Summer Conference Services
The conference season is in full swing during the spring and summer months at the university, hosting over 7,000 guests on campus each year. Educational and civic organizations, sports camps, and professional associations have all found the university and the city of Tulsa to be a perfect site for hosting annual meetings, week-long camps, and regional and national workshops.
The University of Tulsa’s grant-sponsored academies held on campus range from math and science fields, to screenwriting and filmmaking.
As the information liaison between planners and the TU campus, the Director of Allen Chapman Student Union and staff centrally coordinates the arrangements for your entire program. This is made possible by working on your behalf with the highly experienced professionals in the departments of Housing, Dining Services, Athletic Facilities, and the Academic Departments, among others. Whether your group is comprised of 20 or 1,200 people, personal attention is given to every detail.
All of our residential facilities are air-conditioned, furnished and within a five-minute walk to other sites on campus. Visit Housing’s virtual tour of the residence hall and sorority house space used for summer camp housing.
On-Campus Recreational and Meeting Space
The benefit of centrally coordinating all of your summer program needs is that all space is reserved for you along with any housing and dining plans. Camp Coordinators frequently reserve athletic and recreational space, classrooms and auditoriums, as well as social space. The University of Tulsa has recently developed fantastic sites that your guests will certainly enjoy!
Food and Beverage Options
A variety of options have been created to fit the unique food and beverage needs of your program. The Coordinator of Summer Conference Services will examine your schedule and help to create a meal package specific to your program. Options include residential or commuter meal plans, boxed lunches to go, or guests paying cash at the door.
The dining hall features an all-you-can-eat buffet of hot and cold entrees, as well as salad/soup/sandwich/dessert bars. Alternative meal options will be offered if Twin Dining is not open due to a holiday or low camp numbers (i.e., the Union Food Court or Catering Services).
Catering Services at TU
All meals, snacks, and beverages served on campus are to be arranged either through the Twin Dining Meal Plan in the “Summer Conference Agreement – Appendix A”, or ordered through The University of Tulsa’s Catering Services Department. Catering also provides receptions, refreshments, luncheons, banquets, etc.
For public health and safety reasons, the University does not allow homemade food, or outside food exceeding $100 in value, to be served on campus. Requests to have items donated from a licensed vendor are to be submitted on corporate letterhead stationary to Mike Neal, Director of Dining Services (918-631-3883), for his review and subsequent approval.
Keys to Contracting Camps on Campus
Navigating through the logistics of planning a program can be overwhelming. The Summer Conference Services Staff has developed the Guidelines for Camp Coordinators to assist you with coordinating a successful summer event.
The information shared in this handout is supplemental to the policies communicated in the Summer Conference Agreement & Appendix A (contract) and any other relevant University policies and procedures. The topics reviewed here are similar to what are cited in the contract, but are explained in terms that are more commonly used and understood. The topics covered include:
- Campus Contract Lingo/Numbers
- Catering & Dining Food Options/Campus Policy
- Conference Staff & Services
- Campster Supervision
- Campus Security & Emergencies Checking in Guests
- Clean-up & Facility Usage
- Checking Out & Billing
- Checklist for Coordinators
We are very proud of our University’s reputation for excellence in scholarship and service! We consider youth guests in every summer program to be potential University of Tulsa students as a result of their visit to our campus. We know that our adult guests have become excellent spokespersons about the quality of our institution as well.
Therefore, the Office of Admission is available to either speak at a “Welcome” program or a meal, to make a follow-up phone call or send a letter, to provide a display table at registration, or to supply recruitment materials for your registration packets.
For more information about our Summer Conference Services, call (918) 631-5059.