Summer Conference Services

conference staff photo

From late May through mid-August, we open up our residence halls to allow university and university co-sponsored groups and organizations stay with us overnight and eat in our dining facilities. Our residence halls are well maintained, conveniently located and affordable. Whether your group needs housing and dining for 10 people or 1000, we can accommodate you.

When planning a conference with University Housing and Dining (UHD), we hope to make the process as straightforward as possible. We will work with you to accommodate your housing, dining and meeting space needs as well as help you through the reservation, check-in, departure and billing process. Please contact our Conference Services office if you have any questions.

Conference Reservation Request Forms are due annually no later than February 1 for priority consideration and are honored on a first come, first served basis. Conferences can begin registering for the upcoming summer as early as September.

Planning a Conference

Conference Planning Timeline

A comprehensive timeline of everything that needs to be completed, submitted or sent to the Conference Services office can be found here. Please review it along with the information below.

University Sponsorship
Rates

photo of standard conference room space


 

Summer 2020 for Adult Groups with Full Service (Above 17 years of age, San Jacinto and Duren Hall Only):

Rate Room Type
 $40  double shared room private path per person per night
 $80  single room private bath per night

Rates include blanket, fitted sheet and pillow as well as towel and bar of hand soap


 

Summer 2020 for Youth Groups University Service (Ages 17 and below, Moore-Hill, Jester East, Jester West, Kinsolving, Andrews, Blanton, Carothers, and Whitis Court):

Rate Room Type
 $24  double shared room community or connecting bath per person per night
 $48  single room community or connecting bath per night

Includes blanket, fitted sheet and pillow - no towel or soap provided


Summer 2020 All you can eat Buffet Meal Prices*:   

Meal Price
Breakfast $6.69
Lunch $9.42
Dinner $9.42

*A-La-Carte is also available by request. The prices listed above are only recommended prices when estimating total meals and amounts for a la carte.

No refunds are made for late arrival, early departure, missed meals or unused dining balances.

Participant Registration

The main conference organizer is responsible for sending housing and meal information to their participants and staff. The Conference Services Team can provide guidance for communication details.

The main organizer will also be in charge of plotting their participants as the time gets closer to check-in. A document will be sent to the organizer to have filled out and the finalized copy needs to be sent back three days in advance to the Conference Services Team before the first check in.

Check-In

When you fill out the request form you will need to establish a specific time range for check-out.

The conference organizer should plan to be at the check-in area prior to the scheduled start of check-in. If you need tables provided for your conference registration during the check-in period, submit your set-up request two weeks in advance of the conference. You will need to provide any signs needed for your registration area. Other conferences may be checking in at the same time as your group.

Housing check-in will be handled by the Conference Services staff. At check-in, each participant will be issued a room key, conference ID card and access code. Housing staff will explain the access code and any other housing questions. Once check-in is complete, an assigned staff member will review the roster of your participants to check for no-shows or cancellations.

Check-Out

When you fill out the request form you will need to establish a specific time range for check-out.

The conference organizer should plan to be at the check-out area prior to the scheduled start of check-out. Any changes to the confirmed check-out time must be requested at least two weeks in advance of the conference.

To check-out, each participant will drop off their key one by one at a designated area, typically the residence hall front desk. At the conclusion of the check-out period, all keys issued to the participants in your conference are audited. Any missing, lost or damaged keys are then submitted for a lock change. The missing key fee will be charged to the conference. The charges will be included on the final invoice.

 

UHD Services and Policies

 

Dining Service

Dining services are offered as an option for your participants staying on campus or visiting for the day. Dining plans are flexible in terms of location and pricing (based upon the meal plan chosen). We offer three options:

  • Buffet dining only
  • A la carte dining only
  • All UHD dining locations (buffet and a la carte included)

There is no credit for missed meals or unused dining balances. All meals plans need to be finalized by May 1.

Individuals may purchase meals at any dining locations with cash, credit or debit cards regardless if staying with a conference or not.

Guest and Commuter Meal Cards

Guest and commuter meal plans are available for conference participants who are not housed on campus. Guest meals should be requested by May 1.

The conference organizer is responsible for issuing all guest meal cards. Charges for guest meals will be included in the final invoice.

Catering

A wide variety of catering options including refreshments, receptions, picnics and buffet meals are available through our Dining Services Team. Our catering menu can be found here. We also take special requests into consideration. All catered functions will be billed based on a guarantee number. Requests for catered functions, including the guarantee number, must be submitted at least two weeks in advance of the conference.

Our UHD Catering Guide can be found below.

UHD Catering

Minor adjustments to the guarantee number may be made two days before the event. If a catered event is held outside of our facilities, or extends beyond the scheduled time, there may be additional charges. Although the Conference and Event Services Team is available to discuss recommended amounts, the conference organizer is responsible for establishing the guarantee number and item amounts for all catered events.

