Camp Housing Booking Form

Camps & Conferences Housing Booking Form

Camps & Conferences Housing Booking Form

Thank you for choosing UCA as the location for your upcoming event. The Housing and Residence Life Office would like to make your stay with us as enjoyable as possible. The following booking form is your chance to tell us what your residency needs will be. Please complete each section to the best of your ability to ensure accurate accommodations when your group arrives.

Please be aware that not all buildings are available throughout the summer, and unless a group is large enough to occupy an entire building, we will reserve the right to put multiple groups into one building as needed.

Also, please be aware that this booking request form is strictly for housing. If your group needs meeting space on campus, use of facilities, or meals you should contact the UCA conferences office at: http://www.uca.edu/brewerhegeman

IMPORTANT NOTICE

CAMPS CAN ONLY BE BOOKED BETWEEN MAY 15 and JULY 31

A UCA Camps & Conferences Contract customized with your booking information will be emailed to you upon completion of this form.

In order to finalize your booking the contract must be filled, signed, and mailed (no later than 14 days upon receiving it) to:

Craig Seager
201 Donaghey Avenue
Bernard Hall 201
Conway, AR 72035

Failure to do so will result in your booking request being canceled.

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    CAMP / CONFERENCE INFORMATION

  • Please list the name of your camp or conference.

  • This is the name of the person who will work directly with our office to arrange housing and address any concerns while the camp is at UCA.

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    Please provide the number where we can reach you for any questions.

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  • On-Site Emergency Contact will be the Camp/Conference Director

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  • Please choose the type of group that best fits your camp.

  • Please include all camp participants and any counselors that will stay with the campers. Please be aware that all youth groups are required to have a counselor stay in the building/on the floor with the group!

  • These are the people who actually run the camp and will stay on campus with the campers. Camp Staff may request to be housed separately from the camp as long as counselors are present with the group if they are a youth group.

  • A master roster of ALL participants is required to be emailed 7 days prior to arrival. Roster format MUST contain the following fields:

    1. First Name
    2. Last Name
    3. Gender
    4. Date of Birth
    5. Staff or Camper Classification
    6. Emergency Contact Name
    7. Emergency Contact Relationship
    8. Emergency Contact Cell Number
    9. Medical Information (Allergies, etc.)
    10. Roommate Preference (only required if UCA Camps & Conferences Staff are making room assignments)

    If your camp conducts on-site registration, a master roster with the above information on all participants must be submitted the night of check-in. For safety reasons, under no circumstances will a camp be allowed to stay overnight without providing a master roster of all participants first.

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    FACILITY RESERVATION

  • RESIDENCE HALLS

  • Please choose the building you would like to be housed in. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

  • Please choose the building you would like to be housed in. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

  • Please choose the building you would like to be housed in. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

  • Please choose the building you would like to be housed in. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

  • Please choose the building you would like to be housed in. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

  • ** If your camp/conference requires more than 1 residence hall, we will reserve the halls that best fit with our booking schedule

  • APARTMENT COMPLEXES
    These are only available to adult groups if space is available

  • Please choose the complex you would like to be housed in if your first & second choice is not available. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

  • Please choose the complex you would like to be housed in if your first & second choice is not available. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

  • Please choose the complex you would like to be housed in if your first & second choice is not available. Please be aware that this is simply a request for space and we cannot guarantee that space will be available in this facility.

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    CHECK-IN / CHECK-OUT INFORMATION

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  • Please use the Special Needs Request Information Box to list the number of Micro-Fridge Units you would like and/or the number of ADA rooms you would like.