Summer Camps and Conferences

Summer Camp Policies

Please review the following policies for the 2012 summer camp and conference season.  If you have further questions or need clarification, contact the Conference and Event Services Office.

Residence Halls   |   Dining Services

Residence Halls

Hall Assignments
  • Residence hall assignments will be confirmed three (3) weeks prior to the camp or conference start date.
  • The Department of Residence Life reserves the right to make final housing assignments, but will attempt to accommodate the interests of the group.  When possible, hall requests will be honored on a first-come, first-served basis.
  • Placement of a group in a specific hall(s) will be based upon the preliminary camp information submitted to the Conference and Event Services Office.  Significant adjustments and alterations from the preliminary request may result in adjustments as to the final placement of the group.
Female and male participants can be separated to avoid rooming next door to each other; however they may be assigned to the same floor separated by a common living space.
Common spaces in a hall (i.e. kitchen, lobby, etc) can only be reserved by a group if they are the only group in the building.
Due to safety and security concerns, residence hall floor plans will not be distributed to camp directors.
Non-Lodging Rooms
  • All requests for non-lodging rooms for storage, office space, clothing sales, or other use must be requested when the camp is scheduled.  The cost per room is $15.00 per day.
  • All sales of clothing, food, supplies, etc. must be in accordance with State and University guidelines.  Only pre-packaged, non-perishable food and beverages may be sold.  The Department of Residence Life assumes no responsibility for missing or damaged inventory or equipment involved in clothing or store sales.
Group Roster
  • A master roster of projected participants must be submitted to the Conference and Event Services Office no later than fourteen (14) days prior to the camp or conference start date.
  • The Department of Residence Life will provide two (2) extra double rooms per gender, when space allows, from the projected number.
  • A final roster is due seven (7) days prior to the camp or conference start date.  Failure to meet this deadline will result in the projected number becoming the guaranteed number.  A $200 late roster fee will also be applied to the final invoice.
  • The group will be charged for the guaranteed number or the actual number of participants, whichever is highest.
  • The Program Director must reconcile actual participants with the roster immediately after check-in.  All invoices will be based upon the final check-in roster.  Any adjustments to the roster must be made in reference to specific individuals, not based upon a numeric count (i.e. it is necessary to indicate that "Joe Smith" is a no show, "Jon Scott is a walk in, not "we have 103 participants," etc.).
Hall Check-In
  • A group with fifty (50) participants or less is provided with two (2) free hours of check-in service.  A group with fifty-one (51) or more participants is provided with four (4) free hours of check-in service.  Check-in times that are longer than the designated check-in hours will be charged at $25.00 per hour.
  • The check-in station will be set up thirty (30) minutes prior to the schedule check-in time.
  • Check-in will be conducted at the assigned hall, or in rare situations, at another mutually-agreeable location.  The Department of Residence Life will assign rooms and issue individual room keys to participants.
  • Outside door keys or electronic access loaner cards will be issued only to adults as agreed upon.
Early Arrivals/Late Departures
  • Groups requesting to permit participants or staff to check in/out at times other than those scheduled must make arrangements with the Department of Residence Life.  A limited number of hours will be permitted for this.
  • A list of participants and staff who will be arriving early/departing late, including the approximate times, must be submitted with the final roster.
  • Groups are required to provide supervision for early arrivals and late departures.
  • The standard check-out time is no later than 12:30 PM.  An administrative charge of $25.00 per person will be assessed for each individual who does not check out by the assigned check-out time.
  • Individuals or groups that do not check out until 3:00 PM or later will be charged an additional daily rate.
  • Residence Life staff will inspect each room at the conclusion of the camp or conference.  The group will be financially responsible for damages, lost or missing items, or excessive cleaning needs incurred by the University.
  • A group may request a pre and/or post inspection of the residence hall(s) to establish existing conditions of the facility.
Keys and Building Security
  • No master keys will be issued to any camp staff.
  • All keys and/or electronic access loaner cards must be returned at the designated check-out time.  Failure to do so will result in a charge of $40.00 per lost key and $30.00 per lost electronic access card.
  • Residence Life staff will collect the keys.  Participants should return keys per the guidelines distributed to them at check-in.
  • Perimeter doors of residence halls will be unlocked from 6:00 AM - 10:00 PM.  In the event that there is only one (1) group in the building, other arrangements may be made, in advance.
  • The group must provide adult live-in supervision for members under the age of eighteen (18) at the ratio of one (1) adult chaperone for every ten (10) participants.
  • Chaperones will be assigned to their rooms by the Department of Residence Life and lodged on the floors with participants.
  • Chaperones are required to be in the hall on the appropriate floors at all times in which participants are in the building, and where hall activities are occurring.
  • Chaperones are to enforce residence hall and university policies within their group.  Daily supervision and control of participants in the residence halls is the sole responsibility of the chaperones.
  • In the event of an accident or personal injury, the chaperone must immediately notify University Police (if it is an emergency) and the Residence Life staff member on call.
  • Failure of chaperones to abide by all policies and to enforce policies for their respective group may result in revocation of future participation in housing for summer programs.
Children Residing with Parents
  • Children twelve (12) years of age and under must stay in a parent or guardian's room.  No additional mattresses will be provided.
  • A child under twelve (12) years of age occupying a room with only one (1) parent will be charged a youth rate.
  • No more than three (3) family members are permitted to occupy a double room.
  • If a group requests linen, each bed is provided with a pillow and bedspread.  One (1) bath towel, one (1) face cloth, two (2) bed sheets, and one (1) pillowcase are provided for each guest.
  • The pillowcase and sheets may be exchanged on a weekly basis for those groups residing more than one (1) week.
  • Blankets are not available.
  • Groups will be charged for replacement costs of all missing linen, pillows, bedspreads, etc.
General Room Information
  • Two (2) beds, dressers, and closets are standard in each room.
  • Beds are not to be bunked or lofted.
  • Landline phones are not provided.

