Texas Tech University


University Student Housing Conference Services specializes exclusively in providing on-campus housing and dining plans for summer camps, conferences and groups. Our dedicated team is here to assist you with overnight accommodations and group meals throughout your stay.

From the moment you book your stay to the final billing, our aim is to ensure the success of your camp or conference. Please feel free to contact our team at housing.conferences@ttu.edu for any questions regarding this process.

Conferences Season

Summer Conference Season Reservation Window
June 1 - August 1 November 1 – July 1

Contact Conference Services

Residence Halls

Below are the anticipated residence halls that will be available for the 2024 Summer Season. Alterations to this availability could be altered based on summer camp/conference numbers, renovation projects, and staffing needs.

Apartment/Suite Halls

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.

Internet Services

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

Contracting Information

Liability Insurance Policy

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.

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 Nov. 1, 2023.
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 3-4 weeks prior to the event
Proof of liability insurance policy due (External Groups only) 14 days prior to check-in
Proof of Sexual Abuse/Child Molestation Prevention Training due (Groups with participants under the age of 18 only) 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. Damages caused by an Emotional Assistance/Comfort Animal will be charged to the camp group

Staff and Chaperones

Chaperone Expectations

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.

Sexual Abuse/Child Molestation Prevention Training

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.

Campus Carry Act

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.

Register your Camp 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.

Emergency Contacts

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.

Safety and Security

Safety is top priority for us

In order to gain access to an assigned residence hall, guests need to swipe a conference ID card. Video cameras monitor each entrance door, inside the elevators, common areas and laundry rooms for safety.

Personal Safety

  • 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.

Emergency Maintenance

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.

Keys and ID Cards

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.

Emergency Situations

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.

Prohibited Items and Behaviors

Title IX Reporting

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.

Conference Resources

Mail and Packages

We are not able to accept mail, packages, personal property, or medications for camp or conference guests. If you would like to have anything mailed to you, please contact your sponsoring department. For youth camps, all items must be given directly to camp staff.


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

Recreational Facilities

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.

Outdoor Grounds Use

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).

Parking and Vehicle 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.

Individual Guest Reservations

University Student Housing provides individual guest housing reservations for guest professors, guest scholars, and departmental interns, as space allows. All individual reservations are accepted based on residence hall availability, and space may be limited due to the number of academic students living within the residence halls. Between June 1st and August 1st, University Student Housing also houses individual guests involved in Summer Conferences or Summer Academic Programs.

Summer Guest Reservations (June 1st - August 1st)

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.

Fall and Spring Semester Reservations

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.