Conference Dining & Catering

Meals are an important component to any conference or event. Here at Oregon State University we are proud of our award winning culinary team who blend the practical concerns of food safety and nutrition with the esthetic demand for quality and variety in all of our meals.

We provide clean, inviting, and well-lit dining facilities that are conveniently located near each of our residence halls. We offer fast, friendly service in cafeteria or food court style design that offers flexibility for our guests.

Conference Meal Plans Available Year-Round 

Meal plan cards are available year-round to conference groups staying on and off-campus. Groups may choose to provide either declining balance plans (similar to a debit card) with the beginning balance set by the conference sponsor, or increasing balance plans (similar to a credit card) with no spending limit. Meal plans may be used at any of our dining facilities including UHDS convenience stores and coffee shops.

Summer 2013 Conference Meal Plans

• Flexible options that combine dining center meal plans, catering, and off-campus meals to accommodate conference schedules
• Set meal rates with cafeteria and made to order meals at our three dining centers
• Pre-arranged meal cards record the total meals eaten or purchased
• Convenient billing/invoicing can be added to your conference housing bill
• Ample seating available
• Staggered meal times for efficient service to large conference groups
• Fresh meat, vegetarian, and vegan food selections, made to order to satisfy guests' tastes and preferences.
• Dietitian services available to help assist with special dietary considerations in UHDS dining center.

Conference groups will be assigned a dining center based upon availability and location. We offer standard meal times in order to accommodate several conference groups during each meal.  We are able to schedule special dining hours with at least three weeks prior notice.

Meal	Price	Standard Meal Times
Breakfast	$5.75	7 to 9 a.m.
Lunch	$7.50	11 a.m.  to 1 p.m.
Dinner	$9.25	5 to 7 p.m.
Daily Total	$22.50

OSU Catering Services

With the expertise of our OSU Catering staff, we can help you plan a wide range of beverage and food service menu items, from refreshment breaks to barbecues and elegant luncheons or evening banquets. Boxed meals and specialty desserts are also available from OSU Catering, the official catering service for campus residential and dining facilities. OSU Catering is also approved to cater any event in the LaSells Stewart Center, the CH2M HILL Alumni Center, the Memorial Union, and other facilities throughout the campus and surrounding communities.

Catered meals are invoiced separately from your meal plan package at the catering rate and can be added to your Residential Conferences summary bill.

Please contact OSU Catering directly at 541-737-1600 to discuss your catered event.

Housing options and amenities

Our guest accommodations feature fourteen residence halls grouped in complexes on the east, south, and west sides of campus. These standard and suite-style residence halls comfortably accommodate 150 to 350 guests each. University dining centers are located near all on-campus housing.

General information

• Most guest rooms are double occupancy and located along each side of the corridor, with stair and elevator access (unless otherwise stated) to each floor.
• Single rooms, double rooms, triple rooms, quad rooms, and suite-style rooms are all available.
• The terms single, double, triple, etc. always refer to occupancy limits and the number of twin beds in the room.
• Due to fire and safety standards, room occupancy limits must be followed by all guests.
• For their comfort and convenience, guests may want to bring an alarm clock, a fan, and hangers. Those in standard halls may also want to bring flips flops and a robe for showering.

Hall List

You can find detailed information about all of our residence halls here.

Callahan and Poling are scheduled to be unavailable during the 2013 Summer Conference season.

Guest Room Types

Standard Halls

• One room with twin beds, wardrobes, and desks. Common restrooms and showers are located on the floor. Showers are in individual stalls.
• Our standard residence halls have corridor style floor plans.
• Residence hall bathrooms are located on all floors at the end of each wing or section. They are designated as "male only" or "female only".

Suite-Style Halls

• Two or three rooms, each with twin beds, wardrobes, and desks. Each room has a sink. The rooms in the suite are adjoined by a bathroom with a toilet and shower.
• Four of our halls, Bloss Hall, Halsell, the ILLC, and West, are designed in a suite arrangement. 
• In Bloss, the ILLC, and West, two double-occupancy or two single-occupancy rooms adjoin each other through a connecting bathroom.
• In Halsell, two double-occupancy or four single-occupancy rooms share a common area, restrooms, and kitchenette.

