UHV Conference FAQ
Summer Conferences & Camps
When is check-in time?
Each guest group makes arrangements with the Conference Coordinator for check-in times.
When is check-out time?
Check-out time is 12:00 noon for all groups. If for some reason that time needs to be extended, the guest group organizer will need to make arrangements in advance.
Can luggage be stored prior to the designated check-in time and also after the specified check-out time?
We do not currently have space designated to properly store luggage.
Are there rooms that are handicap accessible?
What does each room have inside?
Each room is equipped with either one or two of the following (depending on room occupancy): single beds, desks, chairs, flat screen TV, dressers and trashcans.
What about wireless internet?
The Guest Group organizers can request wireless internet access. The cost is per group ($2.00 up to 100 and $5.00 for over 100).
What other amenities do the rooms have?
Our dorms are former hotel rooms and have private bathrooms included. Other than that, we offer basic housing at a low cost. We provide the bathrooms with toilet paper and ask our guests to bring all other toiletries, including soap, hair dryers, alarm clocks/radios, etc.
Are linens included?
No, however, a linen packet may be purchased separately. The linen packet includes sheets, a pillow, a blanket, a towel and a washcloth.
Is smoking permitted?
No, all rooms and buildings are non-smoking. Smoking must be done outside of the dorm area.
Are washing machines and dryers available to guests?
Yes, each facility has one or more laundry rooms. Washers and dryers are card-operated and you can purchase the cards at the kiosk located in the laundry room.
What other services are available on the University of Houston-Victoria campus?
The campus is shared with Victoria College and includes ATMs, bookstore, dining hall, several coffee shops and a library.
Can you hang banners or welcoming signs in public areas?
Yes. Arrangements can be made with the Conference Coordinator.
Are all areas accessible to the handicapped?
Not all areas are handicap accessible. Jaguar Hall was remodeled from a former Holiday Inn and does not have elevators, so the second floor is not wheelchair accessible.
Does each room have a smoke alarm and sprinkler system?
All rooms are equipped with smoke alarms and a sprinkler system.
How do I report a maintenance or housekeeping problem?
For maintenance or housekeeping assistance, call 361-485-4404.
How can the meeting rooms be set?
Several of the meeting rooms can be up in a variety of ways, including theater-, classroom- and banquet-styles. We have both round and rectangular tables available.
Do the meeting rooms have sound systems?
The classrooms and Multipurpose room have built-in sound systems and access to the internet. Discuss options with the Conference Coordinator to determine what is available in other meeting rooms and classrooms.
What sort of equipment is available for use in the meeting rooms?
Arrangements can be made to use the following equipment in the meeting rooms:
- Speakers’ podium
- Chalk board/white board
- Projection screen
- Overhead projector
What sort of security does the University of Houston-Victoria have?
The University of Houston-Victoria is located in a growing community of around 80,000 people. The University has its own security force that operates 24 hours a day/7 days a week/365 days a year.
- Police and security officers patrol the campus in cars, on carts and on foot.
- They monitor security cameras located all over campus, including the parking lots.
What happens in the event of a hurricane?
In the event that a hurricane hits Victoria, there is flooding or other emergency situations, the University will shut down. The University of Houston-Victoria administrators will decide whether to evacuate the University or shelter in place. Conference organizers are encouraged to have a plan as to what they will do in that event. We suggest that conference attendees return home. In the event of an emergency, there may be a loss of power and/or water of undetermined duration, as well as other discomforts and privations. The University of Houston-Victoria is not responsible for any loss of property or damages as a result of an emergency situation.
The University of Houston-Victoria is not responsible for any loss of property or damages as a result of an emergency situation.
One of the conference attendees has a concealed handgun permit. Can he/she carry his/her gun on campus?
Current law prohibits the possession of all firearms on the premises of an educational institution, including those possessed by people with concealed handgun permits.
Some of the participants want to bring their paint ball guns or air rifles with them. Is that okay?
University policy prohibits the possession of paint ball guns, compressed-air guns, pellet guns, BB guns, ammunition, large knives, martial arts weapons, fireworks, explosive devices, dangerous chemical, toys that look like guns, and of course, any prohibited weapons as defined by the Texas Penal Code. Weapons cannot be kept anywhere on campus, including in rooms, vehicles, bags/cases/luggage, or on your person.
Is a deposit required? When is it due?
Yes, a deposit of no less than one (1) day’s lodging and half of the anticipated food costs is required. There may also be a reservation deposit in order to reserve meeting space. It is due fifteen (15) working days prior to the Guest Group’s arrival date.
Who is responsible for damage?
The Guest Group sponsors are responsible of the conduct of the Group participants. Any damage to the rooms, special cleaning necessitated by improper or unreasonable use of the rooms, lost keys/lock changes, lost telephones, etc. will be billed to the Guest Group sponsors, not individual participants.
What happens if someone loses their key or fails to return it?
The Guest Group will be assessed a fee of $25.00 per key card in order to change the locks.
Are there insurance requirements?
Yes. The Guest Group must provide proof of liability insurance prior to occupancy of the premises.
Are taxes included in the charges?
No; taxes are not included. All board rates are subject to 8.25% sales tax. Tax-exempt organizations must provide a Tax-Exempt certificate in advance.
What is your cancellation policy?
If cancellation is made more than fifteen (15) working days prior to the scheduled arrival of the Guest Group, there is no penalty, and any deposits made are returned. If cancellation is made less than fifteen (15) working days before the scheduled arrival, the deposit is forfeit. Cancellations should be made in writing (an email will work).
What is the function of the Resident Assistants (RAs)?
Resident Assistants (RAs) serve as liaisons between the Guest Group and Facilities Sales Coordinator. They manage the check-in/check-out process, provide support for maintenance/housekeeping issues, operate the desks, provide information to guests, can assist with maintaining order on the floors, and generally provide customer service. They generally serve as the first line of response for both routine and crisis situations.
We have minors in our group. Can the RAs help us look after them?
Although RAs will step in to maintain quiet and enforce policies, they are not chaperons or babysitters. Guest Groups with minors must have a sufficient number of adult chaperons to adequately supervise the minors.
What happens if someone gets locked out of their room?
With proper ID or vouching from the Guest Group organizer(s), the RA will let the guest into their room. If the lockout is because the guest has lost his/her key, the Guest Group will be charged $25.00 per key so that the lock can be changed.