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How to Book a Conference

Updates for Summer 2021: After consulting with University administration and supporting efforts to keep our community and clients safe, we have reached the difficult decision to postpone Summer 2021 Conference Housing operations. We hope that we will be able to resume Conference Housing operations for the Summer 2022 season. More information about the Summer 2022 season will be available during the Fall of 2021 as we further explore how to safely provide a Conference Housing experience to our guests. 


Conference Clients interested in planning a meeting, retreat or special event requiring housing may be eligible for conference housing on West Campus or Southampton Campus. 

Available Housing

Conference Housing offers housing accommodations as detailed below. Linen packages are included automatically with adult housing and can be added to college aged or youth housing for an additional fee. Accommodations / apartments for families (couples with or without children) are not available.

West Campus Adult Housing : Air conditioned single rooms in a single gender suite with a shared bathroom and living room. Double rooms may be available if space permits.

Southampton Adult Housing : Air conditioned single and double rooms in a single gender suite with a shared bathroom and living room.

Long Term College Aged Housing (4+ weeks) : Air conditioned single or double rooms in a single gender apartment with two shared bathrooms, living room, and kitchen (pots, pans, plates and utensils not provided).

Short Term College Aged Housing (4 weeks or less) : Air conditioned double rooms in a single gender suite with a shared bathroom and living area.

Youth Housing (under 18): Shared double rooms on a single gender corridor floor with a shared bathroom. Chaperones will be placed on the same gender floor as participants but use a staff designated bathroom. Single gender suites with double rooms may also be available, chaperones would be placed in separate suites.

All conference participants are expected to adhere to the Stony Brook University Terms of Occupancy and Code of Student Responsibility . Failure to do so can result in removal from Conference Housing without a refund.

Next Steps for Conference Clients

Inquiry Form

Conference clients interested in pursuing housing accommodations should complete the Conference Housing Inquiry Form . Conference Housing staff will respond to inquiries as soon as possible.

 

Memorandum of Understanding (MOU)

All conference clients staying with Conference Housing must have a completed Memorandum of Understanding prior to room registration. New clients staying with Conference Housing will need to provide a reference for us to contact. Please provide a reference name, contact phone number, email, and affiliation in the inquiry form below.

Memorandum of Understanding Link (MOU)

 

Revocable Permit

All external conference clients must have a revocable permit filed prior to room registration. For more information about revocable permits please visit the Office of Administration website below.

Office of Administration Permit Form

Conference Housing staff will assist conference clients in starting the process for securing a revocable permit.

As part of the revocable permit, external Clients must provide documentation of Proof of Liability Insurance:

  • General liability insurance in the amount of two million ($2,000,000) dollars per occurrence.
  • Three million ($3,000,000) dollars in the aggregate.
  • Sexual Abuse and Molestation insurance, either under the above described general liability policy or in a separate policy, with coverage not less than one million dollars ($1,000,000). Any insurance coverage for sexual abuse and molestation insurance written on a claims made basis shall remain in effect for a minimum of six (6) months following the use of University facilities.
  • Naming the State of New York, the State University of New York and the State University of New York at Stony Brook as additional insureds.

 

Youth Conference Group Information

If hosting a youth conference group, the client will need to include: A summary of the methods used to complete a background check (including a felony and sexual offender registry check) of all of the client’s staff on site staff or any participants over 18 that will have interactions with minors.

External clients hosting a youth conference group may need to obtain a Suffolk County Children’s Camp Permit. Refer to Suffolk County Children’s Camps guidelines below.

Suffolk County Children’s Camp Permit

 

For additional questions or information please contact crch@stonybrook.edu or call 631-632-1773.