Accessibility Information

Our overall residential program at OSU meets the access requirements of the Americans with Disabilities Act (ADA).
Selected rooms and entrances in McNary, Poling, Sackett, the ILLC, and West halls are designated as wheelchair accessible. However, other residential facilities that we use for summer conferences are not fully wheelchair accessible.

With advance notice and upon request, we can provide TTYs and smoke detectors for guests who are hearing impaired. Certified service animals may accompany guests with medical needs who require their assistance while staying on campus.

Linen and Custodial Services

The linen options for your group includes two flat sheets, one pillow, one pillowcase, one blanket, two towels, and one washcloth. The basic linen pack is placed in each guest's room by our staff and guests make their own beds upon arrival. Upgraded linen includes a comforter or microfiber blankets and the bed is made by our staff prior to arrival. Towel exchange is offered daily in the hall offices. Bedding is exchanged weekly for long-term groups. For the "no linen" option, guests need to bring bedding and towels with them.

Our custodial staff cleans and disinfects bathrooms and common areas of the halls each day. Individual rooms are cleaned prior to guests' arrival and upon their departure.

Common Areas in the Residence Halls

• Small guest lounges are available on each floor by prior arrangement with UHDS conference staff. Furniture typically includes chairs, couches, and/or tables.
• The main lounge (first floor) is available for use of all conference groups residing in the building.
• A laundry room is located in each hall for groups requesting this option.
• Kitchenettes may be available for use during summer.
• Public pay telephones on the first floor of residence halls are available for guests' use.
• Elevator access is available in all halls except Sackett.
• For the safety and security of our guests, the front entrance doors of each hall will remain locked at all times. Adult guests will receive keys to the front door. Youth guests will need to be accompanied by an adult (such as staff, chaperone, or camp counselor) for building access.

Room and outside access fob

Youth participants will only be issued one room key. Adults in both youth and adult groups will be issued a room key and an outside door access fob. We ask that you stress the importance of safety and security as it relates to keeping track of keys. The conference sponsor will be charged for all lost keys not returned at checkout even if the participant returns the key after departure. Replacement cost for room keys is $50 and replacement cost for outside door access fob is $50.

Telephone Service

Telephone service in residence halls is limited. Emergency telephones in yellow boxes are located just outside the main entrances of each residence hall and on each floor in the building and are available at no charge for local or on campus calls.

Internet Service

Each room has high-speed, wired Internet access at no extra charge. All buildings have wireless throughout the building . Computers will need a high-speed network connection (Ethernet - different from a modem) and a network cable for wired connections. Each conference group will be assigned one network login for all participants that will be handed out at check in.

Parking

Parking at Oregon State is limited and all guests are subject to the parking rules and restrictions as determined by the OSU Transit and Parking Services Office. We will gladly help you obtain your permits prior to arrival if you let our conference service staff know the number of permits you need. The cost will be added to your conference bill. If individuals wish to purchase permits they may do so on the day of arrival.

• Guests may park in the Student/Visitor section with appropriate permit.
• Parking permits are required from 7 a.m. – 5 p.m. on weekdays (until the end of the 8-week summer school session) and all vehicles are subject to ticketing/towing.
• All vehicles properly identified as handicapped, with valid OSU parking permits, may park in handicapped spaces in all University lots.
• Parking permits are NOT needed on Saturdays or Sundays.

Security and safety

OSU is nestled in the heart of the Willamette Valley. Corvallis is a small town with a warm community atmosphere. It is a safe and inviting place to hold your conference. University Police patrol the residence halls at night and Residential Conferences has staff available to assist you 24 hours a day. Building entrances are locked when the conference desk is closed and all side doors are locked 24 hours a day. For extra precaution please note the following safety tips.

• Do not prop outside doors. This allows access into the buildings by unauthorized people.
• Tell your guests to know their neighbors. If a guest finds someone on their floor that they do not recognize as part of your camp, particularly if they are behaving suspiciously, they should report it immediately to your Camp Counselor, Camp Director, or Residential Conference hall staff.
• Tell guests to always lock their room and carry their room key. We have experienced occasional thefts in the conference halls during the summer months, especially in rooms that were left unlocked while people were away at a program or camp session outside the residence hall.
• Do not leave money, wallets, purses, or other valuables in plain sight. Put them in a drawer or closet where they are not visible or accessible to someone casually walking by guest rooms.
• Do not invite strangers into guest rooms or conference hall.
• Do not hang out windows or go out on window ledges.
• Use fire escape landings for emergency purposes only. Do not hang off, sit, or play on or around the fire escape balcony railings.
• Do not endanger others or create a mess by throwing food or other objects out the window or off balconies.

