Groups Under 2 Weeks - Housing and Other Accommodations

Accommodations Request and Contracting
Bathrooms
Computer Labs
Conference Desks
Dens
Dining Options for Groups Under 2 Weeks
Housing Areas and Description
Internet and Wireless Access for Guests
Keys, Keycards, and Building Access Hours
Laundry Facilities
Linen Options
Meeting Rooms
Parking
Rates for Housing
Telephones and Telephone Service
Youth Groups

Housing Areas and Description

For most groups staying under two weeks, housing accommodations are typically offered in two of our housing areas (neighborhoods) —either Richardson Court Residence Halls or Union Drive Residence Halls.

Richardson Court Residence Halls are located on the east side of campus, south of the Lied Recreation Center and north of the Iowa State Center. These halls include three air-conditioned high-rise buildings (Maple, Willow, and Larch) with an approximate capacity of 1,500 people total, and smaller non-air-conditioned low-rise buildings (Linden, Oak-Elm, Barton, Lyon, Freeman, and Birch-Welch-Roberts).

Union Drive Residence Halls are located on the southwest side of campus within short walking distance of many academic buildings.Two large, low-rise residence halls (Friley and Helser) offer group-style bathrooms with traditional-style sleeping rooms. Most rooms in Friley are air-conditioned; Helser is not air-conditioned. Two smaller, low-rise residence halls (Martin and Eaton) offer air-conditioned, suite-style housing with a shared bathroom for occupants of the suite.

For larger conference groups (typically over 4,500 people), housing may also be provided in Wallace or Wilson Halls in the Towers Residence Halls, located south of campus. These non-air-conditioned, high-rise residence halls offer group-style bathrooms with traditional-style sleeping rooms.

Our Frederiksen Court apartment community is another area sometimes used for larger conference groups (typically over 4,500 people). These apartments are located on the north side of campus. These air-conditioned, low-rise apartment buildings accommodate four guests in either four-bedroom or two-bedroom apartments.

The majority of residence hall rooms are double-occupancy sleeping rooms, with some single-occupancy and a few triple-occupancy rooms available. If single-occupancy rooms are requested, guests may be assigned to either a single-occupancy room or alone to a double-occupancy room. For youth groups requesting a triple-occupancy room in advance, a cot may be temporarily added to a double-occupancy room.

Room furnishings typically include a twin (single) bed for each occupant, desk, chair, storage drawers, closet space, window coverings, and wastebasket. Some residence halls and the two-bedroom apartments in Frederiksen Court have lofted beds. A lofted bed is raised high enough for a desk with bookshelves to be placed underneath; lofted furniture must remain as originally set. For further descriptions of specific residence halls and apartments, see Maps and Building Descriptions.

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Linen Options

The Standard Service option for linens would provide each guest with sheets, pillow, pillowcase, blanket, two towels, one washcloth, and soap. Beds are not made. Towel exchange in the residence halls is available daily at a centralized location. For groups staying over 10 nights, a change of bed linen is included. The Standard Service option for linens is required in Maple, Willow, and Larch Residence Halls. In other residence halls and Frederiksen Court apartments, a No Service option is available. When the No Service option is selected, linens, towels, and soap are not supplied.

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Rates for Housing

Summer 2017 housing rates for a typical group arranged through one sponsor for 1,000 or fewer people are:

Location No Service Linen Option Standard Service Linen Option
Maple, Willow, or Larch air-conditioned
Single-occupancy per person per night
Not Available $41.25
Maple, Willow, or Larch air-conditioned
Double-occupancy per person per night
Not Available $30.25
Friley air-conditioned
Single-occupancy per person per night
$36.75 $41.25
Friley air-conditioned
Double-occupancy per person per night
$25.75 $30.25
Martin or Eaton air-conditioned
Single-occupancy bedroom per person per night
$43.00 $47.50
Martin or Eaton air-conditioned
Double-occupancy bedroom per person per night
$32.00 $36.50
Non-air-conditioned residence halls in Union Drive
or Richardson Court Residence Halls
Single-occupancy per person per night
$26.50 $31.00
Non-air-conditioned residence halls in Union Drive
or Richardson Court Residence Halls
Double-occupancy per person per night
$18.50 $23.00

Rates for the upcoming summer will be posted in approximately January of each year. For information on rates in other residence halls, Frederiksen Court apartments, for groups numbering over 1,000, special circumstances, or estimates for future summers, consult with Conference Services Staff.