About Our Halls

Our overnight accommodations are furnished with two twin XL beds, two desks, two chairs, a closet and a combination microwave-refrigerator. While some rooms feature private or connecting bathrooms, most of our residential halls have shared bathrooms located along the hallway. Our halls are located in two distinct areas of campus, commonly referred to as North Campus and South Campus. A 24-hour desk is operated in each area to address all participant needs. Meeting space is also available in some areas.
 

Building Security

The residence halls are equipped with a secure access system. At housing check-in, participants will be issued a five-digit code which will allow access onto the floor assigned to your conference.

Residence Hall Common Areas

There are some areas available for use by all conference participants, including lounges and lobbies. These areas are meant to be enjoyed by all the conference groups, and therefore are not available for reservations. Your group is welcome to use these areas. Please respect the rights of other conference groups to use these areas as well.

Meeting Rooms

All conference groups (except for-profit organizations) are able to reserve classrooms on campus for free through your university sponsor and the Registrar’s Office. Please begin working on these requests in the spring to reserve your rooms.

There is a fee to use event spaces on campus, including auditoriums and multi-purpose rooms. Please work with your sponsor or the Conference and Event Services Team for recommended areas based on your needs. More information about UHD meeting rooms and catering services can be found here.
 

Payments

No down payment or deposits are due when booking your conference.

Payment for any and all conference services are made by one of the three methods below.

Any questions or concerns regarding payment should be discussed with the Conference Services Office at the time reservations are made. Any questions regarding the final billing statement should be communicated to our office immediately, allowing sufficient time to meet the original stated due date. Failure to pay on time may result in referral of your account for collection with an added assessment of 33 percent of the housing and dining total. Returned checks will be assessed a $25 fee by the University. All billing needs to be finalized within 10 business days of receiving the invoice or by August 10.

Individual Payment

Participants register for housing and meals as individuals. University Housing and Dining processes registrations and payments, and sends confirmation for reservation requests received at least two weeks prior to the conference. Full payment is made by individuals at time of reservation. A processing fee of $50 is charged for cancellations or no-shows. Any charges for the conference beyond individual housing registrations (i.e. damages, catering, a/v technician) will be billed to the conference.

Central Billing

The conference organizer pays all conference charges by check or credit card (American Express, Discover, Visa or MasterCard). A statement is sent to the conference organizer within five business days of the conference check-out date. Payment is due five business days from the statement date. Payments not received by the due date are subject to late payment and collection fees. An advance payment schedule is required for new and co-sponsored conferences.

Transfer of Funds

Conference charges are paid by transfer of funds from a University account. Charges are processed within five business days of the conference check-out date. Charges are posted to the account number given by the conference organizer. The account number must be valid for the type of charges to be made to it and the account must be active with a sufficient balance to cover your conference charges. We will verify this account information before we send a statement.

Campus Services (Non-UHD)

 
Austin Visitor Resources

If you’re looking to see The University of Texas at Austin firsthand and explore the Austin community, look into our family and visitor resources for transportation information, tours, places to eat and more.

Wireless Access for Conference Participants, Visitors and Sponsored Guests

Campus visitors have two options for Wi-Fi Internet access:

utguest: no account needed
eduroam: account at participating institution needed

How to use utguest:
From your Wi-Fi settings, select utguest from the list of available networks.

There are no accounts, codes, coupons or click-throughs needed. utguest is an "open Wi-Fi network", meaning there is no encryption support or means of contacting you if there is a problem with the device. Learn more at https://utguest.org.

Limited support for connecting your devices is available from the ITS Service Desk (512-475-9400, help@its.utexas.edu).

Parking

If you want parking on campus for your event or conference, please coordinate with the Event Parking Team at least two weeks before the conference. Their email is eparking@austin.utexas.edu

UT ADA permits are required weekdays from 7:30 a.m. until 4:00 p.m. and on weekends.

Recreational Facilities

Contact the Conference Coordinator if you want to arrange an event for your conference at one of the Recreational Sports facilities on campus. Availability of UT RecSports facilities is very limited. Requests for use of the facilities should be submitted as early in the conference planning process as possible. UT RecSports staff determines approval of all requests, subject to scheduling priority. Individual usage of facilities during regular building hours may be arranged. Usage fees for individuals is $10/day or $40/five days. Requests for use of sport and recreation facilities for conference participants must be submitted at least two weeks in advance to be considered by UT RecSports staff. Visit https://www.utrecsports.org/ for more information about our facilities.

University Health Services

University Health Services can provide medical services for non-life threatening illness or injuries to conference participants on a contractual basis with individual programs. Each program must be sponsored by a UT-Austin department, and a valid UT-Austin account number must be provided on the contract between the program and UHS. There are charges for services provided at UHS. A specific UHS signed parental release form is required for treatment of minors. This consent form also requires a signed confirmation that the parent/guardian has read the UHS Notice of Privacy Practices. Both forms are available in both physical and electronic forms. Conference organizers are responsible for distribution of forms to and collection of forms from parents/guardians. Contact Sherry Bell at s.bell@mail.uhs.utexas.edu or 512-415-8458 for more information.