Conference Services Contact Information Getting Here Services Amenities Rooms Dining Rates Counselor Expectations Policies and Procedures Camps and Conferences Adult Conferences Overnight Youth Camps

This is a list of rules and policies for all conferences and camps. Disciplinary action may be imposed by the university and sanctions imposed against any conference/camp guest or group found guilty of committing, attempting to commit, or intentionally assisting in the commission of any of the following prohibited forms of conduct. One form of action by the Conference Services Manager is revoking a guest's or conference staff's privileges within University Housing. If a guest's stay in a residence hall is revoked, the Conference Organizer will need to find adequate housing for
the guest if the guest remains registered for
the remainder of camp

Alcohol, Drugs and Smoking

• Smoking allowed only outdoors in designated areas at least 10 feet from any campus building.
• Possessing, consuming, or furnishing alcoholic beverages is prohibited in public areas on campus unless at university catered events. All state and federal alcohol laws are in effect.
• Illegal use, possession, or furnishing of controlled substances or drug paraphernalia on university owned or controlled property or at university sponsored or supervised activities is prohibited. Any controlled substance or drug paraphernalia found will be confiscated and destroyed by the Department of Public Safety.
• Narcotics and dangerous drugs shall be defined in accordance with the statutes of the State of Oregon and the Student Conduct Code.

Youth Camps

• No alcohol allowed in residence halls for youth or counselors.
• Detectable intoxication by guests under the age of 21 within the residence halls is prohibited.

Adult Conferences

• If all guests are over 21, alcohol is permitted within building when conforming to all state and federal alcohol laws.

Dangerous Devices

• Possession, use, or threatened use of firearms (including but not limited to BB guns, air guns, water pistols, and paint guns), ammunition, explosives, dangerous chemicals, or any other objects as weapons on university property except as expressly authorized by law or university regulations, is prohibited.
• Possession of knives with a blade longer than 4" is prohibited.
• Brandishing weapons is prohibited.
• Misuse of personal defensive devices - e.g., pepper spray, etc., is prohibited. The owner is responsible and accountable for any misuse of these devices.

Fire Safety

• No hot plates, microwaves, or portable air conditioning units allowed in residence hall rooms.
• The building evacuation plan for each building is posted on every floor and should be reviewed by each person. Every alarm must be treated as an emergency and all persons must evacuate the building immediately. Possession, displaying, or burning of flammable materials including, but not limited to, candles, incense, sage, gasoline, and kerosene lamps is hazardous to the health and safety of guests and is prohibited inside the residence halls.
• Hanging of any items over or covering the smoke detector or sprinkler pipes is prohibited.
• Immediate eviction and/or a fine will be imposed for activating false alarms in residence halls, propping fire doors, creating a fire hazard, malicious burning, or tampering with any fire equipment.
• University Housing will pay a reward for information leading to the persons responsible for tampering with fire equipment, activating false alarms, and/or malicious burning, including possession and/or lighting of fireworks within University Housing property.
• Conference guests are not to deface, modify, or remove "Life Safety" stickers placed on the inside of every residence hall room door.

Security

We require guests to keep their room doors locked at all times. Doors should never be propped open. Interior doors with automatic closers are intended to reduce the chance of fire spreading through a building and propping them open is a violation of local fire code. Should an intruder be discovered in your hall, call the Department of Public Safety immediately. The number for public safety is 6-5444 or for emergency response dial 6-6666. The building evacuation plan for each building is posted on every floor and should be reviewed by each person. Every alarm must be treated as an emergency and all persons must evacuate the building immediately.

Pets

No pets are allowed in the residence halls.

Keys and ID Cards

Keys Issued

• Youth Campers:  Room key only (Counselors must let youth into halls)
• Adults: Room and exterior door key

Key Policies

• Return at time of check-out
• Conference charged for keys not returned at check out
• All residence hall keys, key cards, and meal cards remain the property of the university and may not be duplicated.
• Conference guests are not allowed to loan, sell, or transfer a university key, residence hall key, key card, student identification to any person.
• Conference guests must report lost or stolen keys immediately to their CA or Conference Services Manager.

Room Keys and Outside Doors

Each room door is locked with a room key that is issued to each guest at check-in. The exterior and basement doors are keyed to an outside door key for each building. At Barnhart and Riley Halls, outside door key cards are issued in place of outside door keys. Conference Services recommends that people attending adult conferences be issued a key to their individual room and the outside doors. There are times when a group may want to have the outside doors to the hall they are occupying unlocked. Examples include times during check-in, check-out, or during meal breaks. Before your program begins, your conference assistant will assist you to develop a schedule for having the exterior door unlocked.

