Once the summer begins, the university sponsor will work with the Residence Hall Conference Coordinator.

Two weeks prior to arrival, we will need:

• the final number of guests (male/female),

• the number of double and single rooms, and

• a list of participant and youth counselor names.

As the sponsor, you should:

• make arrangements to pick up floor rosters and keys/outside door access cards from the Conference Coordinator,

• check guests into the residence hall and distribute keys and access cards to your guests,

• furnish the Conference Coordinator with a roster of counselor and guest names and room numbers within 24 hours after check-in begins. The Commons Lobby Help Desk receives calls concerning our summer guests. It is important that we have both the activity schedule and an accurate roster of your counselors, participants and their room assignments, so we can effectively deal with emergencies and routine communication. Do not change room assignments during your program. The roster will be used for emergency and billing information.

• At the end of the conference, return keys and access cards and confirm final lodging and damages billing information with the Conference Coordinator. You will sign the final billing summary, indicating your acknowledgement of these charges.