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Keys, Keycards, and Building Access Hours

At check-in for the residence halls, each guest will be issued a key holder containing a room key and a keycard to access their building’s exterior doors. For Frederiksen Court apartments, each guest is issued a key holder containing an apartment key, bedroom key, and a keycard to access their apartment building’s exterior doors. Doors and other access points utilizing a keycard may be accessed by slowly passing the keycard in front of the keycard readers located near the entry point.

Most residence hall doors are locked 24 hours a day, with a few buildings having a main entry point accessible from approximately 7:00 a.m. until 10:00 p.m. daily. Frederiksen Court apartment building doors are locked from 11:00 p.m. until 7:00 a.m. each day.

If a key, keycard, or keyholder is lost, replacements can be purchased with identification at the appropriate conference desk. Residence hall replacement costs for Summer 2017 are: $122 for each room/suite key, $10 for each keycard, and $3 for each keyholder. Frederiksen Court apartment replacement costs for Summer 2017 are: $144 for each apartment key, $18 for each bedroom key, $10 for each keycard, and $3 for each keyholder. Rates for each summer are available approximately January of each year.

Group sponsors should promote security within their group by reminding participants to keep their doors locked at all times (even if going down the hall for “just a minute”), to carry their room key and keycard with them at all times, and to not prop doors open.

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Bathrooms

Most residence halls have group-style (community-style) bathrooms, with multiple sinks, toilets, and partitioned shower stalls. In areas with group-style bathrooms, male and female guests will be assigned to different bathrooms.

Martin and Eaton Halls have suite-style bathrooms only used by occupants of the same suite (typically two rooms share the bathroom within the suite). Maple Hall has individual bathrooms and individual shower rooms located in the center area of each floor, providing complete privacy during occupancy. Each Frederiksen Court apartment has a bathroom area with two sinks and one private shower and toilet (with lockable doors, sometimes combined).

For more information on bathrooms within specific halls, see Maps and Building Descriptions.

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Dens

During the fall and spring semesters, rooms within each residence hall building are also referenced by a “house” name. In our low-rise buildings, this is usually a group of approximately 30 rooms. In our high-rise buildings, a “house” typically equates to a floor.  Each house may be distinguished by unique hallway decor, house signs on the exterior of the buildings, etc.

Each house has a den (a small lounge), furnished by the Department of Residence. Typical furnishings include sofas, armchairs, small tables and accompanying chairs.  Academic-year students may further equip their dens with house-purchased equipment (such as a TV, media equipment, etc.), which is typically removed during the summer. During the summer, conference groups occupying the house area may use the house den for lounging or casual gatherings without additional cost. Some halls equipped with keycard access may require use of a keycard with appropriate access to enter the den.

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Telephones and Telephone Service

Residence hall guest rooms do not have active telephone lines in the summer. A security phone is located in each hallway near the house den and outside the main exterior entrances to each residence hall. These will be active for emergency and local calls; long-distance calls will require a calling card.

Frederiksen Court apartments do not have active telephone lines in the summer. A security phone is located outside the main exterior entrance to each apartment building. These will be active for emergency and local calls; long-distance calls will require a calling card.

Information provided in each guest room will describe dialing procedures.

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Computer Labs

Selected computer labs in the residence halls may be rented by groups. For Summer 2017, the charge is $175.00 per four-hour continuous block of time, plus set-up charges of $55.00 (anticipated for 2017) per hour with a one-hour minimum. For additional information and availability, contact Conference Services Staff.

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Internet and Wireless Access for Guests

Guests bringing a laptop need to bring an ethernet cable if they plan to plug into the ISU campus network by using the ethernet data jack in their residence hall room or Frederiksen Court apartment bedroom for access to the internet. The ethernet cable should be plugged into the data jack in the guest bedroom. Guests may also locate a wireless point on campus (all residence guest rooms and Frederiksen Court apartments are wireless). Refer to this link for updated locations for wireless points on the ISU campus.

Guest access to the internet through the ISU campus network is a service provided by Information Technology Services at ISU. This service allows visitors temporary access to the internet to browse the Web and check their e-mail. Initial guest access is either 7 days or the length of the event (if selected from a pull down menu). After expiration, visitors will not be able to re-register for guest access for 20 days. If your group will be here longer than 7 days, contact Conference Services Staff in advance to request your group be listed to allow for longer access. Steps to use the guest access are:

  1. Open a web browser.
  2. Enter "netreg.iastate.edu" into the address bar and press Enter if the ISU NetReg page does not automatically appear.
  3. Select the specific event you are attending if it is listed and select "Register Here" or select "Guest Registration Here" if it is not listed.
  4. Enter your local contact information and select "Next".
  5. Read the terms and select "I Agree".
  6. Reboot your computer when instructed to do so (approximately a one-minute wait) to complete your registration process.

