Group Reservations
We have established easy guidelines to follow when making summer conference reservations at Oregon State University. The steps listed below will assist you when making your reservations with our Conference and Hospitality Services Office.
- Call OSU's Conference and Hospitality Services to check on possible dates for your groups visit: 541.737.9195 or 541.737.9909.
- Space is limited and fills up quickly, make your reservation as far in advance as possible. See our planning timetable for a quick reference.
- Complete and return a Conference Reservation Form at least 3 months prior to your group's intended arrival on campus (sooner if possible). Enclose your $600 reservation deposit if applicable.
- Once you have submitted your Conference Reservation Form, we will finalize your reservation by sending you a Conference Contract. The contract will contain all of your requested accommodations, meals, catering and other incidentals your group needs. Be sure you review the contract carefully before you sign and submit to our office.
- Return the signed Conference Contract to confirm your reservation. Reservations will be guaranteed only when we receive the signed Conference Contract.
- Please submit your proposed conference program schedule and a sample of your registration packet to us as far in advance as possible. This helps us understand your needs better and allows us the opportunity to serve you better.
- If you have any questions in regard to making reservations, call our office and we will gladly answer your questions.
Reservation Form
Click here to download a PDF version of our Reservation Form
Facility Assignments
Residence hall and dining center space allocations are determined based on the following criteria:
- The number of guests arriving
- The type of housing and meal plans selected
- Building preference (when feasible)
- The needs of all the groups requesting conference services during the same period of time.
During peak season, there is a high demand for our housing and dining services. If you have any questions, please call our Conference and Hospitality Services and we can assist you.
Timetable for conference planning
We understand how difficult it is to plan a year or more in advance, but this table should be helpful for you as you begin your process. We will be glad to work with you by providing assistance in the housing reservation process and to help plan other services for your upcoming summer conference. The following is a guide to help you (please see below for reservations):
October - November |
Reservation requests can be taken now or as early as two years prior to your conference. If you have not already done so, be sure you have university sponsorship through an OSU department or agency for your conference. |
December - February |
Call OSU's Conference and Hospitality Services now to check on possible dates for your conference 541.737.9195 or 541.737.9909. Our space fills up quickly so we advise making your reservation as far in advance as possible. Submit your signed conference reservation form. Include your deposit with the reservation form. |
March - April |
Review your initial request for rooms and revise it, if necessary, so that we may finalize building and staff utilization. |
May - June |
Finalize details including arrangements for housing, dining, event space,audio-visual equipment, and catering menus. Once this is done we will send you a contract. This contract confirms the plans and services agreed upon and quotes rates for those services |
Due to the unpredictable needs for summer facility maintenance, upgrade, and cleaning, your actual assignment to specific housing and dining facilities may not be finalized until two months before your arrival. In addition, unforeseen building maintenance repairs or emergencies may necessitate our changing hall assignments on short notice. Please refer to the General Overview page for group eligibility and priority use information.