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Conference Participant Information
Below are some of our most frequently asked questions. For additional questions or information related to the on-campus housing component of your stay, please contact your group coordinator or firstname.lastname@example.org.
If you are about to stay with us or already on-campus and need to contact someone in your residential area, see our community contacts website.
All participants on both Stony Brook West Campus and Southampton campus are expected to follow 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.
- Campus Residences reserves the right to dismiss any participant engaging in inappropriate or destructive behavior.
- No participant shall willfully incite another to commit any acts prohibited by the Code of Student Responsibility or Campus Residences’ Terms of Occupancy.
- No participant shall attempt to engage in conduct that, if completed, would result in the violation of any rule or policy applicable to the Code of Student Responsibility or Campus Residences’ Terms of Occupancy.
- No participant shall aid, help, or otherwise assist another in violating any rule applicable to the Code of Student Responsibility or Campus Residences’ Terms of Occupancy
- Campus Residences shall not be liable to any injury to the resident(s) or guest(s) or damages to any personal property caused by water, rain, fire, steam, sewer, pipes, plumbing, stoves, refrigerators, laundry machines, dryers, or anything else that is beyond the control of Campus Residences. Liability for risks or injury and/or damage to personal property are expressly assumed by the resident.
- Participants residing in apartments/rooms/suites with vacancies must ensure that the unassigned space and furniture remain vacant for new participants.
- Do not prop external doors or enter/exit through balconies
- Do not block fire equipment or exits.
- Engaging in any activity that will injure, deface, or damage any part of the apartments/residence halls facilities, issued appliances, and furniture is prohibited.
- Youth participants should work with Chaperones for any needs involving their program, issues with travel to or from campus, or being signed out by a legal guardian or authorized individual.
The following items are not allowed in university residence halls due to the NYS Fire Code or the Terms of Occupancy:
- "Cut to fit" Decorative string lights
- Appliances not approved to your building and area (microwaves, toasters, rice cookers, hot plates, grills, crock pots, pressure cookers, air fryers, etc.)*
- Non-Surge Protected Extension Cords, Outlet Splitters & Adapters
- Devices that could potentially degrade Stony Brook’s wireless services such as personal routers (wireless and wired), proxy servers, gateways, compromised/infected personal devices, and Dynamic Host Configuration Protocol (DHCP) appliances
- Bed Raisers and non-University bed frames, lofts, or lofted bed
- Foam / Gel Mattress Toppers
- Air Conditioning Units & Space Heaters
- Coffee Makers & Water Boilers with warming plates
- Hoverboards, Electric Skateboard, Electric Scooters, & other Electric or Motorized Transportation Devices
- Plug-in Air Fresheners
- Lamps that do not use compact fluorescent bulbs (CFL) or light-emitting diode (LED)
bulbs and lamps that have non-USB power outlets built in
- E-Cigarettes / Vapes / Tobacco / Marijuana
- Pets / Animals
- Irons without auto shut off
- Non-Approved Personal Furniture (furniture that does not meet California Technical Bulletin 117 (CAL 117) standards)
- Wall Decorations that cover more than 10% of the wall space
*For further details and exceptions see the full Terms of Occupancy or contact us at email@example.com. Thank you for not bringing these items into our residence halls. Any appliances and devices you bring with you need to be UL or ETL listed.
Check in is located in the group’s assigned building from 3 to 5pm unless otherwise directed by your conference coordinators. If you are a participant in West Apartments, there is a centralized check-in location in West E Commons. There is a late check-in between 8pm-9pm option upon request. Participants must arrive within the check in time frame, any participant who cannot must contact Conference Coordinators at minimum a week before arrival to make arrangements. Upon arrival participants should call the conference assistant on duty to access the building. Participants should refer to their check in email for conference assistant contact information.
Most Conference Groups have linens provided. If you are a summer student housing group, linens are most likely not provided.
Here are some suggested items to bring:
- Fan (Youth participants are typically in non-air conditioned spaces)
- Hygiene Items (Toothbrush, toothpaste, shampoo, conditioner, soap, hair comb & brush, toiletries, cosmetics, etc.)
- Backpack and/or other bags
- Electronics (Laptop, chargers, speakers, headphones, surge protector, etc.)
- Reusable Water Bottle
For multi-week stays:
- Cleaning Items (Trash bags, air freshener, disinfecting wipes, paper towels, laundry detergent, dryer sheets, laundry bag, etc.)
- Fridges (Less than 5 cubic feet)
- Additional entertainment devices (Small TVs, gaming consoles, etc)
- Community kitchen with microwave are located in every Residence Hall.
- Laundry rooms are located in every Residence Hall.
- Twin XL Sheets
- Twin XL Blanket
- Medium and large sized towel
- Limited toiletries may be available upon request
- All Residence Halls have at least one laundry room available with washers and dryers. Participants must bring their own laundry detergent, dryer sheets, etc. to use. Visit the Laundry Page for more information.
