Summer Conference Planning Timeline & Checklist

FALL SEMESTER

Initial Planning & Inquiry Phase

Housing & Residence Life begins working with organizations interested in hosting summer programs at Jackson State University.

Action Items

✓ Contact Housing & Residence Life regarding your proposed program

✓ Schedule a campus visit and tour of residential facilities

✓ Complete the Summer Camps & Conferences Inquiry Form

✓ Review the Summer Conference Housing Guide, Guest Policies, and Housing Agreement

✓ Begin coordinating with campus partners including:

• Dining Services

• University Police

• Student Center

• Event Services

• Information Technology (if applicable)

Information to Begin Gathering

• Program description

• Proposed dates

• Estimated attendance

• Participant demographics

• Preliminary housing needs

• Preliminary supervision plan

• Special accommodation requests

JANUARY – FEBRUARY

Program Review & Preliminary Planning

Housing & Residence Life reviews submitted inquiries and evaluates housing availability.

Action Items

✓ Review conference housing expectations

✓ Review emergency procedures and safety requirements

✓ Review youth protection requirements (if minors will participate)

✓ Develop preliminary participant supervision plans

✓ Review insurance requirements

✓ Confirm program leadership and emergency contacts

Important Reminder

Submission of an inquiry does not guarantee approval or housing placement.

FEBRUARY 

Estimate Review & Contract Execution

Housing & Residence Life will issue an estimated housing proposal based upon available space and projected attendance.

Action Items

✓ Review and approve housing estimate

✓ Execute Summer Camp & Conference Housing Agreement

✓ Submit required deposit

Required Documents

• Signed Housing Contract

• Program Director Information

• Emergency Contact Information

Payment Requirement

Per the Housing Agreement:

50% of estimated housing charges is due upon execution of the Agreement.

Accepted payment methods include:

• Purchase Order (PO)

• Department Transfer

• Certified Check

Failure to submit the required deposit may result in cancellation of the reservation request.

30 BUSINESS DAYS BEFORE ARRIVAL

Final Program Submission Deadline

All required program information must be submitted no later than thirty (30) business days prior to arrival.

Required Submissions

Program Information

✓ Official Program Name

✓ Sponsoring Organization

✓ Program Type

✓ Detailed Program Description

✓ Program Website (if applicable)

Attendance Information

✓ Final Participant Count

✓ Staff Count

✓ Volunteer Count

✓ Supervisor Count

✓ Gender Distribution

✓ Youth and Adult Participant Counts

Arrival & Departure Information

✓ Arrival Date and Time

✓ Departure Date and Time

✓ Check-In Location

✓ Check-Out Location

Supervision Plan

Programs involving minors must maintain a minimum supervision ratio of:

1 Adult Supervisor : 10 Minors

Supervisors must:

• Reside within assigned facilities

• Remain accessible 24 hours per day

• Be identified in housing records

Housing Assignment Worksheet

Submit participant housing assignments including:

• Full Name

• Gender

• Age (if applicable)

• Building Assignment

• Room Assignment

• Bed Assignment

• Supervisor Assignment

• Emergency Contact Information

Program Agenda

Submit a detailed daily schedule including:

• Activities

• Meeting locations

• Meal schedules

• Staffing coverage

• Common space usage

• Curfews and quiet hours

• Emergency contingency plans

Important Notice

Failure to submit required documentation by the deadline may result in:

• Delayed processing

• Housing reassignment

• Administrative fees

• Reduced availability

• Denial of occupancy

2 WEEKS BEFORE ARRIVAL

Operational Coordination

A Housing Conference Representative will be assigned to your program.

Action Items

✓ Submit parking requests

✓ Confirm classroom and event space needs

✓ Confirm storage and delivery requests

✓ Confirm special accommodations

✓ Review check-in procedures

✓ Review building access procedures

✓ Review key and access card distribution plans

Access Control Reminder

Sponsors are responsible for all issued:

• Keys

• Access Cards

• Building Fobs

Replacement Charges:

• Room Key: $100

• Stewart Hall Fob: $350

Additional security costs may apply.

1 WEEK BEFORE ARRIVAL

Final Readiness Review

Action Items

✓ Conduct final planning meeting

✓ Confirm participant roster

✓ Confirm emergency contacts

✓ Review arrival procedures

✓ Review participant conduct expectations

✓ Review supervision assignments

✓ Submit any final schedule updates

Conduct Expectations

Sponsors are responsible for:

• Participants

• Staff

• Volunteers

• Guests

• Contractors

All participants must comply with University policies and Housing regulations.

ARRIVAL DAY

Check-In & Occupancy

Welcome to Jackson State University.

Action Items

✓ Arrive at least one hour before scheduled check-in

✓ Confirm room assignments

✓ Verify participant counts

✓ Review communication procedures

✓ Review emergency protocols

✓ Distribute keys and access credentials

Final Payment Requirement

The remaining balance of housing charges isdue no later than the scheduled arrival date unless otherwise approved in writing.

Organizations with outstanding balances will be denied occupancy until payment obligations have been satisfied.

DURING YOUR STAY

Program Operations

Housing staff remain available throughout occupancy.

Action Items

✓ Report maintenance issues immediately

✓ Report lockouts and lost keys immediately

✓ Notify Housing of participant changes

✓ Maintain required supervision ratios

✓ Enforce program conduct expectations

Prohibited Activities

The following are prohibited:

• Alcohol

• Illegal drugs

• Smoking and vaping

• Weapons

• Fireworks

• Open flames

• Unauthorized guests

• Unauthorized room changes

• Gambling

• Harassment

• Violence

• Vandalism

• Fighting

• Conduct threatening health or safety

Violations may result in removal of individuals or termination of the entire program.

DEPARTURE DAY

Check-Out Procedures

Action Items

✓ Return all keys and access credentials

✓ Remove decorations and signage

✓ Remove personal property

✓ Complete room inspections

✓ Participate in final walkthrough if requested

Cleaning & Damage Assessment

Sponsors are responsible for:

• Damage charges

• Excessive cleaning charges

• Lost key charges

• Replacement costs

• Additional labor costs

Cleaning charges may be assessed based on facility condition.

Current Cleaning Rates:

• Quick Clean (with Bath): $65 per room

• Deep Clean (with Bath): $90 per room

• Quick Clean (without Bath): $45 per room

• Deep Clean (without Bath): $70 per room

Additional cleaning is billed at actual cost.

ONE WEEK AFTER DEPARTURE

Final Billing Review

Housing & Residence Life will prepare final occupancy reports and billing adjustments.

Action Items

✓ Complete post-conference evaluation

✓ Review damage assessments

✓ Review cleaning assessments

✓ Review occupancy adjustments

WITHIN 5 DAYS OF INVOICING

Final Account Reconciliation

Action Items

✓ Review final invoice

✓ Submit billing questions in writing

✓ Remit any outstanding balances

Important Notice

Sponsors remain responsible for all contracted housing charges, damages, cleaning fees, replacement costs, and administrative assessments incurred during occupancy.

Failure to satisfy financial obligations may impact eligibility for future reservations and housing approvals.

Thank you for choosing Jackson State University Housing & Residence Life. We appreciate the opportunity to support your camp, conference, institute, workshop, or special program and look forward to partnering with you to create a successful and enjoyable experience for all participants.