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 Program Director for Staff Development and Summer Ops 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 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.

Timeline of Events

Event Approximate Timeline
Submit reservation form Reservation form opens Tuesday, Nov. 1, 2022.
Client contract meeting Jan. - March
Signed contract and deposit due 30 days after contract meeting
Tax Exempt form due 30 days prior to group arrival
Residence Life Coordinator introduction and planning meeting 4-6 weeks prior to the 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 are 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
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 30 days after the final invoice delivered 

Hospitality and Catering

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.

Cancellation Policy

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

Cancellation Notice Required Deposit Refund %
90 Days or more 100%
89-61 Days 50%
60 Days or less 0%


Hospitality Cancellation Fee


Cancellation Notice Required Deposit Refund %
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 documented disabilities. 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.