- Parking is available but not guaranteed by all of the Residence Halls. Participants should park in zone marked as residential zones and not red faculty staff designated lots. Participants choosing to park in metered lots are responsible for paying the meter on time. Visit the Parking Services Page for more information.
For hours and locations of on campus dining options please visit the Campus Dining Page, halal and kosher options are available. There are also a variety of restaurants around the Stony Brook area that offer sit down or take out meals. Stop and Shop, Walmart, and Target are also a short drive away from the main Stony Brook Campus.
There are no meal plan options for Southampton Conferences and there are limited on-campus food options.
- Participant WiFi is available through the WolfieNet-Guest network. The default registration is for a three day period from time of registration. Participants staying more than three days will have to re-register after their first guest pass expires. Participants having issues with wifi can email firstname.lastname@example.org or schedule an appointment for service at one of the tech stations.
Campus mail operations are limited in the summer and receiving of mail and packages is discouraged. If mail or a package is needed to be received, the participant would need to have their email address on file as part of either the group registration from your coordinator or self-registration and our portal. Mail should be addressed to be delivered to the appropriate residential mail room. If a participant receives mail or a package, they will be contacted at their email with instructions for mail pick up.
Participant must be able to pick-up mail Monday through Friday, 8:30 AM to 4:00 PM. If participant is unable to arrive during the hours of operation, they may delegate pick-up authority by contacting Campres_Mailroom@stonybrook.edu. Delegates are required to present the barcode found in the notification email and an acceptable form of identification to confirm their identity. It is recommended that packages be addressed with “Conference Housing” written next to the participant’s name to avoid the package being lost. Example: Wolfie Seawolf (Conference Housing)
- Emergency medical issues can be reported to University Police at 631-632-3333 for assistance from Emergency Medical Services (EMS). EMS will transport you to the Stony Brook University Hospital. You will have to seek your own transportation back to your room on campus.For non-emergency medical issues, participants are responsible for seeking their own care at off-campus urgent cares. Transportation is not provided by Campus Residences. Your group coordinator may have additional options or instructions for medical assistance.
Multiple student staff members (Summer Housing Assistant) will live and work in the building to assist with check-in, check-out, and housing related matters during participants’ stay. Professional staff members (Residence Hall Director, Area Office Manager, and/or Assistant Director) will supervise the student staff and assist with the planning, arrival, departure, and requests during participants’ stay. 24 hour phone and/or office coverage is provided to maintain the safety of the building. The student staff’s role is to respond to facility issues, assist with participant assignment issues, and advise participants and chaperones on housing and campus related policies and protocols. If there is a facilities issue, it should be reported to the conference building staff within 24 hours or less. Campus Residences reserves the right to enter rooms/suites to inspect the premises for the purpose of verification of occupancy, health and safety checks, cleaning, and maintenance.
Phone numbers for staff are posted in your residential area.
Suite and Apartment Style bathrooms are cleaned weekly. If your space is in need of a touch-up cleaning sooner, please contact your Residential Education professional staff in the area office to let them know.
Corridor Style bathrooms are cleaned daily on weekdays.
All participants, unless otherwise arranged with conference coordinators, staying in conference housing will be issued a key. Adult participants will be issued a building access card. Both the key and building access card must be returned before departure. If the key and/or building access card are not returned and the participant does not contact the conference housing office within 12 hours of departure it will be assumed that the key and/or building access card is lost. Costs for a lost key range between $80 and $175 depending on the type of room the participant stayed in, a lost building access card will cost $30 per card.
Youth participants will be assigned to single gender wings within a designated residential building with program’s chaperones assigned to each floor. Some Youth are assigned to suite style halls in live in single gender suites. Adult participants will be assigned to single gender suites/apartments. Youth Chaperones will be required to use the designated staff bathrooms of their building.
Individuals not registered or actively involved in the program are not permitted in residential buildings. All guests must be met outside of residential buildings.
Family, legal guardians, or designee of legal guardian are allowed in residential buildings during check-in and check-out periods only.
Non-participant overnight guests are not permitted at any time including a conference participant who is not part of the on-campus housing cohort.
Participants and/or Conference Coordinators will be held liable for any damages.
Facilities issues should be reported to the building staff within a reasonable amount of time.
Campus Residences reserves the right to enter rooms/suites to inspect the premises for verification of occupancy, health and safety checks, cleaning, and maintenance.
Participants and Chaperones should remain on their floors common areas of the building.
Residential building external doors are locked and controlled by an electronic card access system. Each participant will be given an access card to their specific building and required to return the card upon check-out in the same condition as it was when given out. Youth participants will not be issued electronic access cards unless otherwise agreed upon by Conference Housing and the Conference Host.
If an emergency exists that requires police assistance or medical treatment, University Police should be contacted at their emergency dispatch 631-632-3333. Youth participants should involve chaperones and housing staff as soon as possible in these situations.
No person shall refuse to observe any safety regulations or procedures. Fire Safety, University Police, and/or Campus Residences staff may enter rooms during fire alarms to ensure compliance with evacuation procedures. The University reserves the right to require that prohibited items are removed immediately from the apartments/residence halls.