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University of Wyoming

Conference Services Reservations and Scheduling

During the next several years, residence halls will be undergoing significant renovations.  Hall space will be a premium—particularly during the summer months.  The table below demonstrates the approximate space loss per year assuming double occupancy and back-to-back renovations of all four Washakie Halls.

Summer

Halls

Reduction in Space

Total Capacity (Doubles)

2007

White, Downey

974

1,826

2008

Downey

371

2,429

2009

 - -

100*

2,700

*  White will be reduced by 100 spaces post renovation

  1. Summer Planning Principles

  2. Reservation Classification

  3. Deposits

  4. Overflow Housing

  5. Reservation Forms

Summer Planning Principles

  • All groups will be classified into categories with specified priority dates for each category.  These categories are defined below.  RL&DS reserves the right to classify groups using these categories.

  • Space requests for each category will be allocated based on the date received by RL&DS.  Groups that do not meet the published deadline for their category will be considered after requests for all priority dates have been reviewed and assigned.

  • Non-profit groups that are not University of Wyoming department, will need to provide a Wyoming State Sales Tax Exemption Certificate at the time of Booking in order to be considered at the priority date.

  • Existing groups will be allocated no more space that their historical average of the last three years unless space is available after all priority deadlines have passed.

  • Groups will be asked to list first, second, and third choice dates for their conferences/camps.  RL&DS will consult with groups regarding their second and third choices should their first choice not be available.  No second or third choice dates will be booked without consent of the group.

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Sequence of Booking

(Note:  the parenthetical references are RL&DS’s best guess at classification.  Where appropriate, groups will still need to provide documentation to demonstrate their placement).

Classification

  1. Summer School

    • Summer school space will be reserved on three floors in one Washakie Hall, netting a maximum of approximately 150 spaces.

  2. Existing Contracted Groups (Girls State)

    • Have a singed, multi-year contract with the University of Wyoming for room and board, meeting space, and other services.

    • No new contracted groups until the renovation is completed

  3. New Student Orientation

    • Priority Date: October 15th

    • Are participating in New Student Orientation   

  4. Academic, Aesthetic, and Athletic (SEO Sponsored Groups, High School Institute, Sports Camps, Music Camp, etc.)

    • Priority Date Oct. 31st

    • Are attending courses taught by UW faculty and are not considered Summer School   

    • Are preparing student for college or graduate level academic work   

    • Camps developed and managed by UW department that are designed to help participants improve their skills.

  5. Other Recurring (Wyoming Trial Lawyers)

    • Priority Date:  November 15th

    • Groups, not included above, who have booked rooms for at least 3 summers between 2000 and 2003.

  6. Any New Group

    • Priority Date: after November 30th   

    • Any group that does not meet any of the above criteria

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Deposits

Many campuses use deposit structured as a method to allocate scarce space.  A deposit structure is being proposed to phase in beginning Summer 2005.

  • A deposit equal to 15% of the anticipated fee or minimum of $100.00 for booked rooms is due at the priority date for all groups.

  • Campus groups may elect to provide a check for deposit or to provide an IDR that will remain on file unless a cancellation penalty is necessary.

  • Off-campus groups will need to provide a check for their deposit.

  • Recurring groups that achieved at least 90% of their original booked rooms the previous year will not be required to pay a deposit at the point of contracting.  However, they will be held to an overbooking fee equal to the amount of the calculated deposit forfeiture at the conclusion of their conferences if they do not reach their bookings for the current year.  This will be managed by individual camp or group, not as a combined total of all the sponsor’s camps or groups.  (For example, a sponsor may hold two camps.  S/he may be required to pay the deposit for one camp but not the other).

  • All new groups will pay a deposit

  • If the conference decrease their booked rooms prior to the conference, any non-forfeited deposit will be applied to their account and reconciled at the completion of the conference.

  • Portions of the deposit may be forfeited pro-rata using the Appendix A as a guideline.

Cancellation/Reduction Formula for Returned Deposits:

Reduced or Cancelled Booking Equal to:

Returned Deposit if reduced/cancelled at or prior to 45 days before the event

Returned Deposit if reduced/cancelled within 45 days prior to conference.

100%

75%

0%

90%

80%

10%

80%

85%

20%

70%

90%

30%

60%

85%

40%

50%

100%

50%

40%

100%

60%

30%

100%

70%

20%

100%

80%

10%

100%

90%

<5%

100%

100%

 

The chart above serves as a representative sample of the cancellation/reduction formula.  The formula used to derive this cart will be specifically applied to each situation to calculate the amount of the deposit returned to the group. 

As an example, if a group with a $1000.00 deposit on file were to cancel the conference 80 days prior to the start date of the conference, $750.00 would be returned to the group. 

If the same group reduces their bookings by 50% 30 days prior to the start of the conference, $500.00 would be returned to the group. 

Contracts will be issued within 15 working days of reservation

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Overflow Housing

With less space available in the residence halls, it will likely be necessary to work consider alternative locations for groups.  Residence Life and Dining Services will work hard to contract with Greek Row to accommodate groups.  Educational groups will have first priority for these on-campus spaces.  Additionally, the Events and Planning Office has built relationships with local hotels.  Should adult groups not be able to be accommodated in residence hall space, attempts will be made to secure hotel accommodations at conference rates.

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Reservation Forms

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If you have problems, comments, or concerns regarding this web site please email us at rlads-technology@uwyo.edu.