Annotated version of the conference planning guide

August – September

  1. Evaluate last year’s camp experience to consider any changes for this year.
  2. Consider your needs and preferences for housing and dining.
  3. Estimate your guest numbers.
  4. Finalize registration form and obtain each participant’s emergency contact, relevant medical information, and any special dietary needs.

October

  1. Finalize building preferences, dining needs, and projected participant numbers.
  2. Begin outlining a daily schedule if you have needs for commons rooms, meeting rooms, or other campus spaces.
  3. “Early Bird” registration discounts and other incentives can boost attendance at your conference.

November – February

  1. Review the cost estimates from KU Student Housing.
  2. Continue to monitor registration numbers.
  3. Secure your building selection and space preferences, which are first-come, first-served.

March – April

  1. Review the KU Student Housing contract, mailed to you in February.
  2. Determine details of daily schedule, staff hiring, and overall camp functions.

May

  1. Conference coordinators meet with KU Student Housing and Dining Services a month before the camp.
  2. Submit guarantee numbers three weeks before camp begins.
  3. Train staff.
  4. Attendees should be given essential information. Suggest a packing list when they register.

August

  1. Evaluate the camp and begin planning for next summer.

Your group planning guide

Information You Should Collect

  1. Personal information (name, address, birthdate, work-, home-, and cell phone number, email, 24-hour emergency contact).
  2. Health information (medications, allergies, or conditions that may be useful in case of emergency).
  3. Dietary considerations.
  4. Accessibility needs, including mobility, needs, hearing or vision impairment or use of a service animal.

Staff Training Before Arrival

  • Camp directors and staff will attend a building orientation to review buildings, policies and procedures.
  • Staff Ratios and Training
  • Youth groups require one on-site staff member for every 15 campers.
  • Recommended training topics include
    • Medical emergency response.
    • Severe weather protocol.
    • Crisis and emergency procedures.
    • Notification of guardians.
    • On-call responsibilities and 24-hour response plan.
    • Working with Student Housing staff.
    • Managing camper behavior; including lost camper protocol.
    • Information sharing and privacy.
    • Bullying and hazing prevention.
    • Child abuse prevention.

Student Housing News
New Stouffer Place Apartments open 2018!
More than $200,000 in annual scholarships to returning residents
Academic success: More than 94 percent of first-time, full-time freshmen in student housing enroll for the next semester
5,100 residents choose student housing each year
Residence hall rates are almost $2,000 less per year than the national average for public schools
— College Board
$4 million alumni gift funded Krehbiel Scholarship Hall
Options include suites, private bedroom with shared bath, two-person rooms, scholarship halls, and apartments
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