Conference Housing Interest Form - Groups and Organizations
Thank you for considering Rice University for your summer housing needs!
Please complete all sections of this form in order to begin the reservation process for your group.
For more information about Rice Conference Housing, please contact Summer Conference Coordinator, Diana DeSantiago, at 713-348-5205 or via email at conferences@rice.edu.
Name of Conference
Type of Conference
Educational
Athletic
Fine Arts
Youth Camp
Other:
Check all that apply.
Please briefly describe the conference.
EX: What is its mission? Where do the participants come from? What will a typical day look like?
Conference Dates
MM
/
DD
/
YYYY
First Day of Conference
MM
/
DD
/
YYYY
Last Day of Conference
Move-In Time
HH
:
MM
AM
Check-ins are available from 3pm - 6pm. Early or late check-ins are available for an additional fee.
Move-Out Time
HH
:
MM
AM
Check-outs are available from 8am - 12pm. Early or late check-outs are available for an additional fee.
Name of Organization
Address of Organization
Is your organization non-profit?
Yes
No
Unsure
Will your organization be able to provide proof of insurance?
Yes
No
Unsure
_
Primary Contact Information
Name
Title
Email
Phone #
Would you like to add additional contacts?
Yes
No
Additional Contact Information
Name
Title
Email
Phone #
Additional Contact Information
Name
Title
Email
Phone #
_
Staff and Participant Housing Information
Number of Staff Members:
Staff Information
All staff will arrive and depart on the same date.
Staff will have varied arrival and departure dates.
Staff Arrival Date
MM
/
DD
/
YYYY
Staff Departure Date
MM
/
DD
/
YYYY
First Staff Arrival Date
MM
/
DD
/
YYYY
Final Staff Departure Date
MM
/
DD
/
YYYY
Number of Participants:
Participant Information
All participants will arrive and depart on the same date.
Participants will have varied arrival and departure dates.
Participant Arrival Date
MM
/
DD
/
YYYY
Participant Departure Date
MM
/
DD
/
YYYY
First Participant Arrival Date
MM
/
DD
/
YYYY
Final Participant Departure Date
MM
/
DD
/
YYYY
Will you have any participants under the age of 18?
Yes
No
Unsure
Will anyone from your group have special accommodation (ADA) needs?
Yes
No
Unsure
Please describe the accommodations needed.
Additional Housing Notes and Requests:
_
Other than rooms and bathrooms, will your group need access to additional housing facilities?
Yes
No
I would like to learn more about these options.
This can include lounges, meeting rooms, etc
Please describe the spaces needed.
Will your group require on-campus parking?
Yes - Cars and Buses
Yes - Cars Only
Yes - Buses Only
No Parking Needed
Unsure
Would you like assistance in requesting access to other on-campus facilities?
Yes, please!
No additional facilities will be needed.
I prefer to make these contacts on my own.
This can include classrooms, fields, etc
Which of the following meal options would best meet your group's needs?
Group Meal Service
Independent Meal Service
Individual Meal Service
No Meal Service
Click on each meal option to learn more!
Group meal service means that your group will have a set time for meals (EX:12:30pm - 2:00pm). During this time, everyone from your group is welcome to come and go throughout the serveries. Meals can be eaten in a private or shared dining room.
Independent meal service means that everyone in your group will be issued a preset meal card and public dining schedule. The conference will not necessarily eat together, although participants will be welcome at every meal that is on the conference meal plan.
Individual meal service means that the organization sponsoring the conference does not purchase meal service. Rather, participants are given the option at check-in to purchase a meal card that can be used during all open dining hours.
Would you prefer a private or shared dining room?
Private
Shared
No Preference
Shared dining rooms will be with other summer housing or conference guests of similar ages.
_
A Rice University Sponsor (Faculty or Staff) is required for all groups that come to campus. If you do not already have a sponsor, we can help you find one!
Rice Sponsor Information
I already have a Rice University Sponsor.
I do not have a Sponsor at this time but have someone in mind.
I need help finding a Rice Sponsor for my group.
Name of Rice University Sponsor
Title
Sponsor Email
Sponsor Phone #
ALL NEW CONFERENCE GROUPS who wish to house at Rice University for the summer are required to have two previous successful stays at two other universities. Please list the university and a person we may contact for a reference.
Name of University
Name of Contact
Contact number
Contact Email
Name of University
Name of Contact
Contact number
Contact Email
Rice University
Rice University Conference Housing Contact: Diana DeSantiago
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