Conference Services

The registration process will open in October preceding each summer season. Hall assignments and housing agreements will be sent to conference administrators in March.

It is important that conference administrators submit the required documents within the timeline provided to them by conference housing. Final participant counts are due seven business days prior to check in. A final participant roster is due two business days prior to check in.

Guests can seek help with questions and concerns from staff members found at the front desk of their hall. For after-hours inquiries, guests can call the CA (conference ambassador) on duty. That number will be posted on each floor of the building and at entrances and within lobbies. If it is an emergency, guests are encouraged to call 911.

Our staff is comprised of a mixture of professional full-time staff, graduate students and dedicated undergraduate student staff. Our staff strive to provide a quality conference experience for our partners and guests.

Any group or individual who is conducting a camp or program for minors that meets the requirements for Section V of the Fayetteville Policies and Procedures 217.1 – Protection of Minors on Campus must complete the registration for background checks on all staff and volunteers that will be involved. All camp/program staff and volunteers must sign the Acknowledgment Form stating they have read and understood the policy Appendix A.

The program director is responsible for collecting and maintaining these forms prior to the event.

Registration form needs to be submitted online 45 days prior to the event start date. Once the registration form is submitted online, a notification will be sent to the minor protection coordinator (MPC). The MPC will then send an email containing the minor staff roster list template to the program director. This must be completed and emailed back. The MPC will notify the program director once background checks are completed.

The staff roster list is due 30 days prior to the event start date. If a background check does not meet company standards, the program director will be notified that the individual will not be able to work with minors at the University of Arkansas. If an individual does not complete their HireRight background information within 14 days, an email will also be sent to the program director to determine if the process should be continued.

All camp/program staff and volunteers must take the online mandated reporter training available online. The program directors will keep the certification forms that the staff members receive. Program directors are responsible for making sure all camp/program staff have completed the training.

Minors must have adult supervision at all times while on campus. At least one chaperone/counselor must reside on each floor where minors are housed and be readily available to respond in the event of an emergency. Chaperons will serve as a resource and provide oversight for all minor campers when staying in the residence halls.

Youth groups/conferences serving persons 17 years of age or younger as of the initial day the conference must have the following minimum ratio of adult chaperone/counselor to every minor housed by University Housing. For minors in the age range of 13 to 17, one adult chaperone to every 15 minors, and for minors under age 13, one adult chaperone/counselor for every 10 minors.