Dining Services

Camp and Conference Dining Expectations
  • All food and beverage service on campus must be provided by Sodexo, the contracted University food service vendor.
  • All conference programs utilizing the University residence facilities are required to participate fully in the meal service program provided by Sodexo for the duration of their stay.  Nonresidential programs are also welcome to utilize University Dining Services.
Conference Meal Plan
  • All participants on the Conference and Meal Plan will be issued an electronically encoded meal card.  This meal card is required to gain admission into the dining room for each meal.  The electronic meal cards are issued to specific individuals and are NOT transferable to others.  Each meal card is encoded to allow only one meal pass per meal period.
  • The group is financially responsible for all charges on unreported meal cards.
  • Meal cards must be returned at check-out or will be assumed to be lost and assessed a $2.00 replacement fee.
Ala Carte Meal Tickets
  • Ala carte meal tickets are available for non-residential participants or staff who take part in meals prior to or after the conference meal plan, including early arrivals and late departures.  Ala carte meal tickets will be invoiced to the group.
  • The program director will receive a block of ala carte tickets.  It will be the responsibility of the program director to allocate the individual ala carte tickets to participants.  The group will only be invoiced for the actual number of ala carte tickets.
Standard Summer Hours of Service
  • Breakfast      7:00 AM - 8:00 AM
  • Lunch            11:30 AM - 12:30 PM
  • Dinner           4:30 PM - 5:45 PM

For larger groups, meal times may be negotiated with Dining Services.

Riverside Commons
  • Meal service is generally provided in Riverside Commons, but may be moved to other venues based upon attendance for a particular meal.
  • Individuals without ala carte meal tickets or electronic meal cards will be required to pay cash prior to being admitted into the dining room.
  • In addition to the regular entrees, lunch and dinner will include a salad bar and dessert bar.  All meals include vegetarian options.
  • Guests are asked not to move the furniture in the dining room.
  • Guests must take all dishes to the dish return line upon completion of their meal.  Food, beverages, and/or dishes are not permitted to be carried out of the dining room.
  • Appropriate apparel is required within the dining room.  Shoes are required.  Clothing must be worn over sports bras and swimsuits.  No balls or bags are permitted in the dining room.  Personal drink bottles are prohibited.
  • Common courtesy and respect is expected of all participants.  Those failing to meet minimum standards of behavior will be asked to leave.  Chaperones are required to be in the dining room whenever participants are present.
  • In the event of a fire alarm, severe weather, or other emergency, the Dining Services staff will direct guests to the proper locations.  It is the responsibility of all guests to immediately comply with all requests in a supportive manner.
  • The group must follow all University policies, regulations, guidelines, and all local, state, and federal laws concerning healthy, safety, and public order.
Catering Services
  • Dining Services can provide a wide variety of catering services to meet your specific programming needs.  A catered meal may be substituted in place of a residential dining meal as agreed upon.  Standard catering prices would apply to the catered meal.  All catering needs must be arranged through Sodexo's Catering Department.
  • Any alcohol served at an event must be provided by Sodexo.  Alcohol service is subject to the approval of the appropriate University officials.  Minimum sales guarantees are required to cover set up costs.  Please contact the Conference and Event Services Office for more information on the Alcohol Beverage Service Policy.
Payment for Meals
  • State of Wisconsin Tax Code requires that tax must be paid on all meals, food, food products and beverages sold for consumption on the seller's premises, unless furnished in accordance with any contract or agreement with an enrollment (for credit) UWRF student with a Dining Service contract.
  • Meal service guarantees will be based upon the final master roster that must be submitted to the Conference and Event Services Office no later than seven (7) days prior to the camp or conference start date.
  • The "Conference Plan" rate applies only to those groups consuming meals beginning immediately after arrival through the last meal prior to departure.  Should the group not participate in a particular meal, the remaining meals for the specific day would be priced at the "Ala Carte" rate for all participants.  If Sodexo's catering services are utilized for a particular meal, the "Conference Rate" would still apply to the other meals for that specific day.
  • The group is financially responsible for the full payment of every participant, chaperone, and staff on the final master roster for the agreed upon meal plan.  There is no discount or refund for those arriving late or departing early.  If the camp or conference is scheduled for longer than one (1) week, the roster can be adjusted on a weekly basis.

Contact Us

Conference and Event Services
Division of Student Affairs
170 University Center
Pintrest Facebook Icon