housing and Dining Services with the requested information.
Deadline |
Task |
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Between December & February, ideally 4+ months before arrival. |
Complete Reservation Form We will work with groups requesting accommodations less than four months in advance whenever possible. |
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Usually, 2-4 weeks after reservation submittal, beginning in January. |
Follow-Up Meeting with Conference Staff During this meeting, we will gather additional information and specifics about a group's housing and dining needs and reservation processes, answer questions, and review the agreement and deadlines. |
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Within 2-3 weeks after the follow-up meeting |
Contract/MOU Sent to Group Coordinator The Contract/MOU is a legally binding document between the group and the Housing and Dining Services Department. Outlined in the Contract/MOU are estimated fees, the cancellation policy, and other terms and conditions. The Contract/MOU will be sent electronically via email to the email address provided by the group. |
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Within 30 days of being emailed by UW Housing & Dining Services. |
Signed Contract / MOU The signed agreement can be returned via mail or email; email is preferred. |
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30 days before the first day of the camp/conference. |
Meal Exceptions Conference groups are expected to eat meals in the Washakie Dining room. The Director of Housing must approve exceptions, and requests must be made no less than 30 days before the first day of the conference. |
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30 days before the group’s earliest arrival Housing and Dining require review and updates, if applicable, to the estimated meal and room guest counts in the agreement |
Estimated Guest Count A member of our conference staff will call to finalize your estimated number for room accommodations, meals, and arrival and departure information. Details must include any changes to meal plans, estimated singles, doubles, and gender details. After the correspondence, we will email you a summary of the information discussed. |
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Due ten days before the group's earliest arrival. |
Estimated Guest Count 10 days before your first day of activity, Housing and Dining will need a final guarantee for rooms and a roster with occupancy and gender details. Meal counts, including for commuters, are also due at this time. This final guarantee is the minimum number for the group to be billed. Please remember that if the actual number is more than 10% over this guaranteed number, your group will be charged 115% of the meal and room cost for these guests. This is to cover the administrative costs associated with last-minute changes. |
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30 days after departure. |
Final Bill Sent We will send a final bill within 30 days of departure. The bill will be based on the final guaranteed guest count or the actual guest count, whichever is higher. |
