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Oklahoma State University

Camp and Conference Group Policies

The Camp or Conference Group and any of its participants, chaperones, coaches, parents, or any other personnel who are assigned an allocated space from Housing and Residential Life Conference Services must abide and follow ALL University policies, procedures, and standards (view). Some highlighted policies, procedures, and standards are:

Mail

All mail sent to camp and conference participants should be addressed as follows:

OSU Housing & Residential Life Conference Services
Camp or Conference Group Name (Participant’s First & Last Name)
086 Bennett Hall
Stillwater, OK 74078-2051

Housing and Residential Life Conference Services is not responsible for lost mail or packages. We cannot guarantee delivery of mail or packages. We strongly discourage any participant staying on campus for less than a week to plan on receiving mail.

Laundry Facilities

All Summer Camp & Conference Group Residential Buildings have laundry facilities that located within them that may be used by the Camp or Conference Group participants free of charge. However, the Camp or Conference Group participants must provide their own detergent and cleaning supplies for use.

Damages & Fees

The Camp or Conference Group is responsible for any and all damages that occur during their time within the residential halls. All damages, cleaning fees, etc., will be issued to the Camp or Conference Group in the final billing statement. It is the Camp or Conference Group’s responsibility to secure reimbursement for any damages and/or fees from their own participants.

Keys

A “Master” key will never be issued to the Camp or Conference Group for any reason to ensure safety and security of the University’s Housing and Residential Life facilities. All keys issued to the Camp or Conference Group and its participants must be returned during the Check-Out process. Any keys not returned or unaccounted for from the Camp or Conference Group and/or its participants will be deemed lost. All lost or damaged keys will incur a $75.00 per key replacement fee regardless of housing style. All lost or damaged key fees will be billed to the Camp or Conference Group. It is then the Camp or Conference Group’s responsibility to secure reimbursement for lost or damaged key fees from their own participants.

Parking

ALL Camp or Conference Group participants and staff will need a parking pass for EVERY VEHICLE to park on campus at Oklahoma State University. Housing & Residential Life will not take any orders for parking passes. The Camp or Conference Group will need to contact the Parking & Transportation Services Department directly to purchase passes and receive instructions about proper parking locations for your Camp or Conference Group.

Smoking & Vaping

All facilities at OSU, including Housing and Residential Life facilities are smoke-free and vape-free.

Alcohol

Possession or consumption of alcoholic beverages, including 3.2 beer, in any residence hall or on university grounds is prohibited.

Insurance

The University requires a Certificate of Insurance at least 30 days prior to arrival that insures the Camp or Conference Group a minimum of: Commercial General Liability: $1,000,000 each occurrence; Commercial Automobile Liability: $1,000,000 each occurrence; Workers’ Compensation as required by statute and employer’s liability: $100,000. The Certificate provided shall clearly establish that the coverage provided is PRIMARY and that any insurance carried by the University is excess.

Youth & Minors on Campus

The University requires the Camp or Conference Group to provide adult, live-in, staff supervision if there are any minors (younger than 18 years of age) associated with the camp or conference group. The ratio of required adult, live-in, staff supervision to participants (of the same gender) MUST BE ONE TO FIFTEEN (1:15). This is the minimum number permitted unless a special prior arrangement is made between the Camp or Conference Group and Housing and Residential Life Conference Services. These adult, live-in, staff (counselors, coaches, etc.) will act as liaisons for and with the University’s staff in the event of discipline, noise or destructive behavior. The Client’s adult, live-in, staff MUST be in the University’s Housing and Residential Life building(s) at ALL times when participants are also present. All Camp or Conference Groups must receive and abide by all Minors on Campus training and procedures outlined in the OSU A&M Board of Regents approved policy 1-0135 when youth are involved.