Coordinator Frequently Asked Questions
Anyone who is affiliated with the University of Hawaii may apply for Conference Housing.
Conference Housing is open to both groups and individuals. Individuals should put their name in the "Name of Group" section of the application.
Yes, but all minors must be accompanied by an adult. Our minors policy states that all conference groups with minors (age 17 and below) must have a minor to chaperone ratio of 10:1 to reside in our facilities.
Requests for reservations can be submitted up to a year in advance. Requests should be made as soon as possible because we receive requests for conference housing reguarly.
No, our office does not assign roommates.
Yes, meal plans are required while residing in Conference Housing facilities.
You can fill out the Contact Us form on our website or submit an application via email to start the reservation process. If your application is approved, you will be sent a contract and invoice that will indicate all charges for your group.
The reservation deposit is typically due approximately two months prior to your contracted check-in date. The full payment will be due approximately one month before your contracted check-in date. If your application is approved, the exact payment deadlines will be indicated on your contract.
The security deposit is refunded if there are no added charges for damaged or missing items (e.g. missing or stained linen, missing or damaged keys, damage to the rooms or other building facilities). If necessary, fees will be added to your account and the security deposit will be used to pay for the charges. Once all necessary charges are added to your account, the remaining security deposit money will be returned, approximately 8 to 10 weeks after departure. If there are no added charges during your stay, the entire security deposit will be refunded approximately 8 to 10 weeks after departure.
Please email us as soon as possible so we can start the cancellation process. If the cancellation is after the reservation deposit and/or final payment due date, there is a cancellation fee.
No. Unfortunately, we only coordinate reservations in Conference Housing facilities.