KU Student Housing wants to help you host the best conference event. Here are some details that might assist you.
Annotated conference planning guide
August – September
- Evaluate last year’s camp experience to consider any changes for this year.
- Consider your needs and preferences for housing and dining.
- Estimate your guest numbers.
- Finalize registration form and obtain each participant’s emergency contact, relevant medical information, and any special dietary needs.
- Finalize building preferences, dining needs, and projected participant numbers.
- Begin outlining a daily schedule if you have needs for commons rooms, meeting rooms, or other campus spaces.
- “Early Bird” registration discounts and other incentives can boost attendance at your conference.
November – February
- Review the cost estimates from KU Student Housing.
- Continue to monitor registration numbers.
- Secure your building selection and space preferences, which are first-come, first-served.
March – April
- Review the KU Student Housing contract, mailed to you in February.
- Determine details of daily schedule, staff hiring, and overall camp functions.
- Register your organization with the University of Kansas with this online youth program/ camp registration form. All conferences are requested to register.
- Conference coordinators meet with KU Student Housing and Dining Services a month before the camp.
- Submit guarantee numbers three weeks before camp begins.
- Train staff.
- Attendees should be given essential information. Suggest a packing list when they register.
- Evaluate the camp and begin planning for next summer.
Your group planning guide
Information You Should Collect
- Personal information (name, address, birthdate, work-, home-, and cell phone number, email, 24-hour emergency contact).
- Health information (medications, allergies, or conditions that may be useful in case of emergency).
- Dietary considerations.
- 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.
General Yearly Timeline
KU Student Housing will work with you to provide the highest level of customer service to camps and conferences, including discussing your special requests.
The conference timeline:
- If you want to indicate interest, submit the form.
Building assignments are first-come, first-served.
- Booking details confirmed in early spring.
- Signed contracts due to Student Housing in April; pre-arrival meetings begin.
- All payments due in September
September: Online interest form is open for new and returning groups to submit tentative dates, numbers, and preferences.
October: KU Student Housing determines rates for the next summer.
December: Interest form is due to KU Student Housing. KU Student Housing develops cost estimates based on your requests.
February: Contracts mailed to camp director. Booking details confirmed.
April: Contracts due to KU Student Housing.
April-June: Directors begin meeting with KU Student Housing and KU Dining Services to confirm details. Pre-arrival meetings are scheduled by KU Student Housing one month prior to event.
September: All payments due.