3.  Over 20,000 students on Stillwater campus; 4 campuses total  5,600 designed occupancy in 25 Residence Halls  Over 30 on-campus dining options

4.  19 Residence Halls Available  Approximately 4,000 rooms to use  27 Staff Members  Mid-May to Mid- August  Camp size: 1 to 3,600

5. 2007200820092010 Number of Camps 67657071 Number of Guests 10,52213,27715,77110,478 Number of Bed nights 34,52436,44242,85432,247 Revenue$572,675.06$631,989.01$673,902.46$676,076.83

6. 2007200820092010 Traditional Halls 21151614 Suite Style Halls 3632 36 Village Suite Halls 19232120 Apartments0108 Some camps stayed in more than one location and/or type of housing.

7. 2007200820092010 Average Stay Duration 8.156.347.867.93 Average Number of Guests per Conference 157167172148

8.  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

9. 2007200820092010 Partial Linen Packet 11 15 Full Linen Service 79810 Percentage of Conferences using linen 26.87%31.25%27.14%39.44%

10. 2007200820092010 Number of Camps using UDS 56464428 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

11. Thank you George Washington University in DC!

12.  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

13.  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

14.  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

15. OSU Housing & Residential Life Iba Hall Stillwater, OK 74078 405-744-5592  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

16.  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

17.  Rate Calculations  Inherited Rates  How did they come up with that?  University of Virginia  Block Program  Compare with off campus properties Thank you University of Virginia!

18. 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 bedroom0.25 Total estimated number of hours per week needed to maintain bedroom spaces in conference facility137.50 Estimated hourly wage of person maintaining bedrooms7.75 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 space13.02 Total Estimated Cost per week of maintaining bedroom space1790.78 Bathrooms: Number of Bathrooms in Conference Facility44.00 Estimated number of hours/week needed to maintain bathroom space in conference facility1.00 Total estimated hours per week needed to maintain bathrooms44.00 Estimated average hourly wage of person maintaining bathrooms7.75 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 space14.57 Total estimated cost per week of maintaining bathroom space641.25 Public Areas: Number of square feet of public areas in conference facility15000.00 Number of sq. ft. of Public Areas divided by 1,00015.00 Estimated number of hours/week needed to maintain each 1,000 square feet of public space in conference facility4.00 Total estimated hours per week needed to maintain public areas in conference facility60.00 Estimated average hourly wage of person maintaining public areas7.75 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 areas13.02 Total estimated cost per week of maintain public areas781.43 All Conference Facility Areas Combined - estimated total weekly maintenance cost3213.47 Estimated cost per bed per day based on 550.00beds in facility $5.84cost per bed/day

19.  Intent to Schedule  Input to StarRez Conference Module  Contract  Communication Schedule  30 days  Facility requests  Parking needs  Insurance verification  Two weeks  Guest Guarantee  One week  Guest Names and Reservations  Medical Forms

20.  Facilities  Physical Plant, Area Operations, HRL Facilities  Housekeeping  Dining  Information Technology  Athletics  Bursar and Accounting Offices

21.  Saw the WWU intranet  Developed our own using Sharepoint  Logs  Duty  Mail  Cash Audits Thank you Western Washington University!  Schedules  Messages  Updated Rosters  Has been a great success!

23.  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!

24.  Door decs  Helped coaches/clien ts find their rooms  Staff didn’t pay attention to the roster and put them on rooms that weren’t assigned to the camps

25.  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

27.  Thank you notes  Survey for clients and staff: Survey Monkey  Evaluation Meetings  Thank you party!

28.  Shout Outs  Had over 100 for the summer  Some guests even made them!

29.  Meetings and Communication  Food at long shifts, key preps, scheduling meetings  National Ice Cream Day!

30.  Camp OSU  New Conferences Brochure  Unique Venues  Thumb Drives  StarRez Updates

31.  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?

32. www.reslife.okstate.edu/presentation