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Introduction

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 most importantly ? affordable. Whether your group needs housing and dining for 10 people or 1000, we can accommodate you.

Planning a Conference

A summer Conference Reservation Request form must be completed and submitted to the DHFS Conference Manager before space can be confirmed. For priority consideration of available space, request forms must be submitted before January 15th.

University Sponsorship

Use of University facilities by outside groups requires institutional sponsorship; University policy delegates this authority to executive officers and deans. The conference group is responsible for securing a University sponsor.

Before any conference arrangements can be confirmed, the Summer Conference Reservation Request form must be submitted with the sponsorship signature of a University of Texas at Austin Vice-President or Dean.

Rates

Services are offered as a package rate that includes room and meals for the full conference period, plus sales tax (currently 8.25%) on meals if applicable. A completed Summer Conference Reservation Request form must be submitted before rates for a specific conference will be confirmed.

Rates vary based on the type of room accommodation, room services, meal service, length of stay, and size of the group. No refunds are made for late arrival, early departure, missed meals or unused dining balances.

Participant Registration

The conference organizer is responsible for sending housing information to individual participants, and should coordinate closely with the Conference Coordinator on the content and distribution of housing information.

Receipt and confirmation of individual room reservations are handled either by the conference organizer or by the Division of Housing and Food Service. Conferences handling their own reservation information should coordinate closely with us. The can enter participant reservations online. If we do not receive the information on time, late fees will apply. Reservations handled by the Division of Housing and Food Service are honored by date of receipt, and reservations are confirmed if received two weeks in advance of the conference.

We will try to accommodate reservations received after the deadline, but no space will be held beyond that date. Unless guaranteed, rooms are available for single occupancy on a space available basis only. We welcome children, but for adult conferences, they must be accompanied and supervised by a parent and housed in the same or adjacent rooms.

Check In

You (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. Easels are available for the signs if needed. Other conferences may be checking in at the same time as your group.

When you request Space you will need to establish a specific time range for check-in. You must request any changes to the check-in range at least two weeks before the conference.

Housing check-in will be handled by conference housing 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. Once check-in is completed, bring any necessary changes to the Jester West or San Jacinto Desk. Please avoid making participant and room assignment changes unless necessary.

Check Out

To check-out, participants drop off their keys at a designated area, such as the Jester West or San Jacinto desks. Unless other arrangements have been approved, all participants will be expected to check-out of their rooms by 2p.m. Any changes to the confirmed check-out time must be requested at least two weeks in advance of the conference. When the check-out period is over, we inventory all keys. Any missing keys will be noted, and charges for lock changes ($75) for missing keys will be included on the final billing.

Food Service

Meal Services are offered as part of a package rate. To help provide the best service, your conference will be assigned a dining location. Specific meal hours for your group will be arranged. Participants will be expected to observe the assigned dining room location and meal times.

There is no credit for missed meals or unused dining balances. Any changes to your conference meal plan must be requested at least two weeks in advance of the conference.
  • Guest Meals

    Guest Meals are available for conference participants who are not housed on campus. Guest meals should be requested at least two weeks in advance of the conference. The conference organizer is responsible for all guest meal IDs issued. Charges for guest meals will be included on teh final billing. Guests may also purchase guest meals at the entrance to their designated dining locations.
  • Catering

    Catering in Jester and San Jacinto Halls, including refreshments, receptions, picnics, and buffet meals, is available through our Food Service. CAtering menus are available and the Conference Coordinator will work with you to arrange catered events. 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.

    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 Coordinator is available to discuss recommended amounts, the conference organizer is responsible for establishing the guarantee number and item amounts for all catered events.

Payment

Payment for your conference services is made by one of the three methods below. Any questions or concerns regarding payment should be discussed with the Conference Coordinator at the time reservations are made. Any questions regarding the final billing statement should be communicated to the Conference Coordinator, 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 ⅓ percent. Returned checks will be assessed a $25 fee by the University.
  • Individual Payment

    Participants register for housing and meals as individuals. The Division of Housing and Food Service 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

    Conference organizer pays all conference charges by check or credit card. A statement is sent to the conference organizer within 5 business days of the conference check-out date. Payment is due 5 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 5 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 active and with sufficient funds to cover your conference charges. We will verify this account information before we send a statement.

Conference Resources

Conference Planning Timeline

Risk Managment and Camp Insurance (Youth Groups)

Conference Reservation Request Form

San Jacinto Meeting Room Request

About Our Halls

Our overnight accommodations are furnished with two twin beds, two desks, two chairs, a closet and a combo microwave-refrigerator. Our rooms in San Jacinto hall come equipped with a TV as well. While some rooms feature private or connecting bathrooms, in most of our residential halls shared bathrooms are located along the hallway.

