Housing Conference Planning

Conference meals typically take place at the main campus cafeteria, the J. Meals can also be catered or made to-go. 

• Once you start working on your housing plan, the Housing Conference Coordinator will connect you with Catering to talk about your meal and dietary needs as well as pricing, all in advance so that you know what to expect. 

If your group is interested in finding on-campus accommodations, we offer a variety of options in our residence halls. There are a variety of price points with each style of accommodation. The options vary from traditional halls with communal living, to small apartments offering more individual privacy. For pricing and more questions, contact conferences@humboldt.edu.

• Linens include bedsheets, pillow, blanket, set of towels & bar of soap
• All of our beds are twin (most are twin extra long)
• Single or double occupancy rooms in all locations
• Meals are served daily at our main campus dining hall, the J 

Overnight Hospitality & Amenities

Should your group wish to host a workshop or meeting, we offer a variety of meeting rooms, lounges and classrooms. Please visit the link below to review some of these spaces, and to see some virtual tours or photos.Will you need any classrooms/meeting rooms, athletic facilities or event spaces? If so, what will your requirements be (Activity, schedule, number of people attending, furniture, AV equipment, catering, etc.)?

*Additional costs may apply for these facilities.

Parking Permits are required throughout the year.

• Will the conference be paying for the participants' parking permits? If so, we can hand them out at the conference desk or consign a bulk amount for you to distribute, and bill for them on the final invoice. 

• The reservation process starts by completing the inquiry form or application.
• The Housing Conference Coordinator receives your application and works with you on the details.
• An agreement is created and is due no less than 60 days prior to the event.
• Reservations are first-come, first-served and are not fully confirmed until the agreement has been fully executed.
• For large events, a deposit may be required prior to the event.
• Final payment is due within 30 days of invoicing.

Campus Policies & Guidelines

Conference groups will need to provide a (minimum) $2,000,000 liability insurance policy naming Cal Poly Humboldt as additionally insured for the dates of your conference. Proof of this policy has to be given to the Conference Coordinator no later than 30 days prior to your conference.

Groups with minors (children under the age of 18) must provide at least one chaperone (background checked person in a supervisory position and 18 or older) per fifteen minors. The chaperones must stay in the residence hall with the minors, and at least one chaperone must be on each floor or in each suite/apt occupied by minors. See the Conference Coordinator to ensure all necessary security clearances have been met. Each chaperone must have cleared a background check and provided results, prior to the beginning of the conference. Keys will not be distributed until this clearance is received and confirmed.

Groups with minor participants (children under the age of 18) must complete a liability release form to the Housing Conference Coordinator prior to the start of the conference. This information will be kept private and confidential at the Conference Desk and will only be accessed in the case of an emergency.

One Month Prior to the Conference

Review all arrangements.

Review all facilities, housing and dining arrangements.
 

Participate in a tour 
Schedule a tour of the residence hall(s), cafeteria, the Conference desk and meeting spaces if you haven't already.
 

Send us special set-up information
Provide special set-up information (for meeting rooms, catering, audio-visual equipment, etc. Include date, time, locations and number of people attending).
 

Order parking permits
Will you be needing parking permits in advance to pass out to your staff or participants? Arrangements can be made to purchase or invoice a batch of parking permits.
 

Request meal tickets
Will you need any meal tickets? Meal tickets are wonderful if you are using a meal plan for the group staying on campus, but also have commuters that will be dining with the group or special guests you would like to bring to meals at your convenience. You may request a number of breakfast, lunch or dinner tickets for the length of your conference. 
 

Plan for unexpected guests
Do you anticipate any walk-ins or late registering participants? Plan ahead for these unexpected siuations.
 

Tell us about early arrivals or late departures
Do you have any guests who will be arriving early or departing late? We can make special arrangements on a case-by-case basis.
 

Submit liability insurance for off-campus groups
Off-campus groups must have their liability insurance submitted to the Conference Coordinator.
 

Submit a signed contract
Submit finalized and signed contract agreement to the Conference & Event Coordinator.

14 days Prior to the Conference

Send us a list of participants and room assignments
Provide a housing list of participants and their room assignments (if needed). If we will be assigning the rooms, please include on the roster, the participant's name, gender, single or double room choice and any roommate request or mobility/special need requests and contact information. Please mark staff, coaches and chaperones names so we are aware of whom to contact if there is an emergency in the residence hall during your stay.

Send us a list of participants staying off-campus
Provide numbers of possible commuters (for meals and meetings).
 

Send catering counts
Finalize all requests for catering counts and meeting and equipment set-ups.
 

Send liability release forms 
You must provide copies of medical release forms for all minor participants.
 

Last chance to cancel without penalty
This is the last opportunity to cancel your event without penalty fees. 
 

Cancellations 
1. If written notice of cancellation is received 45 days prior, no charges will be billed to the Conference group.
2. If written notice is not received 30 days prior to the start date, the conference will be billed $75 per person for each of the initially guaranteed number of participants.
3. If written notice of cancellation is not received by 14 days prior, the conference will be billed the full package amount for each of the initially guaranteed number of participants for the requested number of nights, and any room reservation charges.