Housing Request Form for Summer Camps and Conferences

GROUP INFORMATION
Official Name of Group (Sponsoring Organization)*
Short Name or Nickname of Group
(If applicable)
Camp Website (if applicable)
Primary Contact for Housing arrangements:*
First Last
Email*
Phone
Arrival Date Requested*
MM slash DD slash YYYY
What is the estimated time of arrival for your group?
At minimum, please let us know if arrival will be in the morning, afternoon, or evening.
Departure Date Requested*
MM slash DD slash YYYY
What is the estimated time of departure for your group?
At minimum, please let us know if departure will be in the morning, afternoon, or evening.
Are early arrivals/late stays expected?*
- YES
- NO
Please Explain
Provide dates, numbers, etc.
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Type of Group*
Please describe your group type.
Age group of target participants:
Check all that apply.
- Adult (no children)
- Adult (some children of participants may be included)
- High School
- Middle School
- Elementary
Participant Information
Estimated number to be housed:*
Give a general total number, i.e.: 20, 100, 350, 1000.
How many Males and Females?
The two numbers should equal your total estimated participants to be housed.
Male Female
How many participants will be requesting Double and Single occupancy rooms?
The two numbers should equal your total estimated participants to be housed.
Double Single
How many Adults and Youth*?
The two numbers should equal your total estimated participants to be housed.
*Youth include high school students for youth-oriented camps even if 18 or over.
Adult (18 and over) Youth*
A minimum of one adult chaperone is required for every 30 youth participants. A chaperone is required to be with youth participants (1 for every 30) whenever they are in the residence halls. (Appropriate numbers of chaperones are required to be with youth at all times anywhere on campus.)
A limited number of linen sets may be provided at an additional charge. ($35 per set)
Does this group need linen sets?
- YES
- NO
What is the estimated number of sets needed?
Housing Preferences
Most of the residence halls at Eastern Washington University house more than 200 people. At certain times, more than one guest group may occupy different areas of a residence hall. Most rooms are double occupancy rooms.
Groups will be assigned to residence halls based on anticipated numbers of participants and requests for double and single rooms as outlined above. EWU Housing and Residential Life Office may change the hall assignment for a group if the number of participants is significantly less than those listed above as of the guarantee date. EWU Housing cannot guarantee that additional space will be available for groups with increased numbers. Housing charges will be based on the number of participants expected as of the guarantee date or the actual count, whichever is greater.
EWU Housing and Residence Life will make every effort to accommodate the Requirements and Preferences listed below. If any of the Requirements cannot be met, Housing and Residential Life will notify EWU Event Planning and the Primary Contact above.
Please list any restrictions or rules which are REQUIREMENTS of your group:
(What MUST be met in order for the group to be housed – usually based on grant restrictions, school district regulations, etc.)
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Requested Hall Preference #1
Requested Hall Preference #2
Any additional requested preferences for your group?
In addition to the hall preference choices above, this includes preferred floors, etc.
If your group needs additional space within the Residence Hall for meetings, camp store, storage, etc, please explain here:
Groups housed in EWU Residence Halls may use floor lounges on floors to which the group is assigned and the main entrance and lobby area of the hall.
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Please include any other information pertinent to accommodating your group:
Understanding and Agreement
Camp groups must adhere to the policies and procedures as outlined in the Camp Guide. Submission of this form indicates understanding of and agreement to these policies and procedures.
Submission of this form indicates understanding of and agreement to these policies and procedures.*
- YES, I understand and agree to the above stated terms.
Name
This field is for validation purposes and should be left unchanged.