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Parking

In the Richardson Court Residence Halls, parking passes will be available for guests in Lot 63, which is located just north of the Maple-Willow-Larch Commons.

In the Union Drive Residence Halls, arrangements may be made in advance through Conference Services Staff for short-term drop-off/pick-up parking (typically shorter than 30 minutes) near the residence halls (typically in Lot 59A west of Martin Hall, which is adjacent to Friley, Helser, and Eaton Halls).  When Lot 59A is full, parking may be available during contract dates for conference participants in Lot 60 in the Ames Intermodal Facility, located one block south of Friley Hall, with entrances via Sheldon Avenue or Hayward Avenue.  If needed for larger conferences, additional areas will be identified. A parking ramp is located approximately one block east at the Memorial Union (individual payment by guest required).

For those staying in Towers Residence Halls in either Wallace and Wilson Halls, parking passes will be available for guests in Lots 61A and 61B, which are located adjacent to Wallace Hall.

For those staying in Frederiksen Court Apartments, arrangements may be made in advance through Conference Services Staff for parking in designated Frederiksen Court lots. Currently, a parking permit would be required for a minimal fee.

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Laundry Facilities

Laundry facilities are available within each residence hall (with the exception of Maple Hall during the summer for which guests may use a designated nearby residence hall). Washer and dryers are operated with a guest card which may be purchased for $10.00 at the ISU Dining's C-Stores (convenience stores) located in the residence halls. Costs for Summer 2017 are anticipated to be $1.00/wash and $1.00/drying cycle. Frederiksen Court apartments are furnished with a washer and dryer which do not require payment. Laundry supplies are sold at C-stores located in the residence hall neighborhoods and Frederiksen Court Community Center. The values on guest cards purchased for laundry use may also be used at the C-stores and other ISU Dining retail stores to purchase other items.

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Meeting Rooms

During the summer, a variety of Meeting Rooms such as small or medium conference rooms and large lounges in the residence halls are available for rental by conference groups. Consult with Conference Services Staff about your activity needs to find the most suitable, available space.

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Conference Desks

The Maple-Willow-Larch (MWL) Conference Desk provides services to the residents of Maple, Willow, Larch and other residence halls on the east side of campus. The Conference Desk is located on the second level of the MWL Commons. The Conference Desk can be reached at 515-294-8401 (dial 4-8401 if calling from a campus phone). Typical summer desk hours are 7:00 a.m. until 10:00 p.m. every day when guests are living in the area. For after-hours assistance, call 515-294-8401 and follow the recorded instructions.

The Martin Conference Desk provides services to the residents of Friley, Helser, Martin, and Eaton Halls on the west side of campus. Martin Hall is located west of Friley and south of Eaton Hall. The Martin Conference Desk is in room 2104 Martin by the east entrance to the building. The Conference Desk can be reached at 515-294-7117 (dial 4-7117 if calling from a campus phone). Typical summer desk hours are 7:00 a.m. until 10:00 p.m. every day when guests are living in the area. For after-hours assistance, call 515-294-7117 and follow the recorded instructions.

During large conferences, additional desks may be open in other areas. Service hours will be adjusted as needed and publicized to sponsors.

Summer Conference Staff are eager to help serve the guests in our halls. Facilities issues may be reported to the staff at the Desks. Staff will have local area information including bus (Cy-Ride) schedules/maps, campus maps, and Ames area maps. Lost and found items may be turned in or reported at the Desks.

For groups staying under two weeks, Conference Desks provide a wide variety of services to conference guests living in the area. Publications listing the current summer’s Conference Desk locations, contact information, and services will be present in each room upon check-in. Additional copies are available from the Conference Services Office and Conference Desks. The publications contain information about the following and more:

  • ATM locations
  • Bus services
  • Check-out
  • Convenience store
  • Copies
  • Dining services
  • Emergencies
  • Facilities problems
  • Internet access
  • Keys
  • Laundry
  • Linens
  • Lost and found
  • Mail and messages
  • Noise policy
  • Parking
  • Security and safety
  • Smoking and alcohol policies
  • Temperature control
  • Telephone service
  • Vending

Future Conference Desk services publications will be posted here when available (all Conference Desk information is subject to changes each summer). These links show past Conference Desk services publications Information & Services for Conference Desk in Maple-Willow-Larch Commons and Information & Services for Conference Desk in Martin Hall.

