Frequently Asked Questions

Conference Lodging

  • What time of the year is Conference Lodging with Conference Services available?
    Conference Lodging is available from mid-May through August 1st each year.
  • How do I Reserve space on campus for my summer camp/conference with Conference Services?
  1. Visit Conference Lodging and review the ‘Suite Style Lodging’ and ‘Traditional Style Lodging’ section which outlines the on-campus room types that are offered by Conference Services.
  2. Work with your team to decide what room type you would like to accommodate your guests.
    1. Conference Services rates are typically established every December and buildings identified each January for the following summer season.
  3. Submit your camp information by emailing our office at ConferenceServices@ufsa.ufl.edu.
  4. Double check your information, then email confirmation, changes, or questions to ConferenceServices@ufsa.ufl.edu. You may also call 352-846-6387 with any questions.
  5. When your information is confirmed by our team, a contract will be drafted and emailed to you.
    1. Review your contract and addendums.
    2. Print, sign, scan and return the signature pages of the contract and addendums electronically via email to ConferenceServices@ufsa.ufl.edu.
  6. A Conference Services Team member will return a complete electronic copy of the contract to your Event Coordinator via email. In this email, we will provide an empty, official Conference Services Excel Roster, a floor plan, and instructions on how to complete the official roster.
    1. Return your complete Excel roster via email to ConferenceServices@ufsa.ufl.edu no later than 14 business days before your camp’s first check-in date.
  7. A Conference Services Team member will review your official rosters and return them to you for correction if the information has been provided improperly.
  8. A Conference Services Team member will upload your excel roster data to the Event Guru Management System, then return finalized rosters to the Event Coordinator via email along with check-in information.
  9. Prepare for your check-in date.
  10. Check-in will take place at your designated Residence Hall Area Desk unless otherwise arranged with the Conference Services Team. Each lodging participant will sign a copy of the official roster to indicate receipt of, and responsibility for, the items received at that time. Items may include: room key and FOB/electronic access card (where applicable), parking pass or pre-loaded dining card.
    1. The Event Coordinator or another designated staff member may sign keys and other items out for the entire group, but this will result in the responsibility for returning these items being placed on the person who checked them out.
  • In which residence hall will I be living in?
    Conference Lodging is available in traditional and suite-style residence halls. Each spring, specific residence halls are identified for each summer program.
  • Is there wireless internet in my room?
    Wireless internet is available in every residence hall on the University of Florida campus. Upon check-in, you will receive login information as well as an information sheet regarding how to successfully set up and access DHNet if this service was purchased for your program.
  • Is there parking, and is this included in the fees?
    Parking is available at the University of Florida. All of our parking lots require a parking pass. Parking passes are an additional fee. If this service is purchased for your program, guests will receive their parking pass at check-in. Guests will be directed to parking in the appropriate parking lots during their stay. Parking is never guaranteed and always first come, first serve. The Department of Housing & Residence Life cannot waive or remove any parking tickets/fines guest accrue by parking improperly on campus.
  • When is the official roster due?
    The official roster is to be completed and returned via email to the Conference Services team at least 14 days before your program’s check-in date. If changes need to be made to the roster, please submit those through email so that we can update appropriately and carefully track the information.
  • Are room swaps permitted once guests check-in?
    We do not permit guests to swap rooms with other guests during their stay for compliance and security reasons.
  • When will I be invoiced for my program?
    Conference Lodging clients are invoiced after their program has checked out of the residence halls. All incurred fees (missing keys, excessive cleaning, etc.) will be included on the final invoice.
  • What’s your contact info in case I have further questions?
    If you have further questions, please call: 352-846-6387 and tell the representative who answers that you have questions regarding Conference Services and its programs. You can also email us at ConferenceServices@ufsa.ufl.edu with questions.

Guest Apartments

  • What times of the year is Guest Apartment Housing with Conference Services available?
    Guest Apartments are open all year long.
  • How do I reserve a space on campus in a Guest Apartment with Conference Services?

To reserve a space on campus in a guest apartment follow these steps:

