Standards

Any camp or conference group predominantly consisting of minor guests (any group with 75% of participants under the age of 18) is required to have adequate adult supervision.  To determine adequate adult supervision, the following ratios are to be utilized:

• Attendees under 15 years old will need at least one supervisor per 20 participants
• Attendees ages 16 and older will need at least one supervisor per 40 participants

Supervision Requirements

While staying in the residence halls, the camp or conference must meet the following standards:

• Adult supervisors must be in the residence halls at any time there are minor guests in the hall.
• Adult supervisors are responsible for the behavior of the minor guests at all times during their stay.
• In addition to specific camps or conference policies, adult supervisors and camp/conference attendees must observe all residence hall policies listed in the Residence Hall Guide 25-26.

Any violation of the residence hall policies must be reported to the residence hall staff immediately.

Curfew

We strongly recommend that designated curfews are set to ensure safety of our minor guests. Curfew means that campers must be on their designated floor between the hours set forth by the host group or department. Adult supervisors are responsible for ensuring campers honor curfew. The following minimum curfew times are recommended:

• Attendees ages under 15:  Curfew is between 10:00 p.m. and 7:00 a.m.
• Attendees ages 16+:  Curfew is between 11:00 p.m. and 7:00 a.m.
• Residence hall front doors will remain locked from 10:00 p.m. until 7:00 a.m. daily. 

Group Primary Contact (GPC)

Each camp is required to have a group primary contact (in addition to supervisors) on site at check-in and check-out. The group primary contact should expect to arrive at check-in and check-out at least 30 minutes prior to the event. In addition to being present for the group’s scheduled arrival and departure times, they will provide Residential Life staff with a schedule of events and their contact information. The  are also responsible for making arrangements for any participants who will be arriving early or late as well as leaving early or staying late. Through the duration of a group’s stay, Residential Life will maintain this contact information in the event it is necessary to contact them. If the camp provides its own supervision, the GPC is also responsible for overseeing the supervisors.

How Rooms are Assigned

Room assignments may be made by Residential Life staff or by the camp Director or Coordinator. For room assignments made by Residential Life staff, a roster of participants must be submitted. When submitting a participant roster, the GPC must include the first and last name of participants, the gender of each guest, and requested roommate pairings (if applicable). While not required, the GPC may choose to include any additional information that may be helpful in making room assignments (i.e. age, school, etc.).

GPC who wish to assign their own participants must coordinate this effort with Residential Life staff. A blank electronic roster will be provided to the group contact. The roster will include the rooms/spaces available to be assigned. The roster will then be updated by the GPC and submitted to Residential Life staff prior to the group check-in day.

Changes and Cancellations

If your group’s room, facility or dining needs change from the information provided on the reservation form (including group cancellations), please submit any changes in writing via email to Heather Thurston (thurstonh@mst.edu) no less than seven business days prior to your conference arrival.

Five business days prior to a group’s arrival, Residential Life will confirm guarantee numbers for each camp group. Groups will be accountable for charges for all guaranteed numbers.

Conference groups will be charged the cost of repairing or replacing any element of the residence hall facility damaged as a result of a group’s use, including lost keys. Lost keys are defined as any keys not returned at the time of a group’s check-out. Camp groups will be billed directly for damages; Residential Life is not responsible for billing individual students for lost keys or damages.