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Camp and Conference Reservation

Group Information

Is your organization a grant group approved through the Office of Sponsored Programs? *

Texas State Contact Information




Check In / Check Out

Checkout time is 11:00 a.m for all summer camps and conferences. Any different arrangements, such as storage rooms for luggage, must be made in advance of the camp or conference.  


Summer Camp / Conference Housing Needs

Traditional halls are residence hall rooms with community bathrooms.

Modified Traditional halls are residence hall rooms with a bath facility in each room or suite.

New Traditional halls are residence halls rooms with locked private bath facilities shared between 5 rooms.

Suite halls are residence halls with shared bathrooms contained within the suite.

Housing Preferred *
Specific Hall Request (If any)

Please choose an alternate hall, our staff will make every effort to honor your request, but there is no guarantee. During the 2017 summer conference season only halls listed on this form are available. *It is important to note that changes to the availability of residence halls may occur.

Alternate Hall

** Please note there is a higher rate for single occupancy rooms.


Food Services and Catering Needs

Meal times will be determined through Dining Services based upon the dining contract.

Please use the link to view the Meal Guarantee and the Summer Camp Meal Plan Policy


Parking Services Needs

A permit is required for each vehicle on campus. Please coordinate your parking services needs through Parking Services.


Camp / Conference Contact Information

Please Note

The Department of Housing and Residential Life (DHRL) will prepare an invoice for the camp or conference group. The invoice will include all housing-related charges for all individual participant housing charges, according to the number of actual rooms/beds used or the guaranteed rooms/beds, whichever is greater, in accordance with the contract. 

Changes above the 15 percent variance from final guarantee will result in an additional one-time fee to the Group of $25.00 per added participant. Additions will only be allowed if space is available.  If no guarantee is received, charges will be computed on numbers in the original request, which will include an additional $25/person charge for added participants over the original number.

If necessary, a formal cancellation of the conference will occur if DHRL receives written notice of cancellation from the Group.

  1. Cancellations must be submitted in writing to the DHRL Conference Coordinator via email: conferencehousing@txstate.edu.
  2. Written requests for a total cancellation of all reserved housing participant rooms received less than 30 business days but more than 10 business days from the start of the event will result in a cancellation fee of 25% of the total housing guarantee number.
  3. Written requests for cancellation of all reserved housing participant rooms less than 10 business days prior to the event will result in an assessment of the full fee.
  4. Written requests for cancellation of all catered food and/or meal service must be directed to Chartwells Dining Service/University Auxiliary Services.

 

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