UW Conference Housing Policy Guidelines

Package Plan. Housing and meal service is offered as a package plan for fixed dates. No credit is given for a shorter stay or missed meals. When available, early arrival and late departure days may be added to the package at an additional charge.

Accomodations. Residence halls are within a five to ten minute walk of most meeting areas on campus. All rooms are furnished with twin beds. Bed linen, towels, soap, and drinking cups are provided. Rooms share community bath facilities. Attractive lounges, patios, and other gathering areas are found throughout the halls. Laundry facilities are available in each building. Pay telephones, television lounges, and kitchenettes with ranges or microwave ovens are located on most floors. Residence halls offer a smoke-free environment. Smoking is prohibited in all public areas of the residence halls and is discouraged in private sleeping rooms

Meal Service. Meals included in the package plan are served in a dining room reserved for conference guests. Whatever your prearranged board plan may be, you will find a selection of carefully prepared items offered cafeteria- (or buffet-) style. All meals offer a meatless selection, although other dietary restrictions cannot be accommodated. A strict vegan menu is not available.

Parking. Overnight parking is available near the residence halls. The current daily rate is $5.00 Monday through Friday and $2.50 Saturday. There is no charge to park between 7:00 AM and midnight on Sundays or holidays. These rates are subject to change without notice. Availability is limited and not guaranteed. More information regarding parking will be sent with your confirmation.

Payment. Delegates are required to send full payment with the reservation form at least 21 days in advance of arrival. Advance payment may be made in US dollars by check, purchase order, VISA, MasterCard, or American Express. Checks should be made payable to the University of Washington. Purchase orders should include instructions for initiation of payment. Arrangements must be made in advance if purchase orders are to be presented on arrival. Checks and purchase orders must be mailed with the reservation form in the same envelope. The University of Washington charges $18.00 for all returned checks. Reservations paid by VISA, MasterCard, or American Express may be faxed. If forms are faxed, do not duplicate the reservation by mailing them.

Confirmation. Once the campus housing reservation form is received, you will be sent a confirmation identifying your check-in location, along with travel directions to campus. Check-in is 2:00 PM each day unless the confirmation states otherwise. Likewise, check-out time is 11:00 AM daily.

Cancellations and Refunds.

If the cancellation is received by the Conference Housing office more than three weeks prior to scheduled arrival, the prepayment less the reservation fee will be refunded.
If the cancellation is received by the Conference Housing office 21 or fewer days prior to scheduled arrival, the prepayment less the reservation fee and one day of the package rate (room and board) will be refunded.
If no cancellation is received by the Conference Housing office by July 8, the prepayment less the reservation fee and 50% of the package rate (room and board) will be refunded.