For emergencies only, call 911 from campus phones or use the emergency phones located in the buildings. For non-emergencies, or to file a crime report call Oregon State Police (OSP) at 7-3010 from a campus phone or 541-737-3010 from a cell phone.

Meeting Space

UHDS offers a variety of meeting spaces for groups including our lobbies, lounges, kitchenettes, and lawns.  Our common area spaces are available to our conference groups for public and private use.  Contact us at (541) 737-9195 or uhdsresconf@oregonstate.edu to ask about our meeting room rates and availability. 

Additional space is available across campus that may be reserved through OSU Conference Services. Please select the links below to learn more about the facilities available and rental procedures.

• CH2M Hill Alumni Center, LaSells Stewart Center, Outdoor Space on Campus, and General Purpose Classrooms and Auditoriums
• Recreational Sports Facilities 
• Athletic Department Buildings 
• Memorial Union Building and Quad 

 

Planning resources and information

Below are a variety of documents to help you in your planning. These documents are for the 2012-2013 Academic Year and Summer. All of the documents will open as .pdfs.

• 2013 Residential Conferences Rates and Deadlines – Includes our rates and a detailed list of deadlines and a timeline the conference reservation, preparation, and wrap-up processes.
• 2013 Residential Conferences Additional Fees and Damage Charges – For your reference. We are happy to provide additional services as needed.
• 2013 Additional Information for Conference Sponsors – Information about standard meal times, check-in, desk hours, and information for youth groups.
• OSU Youth Programs Policies and Guidelines – This is a guide from OSU's Precollege Programs office. Those conferences that are officially affiliated with OSU must follow these guidelines. For non-OSU groups, this may provide helpful information and context about OSU’s expectations and policies related to youth groups on campus.

Information we need from you

In order to best understand the needs of you and your group and best serve you, we will request the following from you prior to arrival. Our Conference Building Managers will work with you to gather this information.

• Conference or camp schedule
• For youth groups: list of all chaperone and staff rooms and contact information
• Food allergies or special needs

Chaperones

We highly recommend a ratio of youth to staff/chaperones of 10:1. Chaperones and staff are expected to be present whenever youth are in the dining centers or residence halls and help maintain the safety and security of all people and property. At the beginning of your stay, our staff will request to meet with your chaperones and staff to go over safety and emergency procedures, as well as provide information about UHDS policies and how to contact our staff when needed.

Adult groups

For a fee, some adult conference groups may choose to have their participants reserve rooms individually and directly with Residential Conferences. In addition to adhering to the UHDS Policy Guide, all guests must also agree to the terms and conditions of the Short Term Housing agreement. These terms and conditions will be outlined in the reservation process.

Smoking Policy

Oregon State is a smoke-free campus. Smoking is not allowed anywhere on the Corvallis campus (OAR Chapter 576, Division 040). Read more about the policy.

Unforeseen facility maintenance and emergencies

Due to the unpredictable needs for summer facility maintenance, upgrade, and cleaning, your actual assignment to specific housing and dining facilities may change after we confirm your reservation and prior to your arrival. In addition, unforeseen building maintenance repairs or emergencies may necessitate our changing hall assignments on short notice. This rarely happens and we do our best to accommodate you in the building that will best suite your needs.

Assigning space to conferences

We assign your group to residence hall and dining space based on the following criteria:

• Size of the group
• The type of housing and meal plans selected
• Building preference (whenever feasible)
• The needs of all the groups requesting conference arrangements during the same period of time.

Accommodation requests

To best meet the needs of all participants (and help our staff with guest preparations), we recommend that you request information from your participants about needs listed below:

• Wheelchair accessible lodging
• Cooling unit for medication or medical supplies requiring refrigeration
• Assistive devices (specify types)
• Special meals due to food allergies or digestive disorders
• Sign language interpreter
• FM amplification system (specify type)
• Audio-taped materials
• Sighted guides for assistance to and from specific sessions
• Transportation to and from specific sessions
• Large print
• Braille
• Other medical or mobility needs

Please inform us of any accommodations pertaining to the medical or mobility situation needed during your group’s stay. Whenever possible, we ask these request be made at least three weeks in advance. We will do our best to meet a guest’s needs inside of that window, though.

