ADULT & YOUTH CONFERENCES
We offer a variety of full service, convenient and affordable on-campus housing for youth and adult groups, as well as continuing education conferences during the summer.
Whether you’re looking to book a corporate or educational symposium, sports camp, or other event – Residence Life’s Conference & Guest Services has lodging to meet your needs, all in a beautiful campus setting!
To be eligible to utilize on-campus housing at Texas A&M University, a camp or conference must have a sponsoring Texas A&M University department.
We want to get it right.
We will provide each camp/conference with a Housing Contract that details your stay and the additional services you may require. Contracts must be fully signed and submitted to Conference & Guest Services a minimum of 30 days prior to the first day of the camp or conference. Failure to do so may result in cancellation of housing.
Summer Housing Options
Each year different residence halls and/or apartments are chosen for housing conference guests each summer. This is because our facility needs change based on the demand for summer school housing and planned construction/renovation projects. Take a look at the housing facilities available for Summer 2017. Note: Specific facilities are subject to change.
Residence Life is ready and willing to serve you and your continuing education conference. Please submit a Continuing Education Conference Request Form and a representative will be in touch within two business days.
Before you begin, you will need:
- TAMU Sponsoring Department and Contact
- Conference On-Site Contact
- TAMU Billing Account Number
- Estimated numbers of guests/room
- Approximate Check In/Out Dates
Although your conference is just a few days, we want your stay with us to be enjoyable and safe. For that reason we have created a flyer full of important information that could be useful to your during your stay with us. Whether it’s phone numbers, rules, or safety guidelines you have questions about, we’ve got you covered! | Download the Guest Health, Safety, & Security flyer.
Bed linen and towels can be requested for an addition fee. Cost varies depending on the services being requested by the sponsoring department. Bed linen will only be changed once a week, but towels may be exchanged daily, twice weekly, or once a week. Guests will be provided with a linen packet upon arrival which contains bed sheets, a pillow and pillow case, a blanket, a bath towel, a hand towel, a wash cloth, and a bar of soap. If linen service is not requested, free laundry facilities are available to guests in or near all of our facilities.
Billing Account Numbers
Sponsoring departments for each camp/conference must provide us with a 13-digit AR or IDT account number. Refer to the Texas A&M University’s Standard Administrative Procedure 24.01.06.M0.01: Camps and Program for Minors: Section 4: Payments for a detailed outline of the payment process.
If housing is cancelled less than thirty (30) day prior to the starting date, the sponsoring organization will be charged 50% of the rate for one night’s lodging for the total number of beds reserved.
Late Fees & Penalty Fees
We strongly recommend establishing a deadline date for your guests to register for your conference, as well as a late registration fee. We recommend that your registration deadlines end two (2) weeks prior to when your conference or camp begins.
We will be sending you a room assignment roster two (2) weeks prior to your conference, and will require that you send the completed roster back to us five (5) working days before your conference begins. Penalty Fees have been set up by us for late additions or deletions to the roster.
Late Room Additions
If, within seventy-two (72) hours of the conference start date, the sponsor requests five (5) or more additional rooms, the conference or camp will be billed an additional surcharge of $35.00 for each additional room. This cost is to cover additional work by staff for extra time and labor that is involved.
Reduction of Guest Numbers
If the number of guests reduces by more than 50% fourteen (14) days or less prior to the start of the event, the sponsoring organization will be charged 50% of the rate of one night’s lodging for the total number of beds reduced from the room block that is being held.
We require conferences/camps of 200 or more to hire security to monitor guests and residence halls. Contact the University Police Department.
Youth & Minor Camps
Youth and Enrichment Camps consist of minors (under 18-years of age). Camps must provide a minimum of one adult counselor for ever fifteen campers. See Camps & Programs for Minors for the formal approval process for all camps involving minors. The Camp and Programs for Minors review and approval process is guided by Texas A&M University’s Standard Administrative Procedure 24.01.06.M0.01: Camps and Program for Minors. Please review all of this information for more in-depth definitions of camps and enrichment programs, and for an explanation of the approval process and required documentation.
Youth Camps are set up for children and teens to enhance or educate their skills and provide them with an opportunity to meet other children and see other places.
Enrichment programs are relatively short courses based around a single educational topic. Each session usually lasts no more than a few weeks or a month.