Suites style halls are only available for adult participants (18+ years and older).

As part of the contracting process, a building tour can be scheduled prior to the group's arrival.

Wifi is provided throughout all the residence halls, including rooms and common areas. Additionally, ethernet ports are available in most rooms.

All external 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 Program Director for Staff Development and Summer Operations prior to arrival. Check-in for camp/conference staff members or attendees will not be permitted prior to receiving proof of coverage. Groups that are internal to the institution are not required to purchase insurance or provide proof of insurance for their group. Please visit Risk Management for additional information on liability insurance requirements and to apply for a liability insurance policy.

To begin the contracting process, please submit a Group Reservation Form. Once the reservation form is submitted, you will be contacted by a member of the conference team to verify the information. An in-person or virtual contract meeting will be scheduled with a member of Conference team and Hospitality Services team. Once the contract meeting has been held, your camp/conference dates will be secured. A signed contract and deposit will be due 30 days prior to arrival.

Due to health code regulations, no outside food is allowed within university dining facilities. A registered Dietitian is available to discuss any food allergies or concerns. Contact Mindy Diller 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.

Groups may cancel the request for housing and dining services without penalty or financial obligation if done ninety (90) days or more prior to the check-in date. Please see the below timeline for cancelation deposit refund.

Housing Cancellation Fee

Hospitality Cancellation Fee

Service dogs are permitted within the residence halls for guests with documented disabilities. Any Emotional Assistance/Comfort Animal requires approval from University Student Housing prior to the animal coming into the residence halls. Damages caused by an Emotional Assistance/Comfort Animal will be charged to the camp group

University Student Housing depends on camp and conferences chaperones to supervise youth participants and ensure all policies are being enforced. This includes, but is not limited to, the following expectations:

• For children under the age of 13, we require one chaperone 18 years or older for every 15 youth.
• For children 13 to 17 years old, we require one chaperone 21 years or older for every 25 youth.
• Chaperones are required to stay on campus overnight during the conference.
• Ensure quiet hours and curfews are being enforced.
  • Quiet hours are from 10 p.m. to 10 a.m.
  • Courtesy hours are in effect 24 hours a day.
• Ensure campers are supervised at ALL times, including within residence halls, dining facilities, and all other indoor and outdoor spaces on University property.
• Ensure campers are not visiting residence hall floors and/or restrooms other than those assigned to the group.
• Ensure participants are being respectful of University property and staff.
• Manage safety of participants. In case of fire or weather emergency, follow orders from University Student Housing staff.
• Ensure all lost keys and/or building access cards are reported to residence hall staff immediately.
• Ensure no alcohol, controlled substances, or firearms are present within the camp/conference.
• Chaperones and participants must comply with all applicable federal, state, and local laws, and all University rules and regulations.

The Texas Safe Camps Act (Texas Education Code §51.976), requires employees of camps/programs involving minors to be educated and trained on warning signs of sexual abuse and child molestation. Texas Tech University Operating Policy 10.19 sets out the training and reporting requirements associated with hosting a camp/program on campus.

The Campus Carry Act (Texas Government Code §411.2031) and Texas Tech University Operating Policy 10.22 establishes exclusionary zones, where individuals are prohibited from carrying concealed handguns, at any locations a camp/program for minors is conducted on campus. For the University to provide security and proper notice to the public, please register your camp/programs locations with the University.

Please visit the Minors On Campus website at Camp Registration page to register your camp with the University, apply for a campus carry exclusion zone during your camp, and register all staff and chaperones for a Sexual Abuse/Child Molestation Prevention Training session.

Two emergency contacts are required for youth camps. Emergency contacts must provide a working cell phone number and be available 24 hours a day, in case of emergency.

• Look around and be aware of surroundings when you enter and exit a building.
• Do not allow unknown individuals to follow you through card swipe doors.
• Never leave personal property unsecured or unattended.
• Always tell someone where you are going and what time you expect to return.
• Youth must be accompanied by an adult chaperone at all times.

If an emergency maintenance concern arises, notify the front desk immediately. If the hall office is closed, contact the on-call phone number posted at the front desk.

Each guest will receive an ID card, which will be used to enter the residence halls as well as pay for meals if a dining plan has been purchased or is provided by the camp/conference. If the card is lost, a $5.00 replacement card will need to be purchased in order to access the residence hall or utilize the dining plan.

Lost or misplaced keys must be reported to the residence hall office immediately so that a lock change may be processed. A $50.00 per lock fee may be assessed. Some halls have multiple doors/locks, requiring us to change all locks in that room and suite, resulting in charges up to $300.00.