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Youth Groups

All programs for participants under the age of 18 are subject to the Youth Activities, Pre-Collegiate Programs and Camps policy and procedures and the Reporting Responsibilities - Violations policy and procedures on the ISU Policy Library website.  Sponsor must agree to follow these policies and review the resources and procedures, (including but not limited to procedures regarding background checks).

The Sponsor agrees to perform a background check on all personnel including volunteers working at a Youth Program on ISU property in accordance with the Youth Activities, Pre-Collegiate Programs and Camps policy and procedures.  At minimum, the background check shall include checking the National Sex Offender Registry.  An individual who has been convicted of an offense for which he/she must register with the Iowa or National Sex Offender Registry may not serve as in any capacity for a youth program at ISU.

All youth programs are required to have adult chaperones (18 years of age or older). According to the American Camp Association (ACA), the number of chaperones required may vary, and the ratio is determined by age and special needs. Minimum ACA-recommended ratios are: One chaperone for every five participants 5 and younger; one chaperone for every six participants ages 6 to 8; one chaperone for every eight participants ages 9 to 14; and one chaperone for every ten participants ages 15 to 17. Exceptions may be granted by the Department of Residence upon consultation with ISU's Office of Risk Management.

Sponsors will be required to distribute current Chaperone Information and Expectations for Youth Groups - Summer 2017 to all chaperones and identify minors under the supervision of each chaperone. Programs with a majority of participants under 18 years of age will require a meeting between the Sponsor’s participants, chaperones, and Department of Residence staff. Department staff will explain behavior expectations and Department regulations. The meeting must be held no later than 10:00 p.m. on the day participants check-in. Live-in conference staff will be assigned as needed to be a presence on occupied floors from approximately 9:30 p.m. each night until 7:00 a.m. the following morning.

Sponsors will be required to have every minor child unaccompanied by a legal guardian provide the Sponsor an Emergency Contact and Medical Information Form which includes a medical release for hospital treatment or treatment by a physician. Sponsors may use their own form or use a form provided by Iowa State University. These forms must be in the possession of the Sponsor during the camp or conference. Sponsor agrees to have the parental/guardian of youth under 18 sign a permission agreement for participation in the program.

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Dining Options for Groups Under 2 Weeks

ISU Dining, our award-winning, self-operated campus dining provider, prides itself on providing a variety of quality culinary experiences to our university community and guests. ISU Dining has several residential dining centers, and a variety of convenience stores, cafés, and restaurants located across the ISU campus. ISU Catering is part of ISU Dining’s network of services. All the right details will be present for any catered event from a simple boxed meal to a meeting break to a five-course dinner. Both on-campus and off-campus caterings are available, and many Iowa State University campus locations can be served. See Dining Options for Groups Under 2 Weeks.

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Accommodations Request and Contracting

For housing and dining availability, contact our Conference Services Staff. Housing in specific areas is subject to availability of space and facilities projects each summer.

Due to our department’s need for advance scheduling notifications for full-time staff, anticipated use of staff from outside our department, and the number of facilities projects/improvements, we are establishing deadlines and a financial commitment from our conference groups.

For returning groups from the previous summer, sponsors will be asked to complete an Accommodations Request for Returning Groups - Summer 2017, listing requests for their group. During the spring (between January and mid-March), a contract will be issued to the sponsor, with details, rates, and deadlines, etc. to contractually confirm the accommodations for the group. The collection of information and the completion of a contract should be finished by mid-March. In the event the submitted contract is cancelled between Saturday, April 15, 2017 and the deadline for guaranteed numbers established in the contract, the Sponsor agrees to pay 20% of the cost of the room and meal plans. Additional deadlines and financial obligations will be outlined in the contract.

For some conference groups, an option may be available to have staff in the Department of Residence Conference Services Office handle individual accommodation reservations directly from adult participants. For groups desiring individual reservations, a minimum of at least 15 or more individual reservations must be expected and a past pattern of use may be requested. An additional service fee is added to off-set the cost of credit card charges, labor expenses, etc. Consult with Conference Services Staff for additional information about the availability of this option.

New or returning groups inquiring about accommodations after mid-March may still make a request, but will experience a wait (up to five business days) to receive an answer on being guaranteed accommodations.

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