Frequently Asked Questions

What do I need to tell the Director of Conference Services during the early stages planning?

It is important that as early as possible you provide our office with accurate information regarding:

• Check-in and check-out dates.
• The Conference Coordinator's or principal person's name, billing address and telephone number.
• Type of group you will bring - adult and/or student, camp, meeting or conference.
• Estimated number of participants who will be sleeping and eating on campus is needed no fewer than 30 days in advance.
• Overnight accommodation needs - including the number of nights that you will be staying, how your group is to be separated by males and/or females, number and type of single and double occupancy rooms needed.
• Handicap accessibility needs of the group or individual participants.
• Tentative agenda and/or schedule of all events, as soon as practical, so campus facilities can be reserved.
• Facility needs including dates and times you require meeting rooms, classrooms, the gymnasium, auditoriums, audiovisual equipment, etc.
• Food service needs - including times and dates for cafeteria style service, banquets, barbecues, coffee breaks, snacks, and numbers to be served at each meal or event.

By planning an organizational meeting with the Conference Coordinator, a Registration Committee, the Director of Conference Services, and the Director of Food Services, additional questions and concerns can be addressed in the early planning stages. It is also beneficial for the principal parties involved in organizing and planning your event to arrive early to set up, dot all the Is and cross all the Ts.

How do we register guests?

We recommend that you designate a Registration Committee or person to collect all fees and generate your own guest list. Send a complete, typed name list to the Director of Conference Services at least seven days prior to your arrival or earlier if possible. The Conference or Convention Coordinator or Registration Committee should designate doubles (with roommates), singles, and groups of participants you would like housed together in the same units.

Is a deposit required and how do we settle our bill once our conference has ended?

A non-refundable deposit of $100.00 is required to confirm the initial reservation. Upon arrival, an additional sum of not less than 10% of the total anticipated charges, based on the guaranteed numbers, will be due. Please see your Conference/Convention contract for details. As soon as practical after completion of the conference, Southwestern will provide the group with an invoice listing all charges and credits for the conference. All payments, due thirty days from the date on invoice, are payable to Southwestern Oregon Community College. Supplemental invoices for services obtained from a third party by Southwestern for your group, will be forwarded to you if the charges are received after the initial billing has be sent.

What types of linen service are available?

Full linen service is available to all groups. The type of linen service you requested will be outlined in the Camp/Conference/Convention Contract. Please see your contract for details. With standard linen service, each guest receives a pillow, bed sheets, blanket, towel and a washcloth set, soap and drinking cup. It is important to note that this linen service will be provided once prior to your arrival. Guests staying four or more consecutive nights will receive fresh towels at the mid-point of their stay. They may contact the Resident Assistant (888-7801) if they need additional linens or if an earlier towel exchange. If your group or someone in your group wishes to have daily maid and linen service, notify the Director of Conference Services so that services and charges can be arranged. In order to provide continuous linen service to all groups while keeping our rates affordable, we must charge the group for any damaged or un-returned linen. If additional linens and/or services are required, rates will be adjusted in accordance with the requests.

How do we reserve facilities such as the Athletic Field, Gym or Student Commons Building?

The Director of Conference Services and the managers of each of these facilities will work together to plan and reserve them for your group. Be certain to make the Director of Conference Services aware of your needs as soon as possible. For specific information about these facilities, call the Office of Conference Services.

What conference and meeting facilities are available at Southwestern?

See Conference Facilities and Meeting Rooms.

What type of telephone service is available on campus?

All rooms are equipped for direct dial telephones that access on-campus and local numbers only. Long distance calls can be made with a calling card, operator assisted collect calls or to 1-800 numbers only. There are pay telephones located on campus in the Student Commons Building and Empire Hall that are accessible during the hours those buildings are open. A pay telephone is located in front of Dellwood Hall that is accessible 24-hours per day.

Where may we park?

Parking is seldom a problem on the Southwestern campus, although you may not be able to get a spot right near the door. If you have special needs, let the Director of Conference Services or Campus Security know so we can arrange for you to park in special areas.

Who do we contact for dining hall and meal services?

The Director of Conference Services and the Food Services Director will work closely with you to make sure all of your dining hall and food services requests are met. It is important to specify what, when and where you wish to have your meals served and if your group or someone in your group has special dietary requirements such as low salt, low fat, low cholesterol, or vegetarian. Our Food Services Department offers a wide variety of plans from cafeteria style, banquets, barbecues and pizza parties to a large selection of catered menus that can be delivered to many sites on campus. Sack lunches can be prepared for special activities or field trips that will take your participants off campus.  For More Information on Dining

Are we responsible for the behavior of our guests?

Yes! All participants are under the direct and complete supervision and control of the sponsoring  group. As such, the group is liable for all damages resulting from participant utilization of facilities and services provided by Southwestern. You may wish to set behavioral guidelines, including curfews, if helpful. Youth conferences or conventions, with guests under eighteen years-of-age, must have at least one adult chaperone residing in housing for every sixteen youths. The conference staff will enforce local, state and Southwestern’s policies and regulations.

What telephone numbers should be left at home or the office in case of an emergency? What do we do in case of an emergency at Southwestern?

Give your home or office the telephone number of the Resident Assistant (541-888-7801) or the telephone number of the Director of Conference Services (541-888-7238). The Resident Assistant and the Director of Conference Services will have a complete rooming and activity list so they can relay emergency messages to participants. For non-emergencies, messages can be left at 541-888-7801, 541-888-7238 or 541-888-2525 during the hours of 8am to 5pm. In case of an emergency at Southwestern, contact the Camp/Conference/Convention Coordinator and/or, the Resident Assistant’s at 888-7801 and/or the Director of Conference Services at 888-7238.

What do we do if we have a medical emergency while on campus.

Insurance for all group participants is the responsibility of the group or individual. Because Southwestern does not have medical or infirmary facilities, all medical and/or hospital needs are handled at Bay Area Hospital (approximately 1½ miles from campus). The group is responsible for emergency medical treatment efforts including transportation to and from local medical facilities. The Director of Conference Services is happy to answer any questions pertaining to your conference or convention. Please feel free to call 541-888-7238 between the 8:00 a.m. and 5:00 p.m. or via at e-mail at meetings@socc.edu.

We Look Forward to Working With You!