Texas Tech University

Contracting Information

Conference Group

Liability Insurance Policy

All camps/conference groups must have insurance providing accident, medical and general liability coverage for their attendees and staff members for the duration of the camp, conference or event on Texas Tech University property. This policy can be purchased from a vendor of your choice, or through a vendor set up by the Texas Tech University System Office of Risk Management. Proof of coverage MUST be submitted to the Manager for Conference Services prior to arrival. Check-in for camp/conference staff members or attendees will not be permitted prior to receiving proof of coverage. Please visit Risk Management for additional information on liability insurance requirements and to apply for a liability insurance policy.

Contracting Process

To begin the contracting process, please submit a Group Reservation Form. Once the reservation form is submitted, you will be contacted by the Manager for Conference Services to verify information. An in-person contract meetings will be scheduled with the Manager for Conference Services and Assistant Director for Hospitality Services. Once the contract meeting has been held, a signed contract and deposit will be due within 30 days. After 30 days, your space will not be guaranteed.

Timeline of Events

Event Approximate Timeline
Submit reservation form Reservation form opens November 1st, 2017
In-person client contract meeting Typically January - March
Signed contract and deposit due 30 days after contract meeting
Tax Exempt form due 30 days after contract meeting
Residence Life Coordinator introduction and planning meeting 4-6 weeks prior to event
Proof of liability insurance policy due 14 days prior to check in
Proof of Sexual Abuse/Child Molestation Prevention Training due 14 days prior to check in
Check-in and check-out times due 7 days prior to check in
Guaranteed attendance number due to University Student Housing and Hospitality Services 7 days prior to check in
Room roster due (with staff notated) 7 days prior to check in
Chaperone/Staff meeting with Manager for Conference Services 1-3 days prior to participant arrival
Meeting with Residence Life Coordinator to confirm attendee numbers within 24 hours after check in
Final invoice sent 15 business days (or less) after check out
Payment due 15 business days (or less) after check out

Hospitality and Catering

Due to health code regulations, no outside food is allowed within university dining facilities. Catering outside of traditional dining options must be provided through Top-Tier Catering. A nutritionist is available to discuss any food allergies or concerns. Contact Hospitality Services for more information.

Refunds or credits for unused Dining Bucks will not be issued. To receive tax-exempt dining rates, a tax-exempt form must be submitted prior to the event.

Cancellation Policy

In the event of cancellation, deposits are refunded on a tiered schedule.

Notice Required Percentage Refunded
90 days or more 100%
89-61 days 50%
60 days or less 0%

Service Animals & Emotional Assistance/Comfort Animals

Service dogs are permitted within the residence halls for guests with a documented disability. Any Emotional Assistance/Comfort Animal requires approval from University Student Housing prior to the animal coming into the residence halls. If you have guests that need more information regarding the approval process for an Emotional Assistant/Comfort Animal, please have them contact the Manager for Conference Services.