South Campus

  • Jester

    Jester East and Jester West are both traditionally used for youth camps. Both East and West primarily feature community bathrooms with certain wings having connecting bathrooms between two rooms. The ground floor of Jester is home to Jester City Limits, a cafeteria style dining center, and the 2nd floor of Jester West is our all-you-care-to-eat dining facility.
  • San Jacinto

    San Jacinto Hall is traditionally used to host adult conferences, as it contains multiple meeting spaces outlined below. Each room contains its own private bathroom. In the basement of San Jacinto is Cypress Bend, a dining facility that caters to everyone with a market, grill, deli, and convenience store.

North Campus

  • Almetris-Duren

  • Kinsolving

  • Whitis Court

24-Hour Desks

The Jester West and San Jacinto desks serve as headquarters for housing and meal information for all conferences and are staffed 24 hours a day. Questions and concerns regarding conference housing accommodations, meal service, incoming mail and lost and found articles may be directed to our staff at the desks. Any maintenance or housekeeping concerns may also be reported to the desk staff.

If your group will be on campus for a lengthy stay, conferees may wish to receive mail during the visit. Please advise senders to use the following address information:

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.

Public Areas

There are some areas available for use by all confence 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

Jester Center has several lounges, classrooms, and an auditorium that seats 400. San Jacinto Hall has a 300 person capacity multi-purpose room and other meeting facilities for adult residential groups. Charges are made for rooms that are specially equipped in Jester and for all meeting rooms in San Jacinto Hall. Charges are made for special setup of furniture and equipment and for other building services. Request all meeting room and equipment needs through the Conference Coordinator as early as possible, as availability is limited.

More information about use of San Jacinto Hall meeting space can be found here.

Audio-visual and public address support for the Jester Auditorium and other classrooms on campus is available through consoles in the rooms, media services for a college or ITS Audio-Visual and Multimedia. Any equipment that will require the presence of a technician must be requested at least two weeks prior to the conference. All Charges related to this service will be billed to the conference, including technician charges, set-up and break-down time, and any overhead charges.

Emergency Procedures

If a conference participant must leave early due to medical or family emergency, contact the Conference Coordinator with the information on the same or the next business day. Reduced charges for emergency departures are considered on a case-by-case basis. Turning in a room key does not constitute notification of emergency departure.

Telephones

Telephones are not provided in individual sleeping rooms. Telephone messages are left for Moore-Hill and Jester guests by calling 512-471-3944 and for San Jacinto guest by calling 512-232-9050. Non-emergency messages are posted on the message board in the lobby. Telephone calls to on-campus locations may be placed from house phones in the lobby.

Campus Services

Internet Access

Conference coordinators can acquire internet access for all of their participants by contacting the University of Texas department that is sponsoring the conference. The sponsoring department will then contact the University of Texas campus store to acquire access codes for the conference.

Conference attendees can also purchase internet access individually by connecting their device to the AT&T Wi-Fi network in the residence halls and following the directions presented on their web browser. More information about this can be found at http://www.utexas.edu/its/help/network/404.

For any remaining questions about wireless internet access at The University of Texas, please contact the AT&T helpline at 877-929-7678 or email networking@its.utexas.edu.

Parking

If you want parking on campus, coordinate with the Event Parking Coordinator at least two weeks before the conference at www.utexas.edu/parking/parking/specialevents/ . Participants who want to park on campus may be assigned to the garage south of Jester (BRG), the garage at MLK and Trinity (TRG) or the garage east of the stadium (MAG). Garages use a ?pay on Foot? system. Drivers collect a ticket as they enter. When ready to depart, they pay at a centrally located cashier before returning to the car. After the ticket is validated, the driver has approximately 20 minutes to retrieve the vehicle and exit the garage, using the validated ticket. The charge per day is $18.

UT disabled permits are required weekdays from 7:30 a.m. until 4:00 p.m. and on weekends.
  • Brazos Garage - Hours and information for the closest pay-garage to San Jacinto Residence Hall. Somehow we need the link to the rates.
  • Event Parking Request - If you plan to bring guests from off-campus, we advise you to submit an event parking reserve space for your group.

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 $40/15 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.

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 are available in hard and electronic copies. 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.

Contact Us

If you have any questions about meeting space in San Jacinto, please contact Nick Fomin, Manager of Conference Services, via Email or phone, at 512-471-1383.








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