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Summer Conference Reservations

Our summer conference reservation guide is a short four-step process and we are happy to provide accommodations, exceptions, and support to others looking to reserve a space at Fresno State Housing. Outside of overnight housing, Fresno State offers meeting spaces and other areas for others to use. Moreover, we also offer linen services, maintenance requests, and all-you-can eat dining at the University Dining Hall.

For detailed information on our process, refer to the guide below. For any questions or concerns that aren’t included in our website, feel free to contact us through our contact page and we can connect you with someone who can help.

We hope to see you soon.

Our Quick Reservation Guide

1. Conference Request Form

A Preliminary Request Form must be submitted in order to review our availability.

After receipt of your Conference Request Form, you will be notified whether or not facilities are available and a reservation is made.

All individual guest reservations and payments must be handled by the group. No individual reservations will be accepted.

A tentative number of guests is provided by the group leader when submitting the Preliminary Request Form. A confirmed number of guests are provided by the group leader a minimum of 14 days prior to the group’s arrival date. This confirmed number may not exceed the tentative number of guests provided without verifying availability with Student Housing.

2. Agreement

A “Summer Facilities Housing License Agreement” must be returned 90 days prior to the group’s arrival date by the group leader along with the 10% deposit for returning groups/20% deposit for new groups for the number of beds reserved on the Preliminary Request Form.

Groups are required to carry and provide Student Housing with proof of liability insurance unless the group is affiliated with Fresno State and the license agreement is signed by an authorized sponsoring CSU representative. Licensee agrees to maintain in full force and effect during the entire term of the Agreement acceptable general liability insurance in the sum of at least One Million Dollars ($1,000,000) per occurrence for injury to or death to any person, and in the sum of One Million Dollars ($1,000,000) per occurrence for damage or loss to property, and providing for an aggregate coverage amount no less than Two Million Dollar ($2,000,000) per occurrence. The liability insurance must specifically release the following entities from liability Insurance. Such insurance policy(ies) shall be written on an “occurrence” basis, and shall expressly name the Licensor, California State University, Fresno Association, Inc., the State of California, the Trustees of the California State University, California State University, Fresno, the California State University, Fresno Athletic Corporation, the California State University, Fresno Foundation and all of said entities officers, directors, employees, agents, representatives, and assigns as additional insured’s thereto, and shall provide that such insurance coverage shall not be canceled absent thirty (30) days prior written notice to the Licensor. Such insurance coverage shall provide that Licensor is not liable for the payment of premiums or assessments thereon, and shall contain a waiver of subrogation as to all entities listed as additional insured’s. Licensee shall provide Licensor with certificates of insurance evidencing the satisfaction of the above-referenced insurance coverage requirements, no less than thirty (30) days prior to the beginning of Licenses use of the licensed premises. Failure to timely provide such certificate(s) of insurance shall entitle Licensor to revoke this Agreement, without any liability to Licensee. Licensee shall at least thirty (30) days prior to the expiration of any such policy (ies), supply Licensor with proof that such insurance coverage has been renewed or extended. If more information about liability insurance is needed before you receive the confirmation letter, please call our Administrative Support Coordinator at 559.278.4702.

Final Arrangements

3. Conference Discussion

A Student Housing Summer Conference Supervisor will contact the group leader approximately 21 days prior to the arrival date to discuss the following items and any additional questions or concerns:
Groups specify in advance a specific time period for their group check-in and check-out (see Arrival Time section). The check-in time, location, and process will be confirmed and discussed. During the check-in process, each guest signs off on the check-in roster and receives their room key.

A Student Housing Facilities representative will check the rooms for damages prior to each group’s arrival and upon each group’s departure. If you would like to schedule pre and post-damage walks, the assigned Summer Conference Supervisor will contact you to discuss possible times. The selected time is based upon the departure time of the prior group and the arrival time of the group following your group’s departure.

 If you have made arrangements for cafeteria-style meals, guaranteed numbers will be discussed.

If your group chooses to have the linen package (and your group is staying for a minimum of one week), a linen exchange date and time will need to be determined prior to your arrival. Blankets are not exchanged.

A copy of your group’s itinerary will be requested so that Student Housing’s Front Desk Staff can answer a guest’s questions after their arrival.

4. Insurance & Roster

Status of room deposit and outstanding balance will be reviewed. Proof of liability insurance will be requested and must be submitted 30 days prior to the group arrival date unless the license agreement is signed by a sponsoring California State University, Fresno authorized representative
A minimum of 14 days prior to a group’s arrival, the group leader must submit a list of the guests, per room assignment. The list of guests is required for the programming of room keys and meal cards, the preparation of rooms and placement of linens in rooms, the preparation of check-in materials and to meet health/safety guidelines. Room changes during/after check-in will result in a $50 fee. A floor plan of your reserved rooms will also be provided – to be referenced and utilized for room assignments.

Status of your license agreement will be discussed.

Payments & Billing

All payments must be made in U.S. Dollars and drawn on a U.S. Bank.
 

Room Charges

Invoices and statements are mailed to the person who signed the Preliminary Request form and reflect the following charges:

10% (20% for new groups) deposit of room charges is required when submitting “Summer Housing Facilities License Agreement” to hold your group’s reservation. The 10% (20% for new groups) deposit is calculated on the group reservation number submitted on the Preliminary Request Form.

40% (50% for new groups) deposit of room charges is required 30 days prior to group’s arrival date. The 40% (50% for new groups) calculation is based on the number of beds reserved by the group. The invoice is mailed to the person who signed the Preliminary Request Form.

Final payment is due following check-out. The final invoice provided will be for the remaining 50% (30% for new groups) and include charges for the guaranteed or actual number of guests, whichever is greater. Also included is the early check-in fee, late check-out fee, lost keys, lost linen, any additional rental or equipment charges and damages. To obtain the entire amount owed for the group, the 10% (20%), 40% (50%) and final invoice (50% or 30%) need to be added together and any payments made subtracted. Payment is due upon receipt of invoice.

Note: * Each payment is due on a specific due date. There is a ten (10) day grace period for each payment. At the end of the grace period a late fee of $25.00 will be assessed

Cancellation

Penalties apply if a group cancels their reservation 90 days or less prior to the group arrival date.

Less than 90 days, but more than 30 – 10% of total license fee.

50% of total license fee.

Less than 7 days prior to scheduled use – 100% of total license fee

* See license agreement for more information.

Food Charges

University Dining Services will provide invoices at the completion of the conference. Charges are calculated on the guaranteed or actual number of guests, whichever is greater. University Dining Services requires a purchase order prior to arrival. Questions about the purchase order request can

Facility Fees

Charges and payments for use of university facilities will be provided separately and are payable upon receipt.

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