The following terms and conditions apply to all groups, camps, conferences, and organizations utilizing Housing & Residence Life facilities at Jackson State University.

Conference Housing Rate

• The conference housing rate is $75.00 per person, per night.

• Additional charges will be assessed for post-occupancy cleaning and turnover services based on assigned housing type and level of cleaning required. All cleaning fees are applied on a per-unit basis and reflect contracted service rates established by the University.

  The applicable cleaning level will be determined by Housing & Residence Life based on unit condition following occupancy. Any additional costs associated with damages, excessive cleaning needs, or restoration beyond standard turnover services will be assessed separately at actual cost.

Reservation & Payment Requirements

• An estimated number of participants must be provided no later than 30 business days prior to check-in.
• Sponsors must provide arrival and departure dates/times, along with the estimated number of male and female participants, when confirming the event.
• A 50% deposit of the contracted housing amount is required upon execution of the agreement and must be paid via:
  • Purchase Order (PO)
  • Department Transfer
  • Certified Check
• The remaining balance must be paid no later than the scheduled arrival date of the camp or conference.

Participant Rosters & Assignments

• Sponsors are responsible for assigning participants to specific rooms/beds and entering assignments into the required housing worksheet.
• Completed housing assignment worksheets must be submitted to Housing & Residence Life no later than 15 business days prior to arrival.
• Failure to submit the worksheet by the deadline will result in a $50.00 late submission fee.

Supervision & Conduct Expectations

• Sponsors are responsible for the conduct and supervision of all participants while on campus.
• Groups with pre-college participants must provide a minimum supervision ratio of:
  • 1 adult/counselor per 10 participants
• Counselors/chaperones are required to reside on the participant floors for the duration of the conference or camp.
• Sponsors are responsible for informing all participants of University policies and regulations, including:
  • Prohibition of alcohol
  • Smoke-free campus requirements
  • Facility usage guidelines
  • Community cleanliness expectations

Facility Care & Damage Responsibility

• Sponsors and participants are expected to properly use and care for all University facilities and grounds.
• Sponsors are financially responsible for any lost, stolen, damaged, or broken University property, including damages caused intentionally or unintentionally.
• Charges will include repair/replacement costs and associated labor expenses.
• Payment for damages must be submitted within 5 business days of receipt of the invoice.

Keys & Access Devices

• Sponsors and participants are responsible for all issued room keys and building access devices.
• All keys and access cards/fobs must be returned during check-out.
• Replacement charges include:
  • $100.00 per unreturned room key
  • $350.00 per key fob replacement

Check-Out Expectations

• All participants must properly check out through the designated process.
• Assigned rooms must be vacated with all personal belongings and trash removed prior to departure.

Liability

• Sponsors agree to hold harmless Jackson State University from claims, damages, or legal actions arising from injuries or loss of property involving participants during occupancy under the housing agreement.
• For minors, this agreement applies to both the participant and their parent/guardian.

Dining & Parking Coordination

• Sponsors are responsible for coordinating dining and parking needs directly with:
  • Sodexo Dining Services
  • JSU Public Safety

University-Affiliated Camps & Programs

• University-affiliated departments are responsible for submitting all required interdepartmental transfer

PARKING

Please contact JSU Campus Safety at 601-979-2580 for more information about parking for summer conferences.

PERSONAL PROPERTY

Jackson State University is not responsible for damage to or loss of personal belongings which results due to fire, wind, water, insects, vandalism, or theft.  All items left behind will be discarded and the conference will be billed appropriately.

RESIDENCE HALL ACCOMODATIONS

All residence halls are furnished with the following:

• Twin XL bed
• Desk
• Closet/Wardrobe

Guests are encouraged to bring:

• Toiletries
• Pillow
• Linen
• Shower Shoes
• Shower Curtain
• Alarm Clock
• Emergency Contact/Insurance Information

Please do not bring the following items:

• Pets of any kind
• Appliances such as halogen lamps, air fryers, hot plates, toaster ovens, griddles, waffle irons)
• Furniture
• Alcohol
• Weapons (including toy guns)
• Candles/Incense

If any participants require special accommodations based on medical conditions or disability, please indicate this on the Summer Conference Housing Request Form to discuss the type of accommodation needed.