Housing Conference Planning
Steps to Planning a Conference with Housing
When filling out the inquiry form, tell us as much as you can about your event so we can make sure we have the necessary facilities.
Once you know we have the facilities you need, fill out the application form. This will start the process of getting your space reserved.
Once you have filled out the application, it's time to make a reservation payment, coordinate accommodations, and order meals.
Contracts & Agreements
Once applications and/or inquiries have been received, a contract will be prepared. Planners should review, sign and return the contract to secure the reservation for the conference group.
Dining/Catering on Campus
Dining for Housing Conferences
Conference meals typically take place at the main campus cafeteria, the J. If dining at the cafeteria does not fully suit your needs, meals can also be catered or made to-go. For pricing, please contact the Conference Director or Catering directly.
- Meal plans are available for Conference groups. Typically, the meal plan starts with dinner the day the participants check-in and lunch on the day they check-out. Will this be appropriate for your conference schedule?
- Will you need any catering services? Arrangements for catering can be made through the Conference Coordinator or the Catering office directly. The Conference Coordinator and Catering staff work closely together on the conference events, so either way of arranging for catering will be successful.
Workshops & Meetings
Should your group wish to host a workshop or meeting, we offer a variety of meeting rooms, lounges and classrooms. Please visit the link below to review some of these spaces, and to see some virtual tours or photos.Will you need any classrooms/meeting rooms, athletic facilities or event spaces? If so, what will your requirements be (Activity, schedule, number of people attending, furniture, AV equipment, catering, etc.)?
*Additional costs may apply for these facilities.
Policies, Terms & Agreements
- The reservation process starts by completing the Inquiry form or application.
- Then an agreement is created and is due no less than 60 days prior to the event.
- Agreements are encouraged to be returned as early as possible.
- Reservations are first-come, first-served and are not fully confirmed until an Agreement has been fully executed.
- For large events, a deposit may be required prior to the event.
- Final payment is due within 30 days of invoicing.
Campus Housing
Overnight Hospitality & Amenities
If your group is interested in finding on-campus accommodations, we offer a variety of options in our residence halls. Conference packages include a variety of price points with each style of accommodation. The options vary from traditional halls with communal living, to small apartments offering more individual privacy. Check out our overnight accommodations below or inquire for more information.
The Package Rate includes nightly room, linen package, and 3 meals daily. The group must be over 10 people and have a minimum stay of 3 nights*.
The price points vary based on the accommodations
- Linen package includes bedsheets, pillow, blanket, set of towels & bar of soap
- All of our beds are twin (most are twin extra long)
- Single or double occupancy rooms in all locations
- Meals are served daily at our main campus dining hall, the J
*Please inquire if your group is less than 10 people, or staying for less than 3 nights.
Parking on Campus
Parking Permits are required throughout the year.
- Will the conference be paying for the participants' parking permits? If so, we can hand them out at the conference desk or consign a bulk amount for you to distribute, and bill for them on the final invoice. Otherwise, guests may purchase their own permits from the parking kiosks or from the Housing Cashier.
Insurance & Background Checks
Conference groups will need to provide a (minimum) $2,000,000 liability insurance policy naming Cal Poly Humboldt as additionally insured for the dates of your conference. Proof of this policy has to be given to the Conference Coordinator no later than 30 days prior to your conference.
Groups with minors (children under the age of 18) must provide at least one chaperone (background checked person in a supervisory position and 18 or older) per fifteen minors. The chaperones must stay in the residence hall with the minors, and at least one chaperone must be on each floor or in each suite/apt occupied by minors. See the Conference Coordinator to ensure all necessary security clearances have been met. Each chaperone must have cleared a background check and provided results, prior to the beginning of the conference. Keys will not be distributed until this clearance is received and confirmed.
Groups with minor participants (children under the age of 18) must give a copy of each participant's medical release form to the Conference & Event Coordinator prior to the start of the conference. This information will be kept private and confidential at the Conference Desk and will only be accessed in the case of an emergency.