Deadline
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Task
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Between December & February, ideally 4+ months before arrival.
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Complete Reservation Form
We will work with groups requesting accommodations less than four months in advance
whenever possible.
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Usually, 2-4 weeks after reservation submittal, beginning in January.
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Follow-Up Meeting with Conference Staff
During this meeting, we will gather additional information and specifics about a group's
housing and dining needs and reservation processes, answer questions, and review the
agreement and deadlines.
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Within 2-3 weeks after the follow-up meeting
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Contract/MOU Sent to Group Coordinator
The Contract/MOU is a legally binding document between the group and the Housing and
Dining Services Department. Outlined in the Contract/MOU are estimated fees, the cancellation
policy, and other terms and conditions. The Contract/MOU will be sent electronically
via email to the email address provided by the group.
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Within 30 days of being emailed by UW Housing & Dining Services.
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Signed Contract / MOU
The signed agreement can be returned via mail or email; email is preferred.
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30 days before the first day of the camp/conference.
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Meal Exceptions
Conference groups are expected to eat meals in the Washakie Dining room. The Director
of Housing must approve exceptions, and requests must be made no less than 30 days
before the first day of the conference.
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30 days before the group’s earliest arrival Housing and Dining require review and
updates, if applicable, to the estimated meal and room guest counts in the agreement
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Estimated Guest Count
A member of our conference staff will call to finalize your estimated number for room
accommodations, meals, and arrival and departure information. Details must include
any changes to meal plans, estimated singles, doubles, and gender details. After the
correspondence, we will email you a summary of the information discussed.
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Due ten days before the group's earliest arrival.
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Estimated Guest Count
10 days before your first day of activity, Housing and Dining will need a final guarantee
for rooms and a roster with occupancy and gender details. Meal counts, including
for commuters, are also due at this time. This final guarantee is the minimum number
for the group to be billed. Please remember that if the actual number is more than
10% over this guaranteed number, your group will be charged 115% of the meal and room
cost for these guests. This is to cover the administrative costs associated with
last-minute changes.
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30 days after departure.
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Final Bill Sent
We will send a final bill within 30 days of departure. The bill will be based on
the final guaranteed guest count or the actual guest count, whichever is higher.
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