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Over 20,000 students on Stillwater campus; 4 campuses total
5,600 designed occupancy in 25 Residence Halls
Over 30 on-campus dining options
19 Residence Halls Available
Approximately 4,000 rooms to use
27 Staff Members Mid-May to Mid-
August Camp size: 1 to
3,600
2007 2008 2009 2010
Number of Camps
67 65 70 71
Number of Guests
10,522 13,277 15,771 10,478
Number of Bed nights
34,524 36,442 42,854 32,247
Revenue $572,675.06 $631,989.01 $673,902.46 $676,076.83
2007 2008 2009 2010
Traditional Halls
21 15 16 14
Suite Style Halls
36 32 32 36
Village Suite Halls
19 23 21 20
Apartments 0 1 0 8
Some camps stayed in more than one location and/or type of housing.
2007 2008 2009 2010
Average Stay Duration
8.15 6.34 7.86 7.93
Average Number of Guests per Conference
157 167 172 148
Previously used outside contractors: poor service, late deliveries, etc.
Purchased our own linens three years ago, and operate our own laundry service
Talked to various vendors at this conference
2007 2008 2009 2010
Partial Linen Packet
11 11 11 15
Full Linen Service
7 9 8 10
Percentage of Conferences using linen
26.87% 31.25% 27.14% 39.44%
2007 2008 2009 2010
Number of Camps using UDS
56 46 44 28
Percentage of Camps using UDS
83.58% 71.88% 62.86% 39.44%
•Limited hours•Limited locations•Limited menus•No cafeteria service for groups under 100 – catering only•Housing and Residential Life has an open catering policy
Thank you George Washington University in DC!
First year used GAs exclusively
Student Development vs. Customer Service
Other schools were experiencing the same frustration
Years 2 – 4 used students for most of the positions, with just one GA position
Worked great for the most part – some issues with peers supervising peers
At least one year’s conference experience, 3 years RA experience, or prior conference experience
Allows us to promote and retain outstanding employees
Responsibilities: Scheduling Check ins/outs Keys Key prep General Oversight Duty Liaison between
conferences and clients
Summer stipend of $2,600
Room and board package of $500
Cell phone allowance of $120
Name tag and three shirts
Can take one class per session
No outside employment without approval
OSU Housing & Residential Life
Iba HallStillwater, OK
74078405-744-5592
Some customer service experience
Hire for Attitude!
Responsibilities Desk Shifts Check Ins/Outs Key Prep Duty/Rounds
Compensation $1,800 stipend Room and board
package of $350 Name tag and
three shirts Can take one class
per session No outside
employment without approval
Inherited a one page contract that had a lot of holes
Collected various examples at this conference
Now have a six page contract
New features: Deadlines Behavior Insurance –
learned from last year’s conference about limits, Tulip Program
Rate Calculations Inherited Rates How did they come up with that?
University of VirginiaBlock ProgramCompare with off campus
properties
Thank you University of Virginia!
Rate Calculations
Estimated Cost for Community Style Halls - Kerr-Drummond
Bedrooms:
Number of Bedrooms in Conference Facility (Not beds) 550.00
Esimtated number of hours/week needed to maintain each bedroom 0.25
Total estimated number of hours per week needed to maintain bedroom spaces in conference facility 137.50
Estimated hourly wage of person maintaining bedrooms 7.75
Estimated cost of employee benefits (38.05%) 2.95
Estimatec cost of supervision for employee (@20%) 1.55
Esimtated cost of supplies and materials used by employee (@10%) 0.78
Total Estimated cost per hour of maintaining bedroom space 13.02
Total Estimated Cost per week of maintaining bedroom space 1790.78
Bathrooms:
Number of Bathrooms in Conference Facility 44.00
Estimated number of hours/week needed to maintain bathroom space in conference facility 1.00
Total estimated hours per week needed to maintain bathrooms 44.00
Estimated average hourly wage of person maintaining bathrooms 7.75
Estimated cost of employee benefits (38.05%) 2.95
Estimated cost of supervision for employee (@20%) 1.55
Esmtimatec cost of supplies and materials used by employee (@30%) 2.33
Total estimated cost per hour of maintaining bathroom space 14.57
Total estimated cost per week of maintaining bathroom space 641.25
Public Areas:
Number of square feet of public areas in conference facility 15000.00
Number of sq. ft. of Public Areas divided by 1,000 15.00
Estimated number of hours/week needed to maintain each 1,000 square feet of public space in conference facility 4.00
Total estimated hours per week needed to maintain public areas in conference facility 60.00
Estimated average hourly wage of person maintaining public areas 7.75
Estimated cost of employee benefits (38.05%) 2.95
Estimated cost of supervision for employee (@20%) 1.55
Estimated cost of supplies and materials used by employee (@10%) 0.78
Total estimated cost per hour of maintaining public areas 13.02
Total estimated cost per week of maintain public areas 781.43
All Conference Facility Areas Combined - estimated total weekly maintenance cost 3213.47
Estimated cost per bed per day based on
550.00 beds in facility
$5.84 cost per bed/day
Intent to Schedule
Input to StarRez Conference Module
ContractCommunication
Schedule
30 days Facility requests Parking needs Insurance
verification Two weeks
Guest Guarantee One week
Guest Names and Reservations
Medical Forms
Facilities Physical Plant, Area Operations, HRL
FacilitiesHousekeepingDining Information TechnologyAthleticsBursar and Accounting Offices
Saw the WWU intranet
Developed our own using Sharepoint
Logs Duty Mail Cash Audits
Thank you Western Washington University!
SchedulesMessagesUpdated Rosters
Has been a great success!
Key Packets Many guests did
keep them and we were able to reuse many of them.
Allowed us to convey lost key information that sometimes the coordinators did not share.
Thank you Vanderbilt University!
Door decs Helped
coaches/clients find their rooms
Staff didn’t pay attention to the roster and put them on rooms that weren’t assigned to the camps
Two-part Training
Weekend in Mid April; stayed as a conference FISH! Customer
Service Mid May
More how-to details
Creative thinking
Problem solving
Ropes Course
Thank you notesSurvey for
clients and staff: Survey Monkey
Evaluation Meetings
Thank you party!
Shout Outs
Had over 100 for the summer
Some guests even made them!
Meetings and Communication
Food at long shifts, key preps, scheduling meetings
National Ice Cream Day!
Camp OSUNew
Conferences Brochure
Unique VenuesThumb DrivesStarRez Updates
We don’t have to reinvent the wheel!
What positive things have worked for you and your conference management?
What have you learned at the conference or from other schools that you have built into your program?