The residence hall rooms will automatically lock upon closure. If a guest is locked out of their room, a lockout key may be checked out for 15 minutes. A chaperone must check out a lockout key for youth participants. Keys not returned within the 15-minute time frame may result in lock change charges.

All keys must be returned upon check out. Keys not returned will result in lock change charges, billed to the group.

Should an emergency situation develop in a residence hall, participants will be notified by hall staff. Due to variations in the physical design of each residence hall, instructions will be given by University Student Housing staff. Because of the potential danger to other guests, hallways should be kept clear of any obstructions in case of fire.

Follow all emergency directions and notifications from Texas Tech University.

Various types of weather affect the Lubbock region throughout the year. Texas Tech maintains a centralized warning and alert system for use in the event major storms or other disasters threaten our community. Ideally, sufficient warning time will allow precautionary measures to be implemented.

• Weapons and/or firearms
• Alcohol and/or controlled substances
• Candles and/or incense
• Gambling
• Smoking (including vape and e-cigarettes) is prohibited within 20 feet of any building
• ResLife In-Hall Policies and Procedures
• Youth Policies
• Adult Policies

Under the United States Code of Federal Regulations, Title IX states that, "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance." 20 USCA § 1681.

Texas Tech is committed to providing its students, faculty, staff, and guests with an educational and workplace environment free from any form of unlawful discrimination. The Texas Tech community is dedicated to fostering and supporting a culture of mutual respect and communication. Please note that all University Student Housing employees are considered to be mandatory reporters and will, by law, report any information or incidences shared with them that falls under Title IX.

Texas Tech University does not tolerate discrimination or harassment of students or guests based on or related to sex, race, national origin, religion, age, disability, protected veteran status, or other protected categories, classes, or characteristics. While sexual orientation and gender identity are not protected categories under state or federal law, it is Texas Tech University policy not to discriminate on this basis. Actions related to admission, discipline, housing, extracurricular and academic opportunities shall not be made based on a student's protected status. Discriminatory behavior is prohibited regardless of the manner in which it is exhibited, whether verbally, in writing, or electronically displayed or conveyed. Individuals who violate these policies and laws are subject to disciplinary action, up to and including expulsion.

Examples of the types of discrimination and violence that are strictly prohibited by Texas Tech include but are not limited to: sexual harassment, the failure to provide equal opportunity in athletics, discrimination in a school's science, technology, engineering, and math (STEM) courses and programs, discrimination based on pregnancy.

In addition to Title IX, certain Clery specific crimes are also considered to be Title IX violations and will be handled by the university as mandated under both statutory requirements. These include but are not limited to sexual misconduct, domestic violence, dating violence, and stalking.

• Events & Instructional Space Management

• Academic Buildings, TTUHSC

• Frazier Alumni Pavilion and Merket Alumni Center

• Student Union Meetings Rooms

• Advanced Technology Learning Center (ATLC)

All catering must be purchased through Top Tier Catering, per university guidelines.

• Top Tier Catering

A group may utilize University Recreation facilities, include indoor courts, climbing wall and leisure pool, with advance scheduling and payment. Facilities must be requested no later than 7 working days prior to group arrival.

• University Recreation

• United Supermarkets Arena

Groups are allowed to utilize space outside of University buildings with advance permission. A Grounds Use/Solicitation Request form must be submitted at least 7 working days prior to the intended use date. Use of outdoor space is granted on a first come, first served basis. Separate request forms must be submitted for each event or activity (not for each day).

• Student Union and Activities Grounds Use

Group and individual guests may request parking in residence hall lots for the duration of their conference through Texas Tech University Transportation and Parking Services.

• Traffic and Parking

• Parking Special Event Form

• Vehicle Fleet Management

Individuals participating in a group setting, such as a Summer Conferences or Summer Academic Program, will be housed within a block of rooms preset by the hosting department. The available dates and residence hall location are predetermined by University Student Housing conference staff and the hosting department.

A set amount of spaces are reserved for guest professors, guest scholars, and departmental interns affiliated with various Texas Tech departments.

Individual summer guests are housed in 4-bedroom, 2-bathroom suites that include a common living area and kitchenette. Due to limited space, guests will likely have suitemates.

Submitting a Summer Reservation

For individuals attending a group conference or academic program, the hosting department will send a notification when the group's reservation process opens. Reservations must be received no later than May 15, 2023.

Guest professors, scholars, and interns may apply for individual guest housing by completing the Individual Guest Reservation Form. Reservations must be received two weeks prior to arrival.

University Student Housing works to accommodate individual reservations for guest professors, scholars, and interns during the academic year. Due to record student enrollment, spaces are limited. For information on availability and submitting a reservation, please contact housing.conferences@ttu.edu.