  1. Fully complete and submit an online inquiry form: Guest Apartment Application.
  2. A Conference Services Representative will send you a confirmation email within 48 business hours.
  3. Provide any additional, necessary information via email to the Conference Services Representative.
    1. Once all necessary information is received, the Conference Services Representative will complete your contract and send it to you via email.
  4. Review your contract. Then print, sign, scan, and return the signature page of your contract via email to ConferenceServices@ufsa.ufl.edu.
    1. A Conference Services Representative will complete the signature page and then send you the completed version of your contract for your records.
  5. An Accounts representative will reach out to you with your invoice and payment information. Follow their instructions and email HREConferenceInvoices@ufsa.ufl.edu with any questions you have regarding your invoice or payment.
  • What is included in this rate?
    Guest Apartment rates vary based on time of year and location. Please contact us at ConferenceServices@ufsa.ufl.edu for more specific information on Guest Apartments.
  • Where will I be living?
    Conference Services maintains Guest Apartments across campus. East Campus Guest Apartments are located in Beaty West and Jennings Hall. Other Guest Apartments are located in Corry Village, on the west side of campus.
  • What is included in the room?
    Each apartment is fully furnished, including a full kitchen and cooking utensils, television and cable programming, and linens. The cost of utilities is included in the nightly apartment rate.
  • Are there dining options, and are these included in the fees?
    Guest Apartment guests are not eligible for dining plan options. However, all apartments have kitchens which are fully stocked with cooking utensils. There are convenience stores located on campus and grocery stores located within one mile of campus.
  • Is there wireless Internet in my room?
    Wireless Internet is available, but not guaranteed. Guests are encouraged to bring an Ethernet cord to ensure that they have access to an internet connection at all times. Upon check-in, instructions will be provided with specific login information, which will allow guests access to the internet. More DHNet information is here: https://www.dhnet.ufl.edu/
  • Is there parking, and is this included in the fees?
    Parking is first-come, first-served on campus. Although Guest Apartment guests (excluding Corry village) receive parking passes, a nearby parking spot is not guaranteed. There are no reserved spots for guests. Parking passes for Corry Village may be purchased directly from Transportation and Parking Services: http://parking.ufl.edu/
  • What’s your contact info in case I have further questions?
    If you have further questions, please call: 352-846-6387 and tell the representative who answers that you have questions regarding Conference Services and its programs. You can also email us at ConferenceServices@ufsa.ufl.edu with questions.

Summer Intern Housing

  • What time of the year is the Intern Housing Program available?
    The Intern Housing Program is available from mid-May to the first week in August.
  • How do I reserve a space for the Intern Housing Program?

To reserve your Intern Housing accommodations follow these easy steps:

  1. Complete the Intern Housing Application.
  2. A Conference Services Representative will send you a confirmation email within 48 business hours.
  3. Provide any additional, necessary information via email to the Conference Services Representative.
    1. Once all necessary information is received, the Conference Services Representative will complete your contract and send it to you via email.
  4. Review your contract. Then print, sign, scan and return the signature page of your contract via email to ConferenceServices@ufsa.ufl.edu.
    1. A Conference Services Representative will complete the signature page and email you instructions for payment.
  5. An Accounts representative will reach out to you with your invoice and payment information. Follow their instructions and email HREConferenceInovices@ufsa.ufl.edu with any questions you have regarding your invoice or payment.
  • How much does it cost and what is included in this rate?
    The rate for Intern housing is $250.00 per week with a one-time $100.00 processing fee. This rate includes bathroom and bedroom linen (laundered weekly), all utilities, and DHNet (wifi). However, it is important to note that kitchens are not stocked with cooking utensils, and all laundry facilities are pay-per-load ($1.50 for the washing machine and $1.25 for the dryer). Mail service is not included and any mail received will be returned to sender. Guests are encouraged to establish a P.O. Box or request that their mail is received at their UF program location.
  • In which residence hall will I be living in?
    Intern housing is located in Keys Complex based on the availability of space. You can find more information on Keys Complex by following this link.
  • What is included in the room?
    All interns are lodged in apartment-style, single or double rooms. These apartment-style rooms are furnished with a kitchenette, living/dining area, private bedrooms (bed frame, mattress, dresser/wardrobe, desk & chair per guest) and bathroom.
  • Are there dining options, and are these included in the fees?
    Dining plans are available; however, they are not included in the weekly rate for the Intern Housing Program. Dining plans may be added for $30.00 per day, plus a $3.00 administrative fee per day and a one-time $75.00 set-up fee. This dining plan includes breakfast, lunch, dinner, and $8.00 flex bucks per day.
  • Is there wireless Internet in my Room?
    Wireless Internet is available, but not guaranteed. Interns are encouraged to bring an Ethernet cord to ensure that they have access to an internet connection at all times. More DHNet information is here: https://www.dhnet.ufl.edu/
  • Is there parking, and is this included in the fees?
    Conference Services does not provide parking for intern housing. Interns may purchase a parking pass through Transportation and Parking Services. Parking is first-come, first serve on campus. Red and Orange parking lots are available nearby. There are no reserved spots for guests.
  • What will my mailing address be?
    Mail service is not included and any mail received will be returned to the sender. Guests are encouraged to establish a P.O. Box or request that their mail is received at their UF program location.
  • I have a UFID or Gator 1 Card. How do I set up my own Gatorlink internet account?
    All interns with UFIDs must set up their personal internet account. Visit this site for instructions: http://identity.it.ufl.edu/process/gatorlink/create-account/
  • What should I do if I have an issue with my apartment or other services provided?
    If your issue is an emergency that may impact the immediate safety of you or another individual, dial 9-1-1 to contact the police. If your issue is a cleaning or maintenance emergency, or if your issue is NOT an emergency, contact the Beaty Area Desk at 352-392-6111. The desk staff will notify the Conference Services Team or other emergency personnel as needed. Any non-emergency issues may be scheduled and addressed during typical business hours (Monday-Friday, 8:00am-5: 00 pm).
  • What’s your contact info in case I have further questions?
    If you have further questions, please call: 352-846-6387 and tell the representative who answers that you have questions regarding Conference Services and its programs. You can also email us at ConferenceServices@ufsa.ufl.edu with questions.