Rates and Reservations

We have a variety of housing options (and rates) to help suit your needs. Please feel free to contact to inquire about possible dates and options for your group by calling (541)737-9195 or emailing us at uhdsresconf@oregonstate.edu.

 Once you decide what will work best for you and your group, you can begin the reservation process by filling out the reservations forms.

Rates

Rates shown are per person, per day for double- or single-occupancy rooms. All rates listed in this guide are U.S. dollars.

For the best value, we recommend the double-occupancy room without linen option. You may, however, want to choose the "with linen" amenity for the convenience of participants, especially adult guests or those who travel long distances to attend your event or conference.

For groups requesting individual reservations or individual arrivals extra fees may apply. Please contact our office for rates.

Room Type	Room Only	Room and Linen	Room with Upgraded Linen*
Standard Single	$25	$28	$31
Standard Double	$18	$21	$24
Bloss and Weatherford Single	$29	$32	$35
Bloss and Weatherford Double	$22	$25	$28
Halsell, ILLC, and West Single	$33	$36	$39
Halsell, ILLC, and West Double	$26	$29	$32

* Upgraded linen includes a comforter or microfiber blanket.

Discounts available

• Multiple-night stay:  This discount applies to housing costs for those staying three or more consecutive nights.
  • 3-5 nights: Two percent (2%) off total housing costs
  • 6-9 nights: Five percent (5%) off total housing costs
  • 10-13 nights: Eight percent (8%) off total housing costs
  • 14 or more nights: Ten percent (10%) off total housing costs
• For youth groups: One chaperone room provided free of charge for every 10 youth.

• 2,000+ bednights: For those groups whose total bednights (excluding complimentary chaperone rooms) exceed 2000. Five percent (5%) discount on housing costs.

• Other discounts available: In addition to those above, groups may work with Residential Conferences to decrease their costs in other ways, including reduced desk hours and custodial service.

Reservation forms

Please use one of the forms below to begin the reservation process. More information about the reservation process, timelines, and deadlines can be found on our Planning Resources page.

• Youth and families group reservation form
• Adult group reservation form

Confirming your reservation

Your reservation is only confirmed once you return the signed Housing and Dining Agreement and deposit (if applicable). We will send you the Agreement after our follow up meeting to confirm your housing and dining needs. Please see the Planning Resources page for a more detailed timeline and list of deadlines.

Deposit

A ten percent (10%) deposit is required to secure on-campus housing and/or dining conference reservations for groups that are not paying with an Oregon State University billing account. This deposit is applied as a credit on your final conference invoice. Deposits are subject to the cancellation/termination provisions below. Groups paying with an OSU billing account are not required to pay a deposit.

Cancellation policy

Groups who cancel their reservations will be charged a cancellation fee as outlined below.

• 90 days or more before earliest arrival date: $25
• 60-89 days before earliest arrival date: 10% of estimated fees
• 30-59 days before earliest arrival date: 25% of estimated fees
• Less than 30 days before earliest arrival date: 100% of estimated fees

Insurance

General liability insurance is necessary to obtain when using Oregon State University's facility. Those groups covered by OSU or OUS usually do not need to obtain additional coverage. Other groups must secure general liability insurance at their own expense and keep it in effect during their stay. Here are the guidelines for necessary coverage:

• Insurance is to cover personal bodily injury, wrongful death, property damage and contractual liability, with minimum limits of $2,000,000 per occurrence and $4,000,000 aggregate.
• A certificate of insurance or a copy of the insurance policy shall be filed with OSU, at least one month prior to the event.
• This insurance policy is to be issued by an insurance company authorized to do business in the State of Oregon. The State of Oregon, OSU, its officers, employees, and agents shall be included as additional insured's in said insurance policy.

Scholar Housing Program

Scholar housing is available to visiting scholars, researchers, and interns year-round through our residential conferences office. All scholars must have an academic program or university related purpose for their stay and be connected with a sponsoring academic department in order to be eligible for scholar housing. Students enrolled in academic courses at OSU should apply for on-campus housing through their MyUHDS account. Please direct questions of eligibility to the Residential Conferences office at uhdsresconf@oregonstate.edu or (541) 737-9195.