Access to Facilities

• Damage, destruction, theft, or unauthorized use of personal property located on the university campus or property owned or controlled by the university is prohibited.
• Unauthorized entry or use of University of Oregon property is prohibited. As a Conference Organizer, you are responsible for your group's activities. In case of violations, the conference will be assessed the appropriate costs for the service.
• The presence of any guest of the hall not authorized by University Housing constitutes a trespass. Those trespassing on the premises of the University of Oregon residence halls may be arrested under the ordinances of the City of Eugene and the Student Conduct Code.
• Conference guests are not allowed on roofs, allowed to climb up the sides of buildings, or to be on the ledges of the buildings. Nothing is to be placed, stored, or exhibited on the ledges of the buildings. Windows are to remain in their tracks. Conference guests are not allowed to sit on windowsills or extend any part of their body outside the windowsills. Removal of any window screen is prohibited. Nothing is to be thrown, dropped, or spilled from the roofs, ledges, or windows.
• Authorized personnel may enter a conference guest's room for purposes of maintenance, routine inspections, cleaning, or in response to emergencies.
• Bathroom facilities may not be used while being serviced by custodial and maintenance staff.
• To protect public health and safety, the university does not permit animals in its buildings. Unattended or unleashed domestic animals are not permitted on the property of the university.

Interruption of Service

University Housing is not responsible for the continuation of food, mail, custodial, linen, heating, maintenance, or security service at normal levels in the event of a natural disaster, strike, or lockout of public employees or suppliers' employees, power-water-sewer interruptions from on- or off-campus sources, or in the event of other causal events wholly beyond the control or reasonable anticipation of University Housing.

Liability

• University Housing is not liable for loss or damage to personal property in guest rooms, public areas, laundry, or storage rooms.
• It is the conference guests' responsibility to keep their rooms locked at all times.
• Conferences are responsible for paying for damages to the residence halls and lounges willfully or negligently caused by their conference guests.
• Conferences will be assessed for missing or damaged furniture or equipment.
•  Conference guests are not permitted to make or contract for painting or repairs; University Housing will make all repairs.
• Propping open residence hall entrance doors and fire doors is prohibited.
• Conference guests are prohibited from allowing anyone who is not their guest into any residence hall building, and are responsible for reporting suspicious activities to Department of Public Safety (DPS) or conference staff, and for locking residence hall room doors at night when asleep, or out of the room.
• Conference Services will not give out the location of any camp or guest's room. In an emergency, the Conference Services Manager, Conference Assistant, or DPS Officer will directly contact the Conference Organizer to establish contact with the guest. For messages, faxes, and mail, the Conference Desk Staff will contact the Conference Organizer contact to arrange delivery.

Insurance

Conferences that are not sponsored by a University Department shall provide a certificate of insurance 30 days prior to the Conference. This general liability certificate shall list the State of Oregon, acting by and through the State Board of Higher Education, on behalf of the University of Oregon and their officers and employees as "additional insured", with minimum policy limits of $1,000,000.00. The term of such coverage will coincide with the arrival and departure dates of the Conference. Conferences that are being sponsored by a University Department are not exempt from insurance regulations, but the University may waive the insurance requirement if official sponsorship has been received from the appropriate Dean or Department Head in writing to University of Oregon Catering and Conference Services.

Harassment

• Harassment on University of Oregon property or at university sponsored or supervised activities, because of another person's race, color, gender, national origin, age, religion, marital status, disability, veteran status, or sexual orientation, or for other reasons accomplished by (1) intentionally subjecting another person to offensive physical contact other than self-defense, or (2) specifically insulting another person in his or her immediate presence with abusive words or gestures when a reasonable person would expect that such act would cause emotional distress or provoke a violent response is prohibited.
• Conference Organizers will communicate the policy on harassment to their staff.
• Any type of harassing behavior is not tolerated and is grounds for immediate dismissal from all university facilities. In addition, a written statement will be sent to the main organization describing the guest's behavior.
• Conference Organizer and staff are to act immediately upon any report of harassing behavior.

Conduct

• Disciplinary sanctions, as serious as eviction from University Housing with concomitant risks of financial loss may be imposed against any guest found responsible for committing, attempting to commit, or intentionally assisting in the commission of any of the offenses listed in these policies.
• Any guest's behavior to self or to other guests (including disorderly conduct) that results in unreasonable noise, that disrupts the community, or that demonstrates an unwillingness to live in a group setting is prohibited. Courtesy for neighbors in the conference community prevails and noise will be kept to a minimum at all times.
• University of Oregon residence halls are subject to the City of Eugene ordinance regarding excessive noise.
• Physical abuse or conduct that threatens imminent physical harm or endangers the health or safety of any person, including lewd or indecent conduct or hazing on university property or at university sponsored or supervised activities is prohibited.
• Disorderly conduct (including that resulting from drunkenness), unreasonable noise, or behavior that results in unreasonable annoyance is prohibited.