We offer a variety of guest suites and residence hall rooms at Oregon State University for our guests. Please complete our scholar housing reservation form below and our office will contact you to confirm eligibility and room availability.

Scholar Housing Reservation Form

 

Housing Information and Rates (September 2012-June 2013)
Standard Single Occupancy Room in Finley Hall	Amenities: Twin bed, desks, chairs, wardrobes, and shared community bathrooms by gender Rates: $29 per night for small single, $31 per night for large single (Most of our inventory consists of large singles.)
Standard Double Finley Hall Room	Amenities: Two twin beds, desks, chairs, wardrobes, and shared community restrooms Roommates: Can be requested or assigned and are required for the double rate. Rates: $24 per person per night
Sackett Hall & Finley Hall Suites	Amenities: Queen bed, private bathroom, micro fridge and microwave, desk, and livingroom. Rates: $38 per night
Sackett Hall, Wilson Hall, & ILLC Deluxe Suites	Amenities: Twin or queen bed, private bathroom, full kitchen, and desk. Rates: $46 per night
Discounts available based upon length of stay: 3-6 nights receive 5% off, 7-10 nights receive 10% off, 10-13 nights receive 25% off, 14 nights+ receive 50% off

 

Housing Information and Rates for Summer 2013 (June 21-September 15, 2013)
Suite-Style Single Halsell	Amenities: Private bedroom with twin bed and desk.  Shared bathroom, living room and kitchenette with up to 5 persons Rates: $36 per person per night
Suite-Style Double Halsell	Amenities: Shared bedroom with two twin beds and desks.  Shared bathroom, living room and kitchenette with up to 5 persons Rates: $29 per person per night
Discounts available based upon length of stay: 3-6 nights receive 5% off, 7-10 nights receive 10% off, 10-13 nights receive 25% off, 14 nights+ receive 50% off

During the week of June 17- June 21, 2013 there will be limited housing available due to steam system maintenance that affects hot water availability.

Housing Information and Rates (September 2013-June 2014) Rates subject to change January 1, 2014
Sackett Hall Suites	Amenities: Queen bed, private bathroom, micro fridge and microwave, desk, and livingroom. Rates: $38 per night
Sackett Hall, Wilson Hall, & ILLC Deluxe Suite	Amenities: Twin or queen bed, private bathroom, full kitchen, and desk. Rates: $46 per night
Discounts available based upon length of stay: 3-6 nights receive 5% off, 7-10 nights receive 10% off, 10-13 nights receive 25% off, 14 nights+ receive 50% off

All of our scholar housing spaces are inside residence halls that are primarily occupied by OSU students. Although late evening quiet hours are enforced there may be some level of noise created by our vibrant communities. Please contact the Residential Conferences office with questions or concerns involving community members.

If you need more information, please email us or call 541-737-9195.

Accommodations and Amenities

• Single- and double-occupancy rooms 
• Wireless internet access is available in rooms 
• Recreational Center Membership passes are available for purchase to visiting scholars
• All guests have access to a private or community kitchen
• Complimentary laundry facilities 
• Complete linen package: two flat sheets, one pillow, one pillowcase, one blanket, two towels, and one washcloth
• Large and small lounge space available for use
• University dining centers conveniently located near all on-campus housing
• Access to the Beaver Movie Channel (a free on-demand streaming movie channel) through provided ResNet guest internet account
• Elevator access is available
• Convenient payment options by check, OSU index number, or Visa, MasterCard, and Discover credit cards
• Mailboxes may be assigned to scholars staying more than 2 weeks upon request.  Contact uhdsresconf@oregonstate.edu to request a mailing address.

Safety and Security

Scholars will be issued a room key and an outside door access fob. For the safety and security of our guests and residents we ask you to keep track of keys and report lost or stolen keys. Replacement cost for room keys is $50 and replacement cost for outside door access fob is $50.

Oregon State is a smoke-free campus. Smoking is not allowed anywhere on the Corvallis campus (OAR Chapter 576, Division 040). Read more about the policy.

Parking zones are enforced Monday through Friday 7 a.m. to 5 p.m. To obtain a permit, contact Transit and Parking Services.

Scholars are responsible for maintaining the cleanliness of their space while staying with us and are requested to clean before moving out.

A look inside some of our rooms