The following questions are commonly asked by program guests attending conferences at Stony Brook University. Please keep in mind the typical amenities featured at a hotel are not the type of services provided in a University housing setting.
How do I start the planning process?
Begin by contacting our staff, either by phone, fax, or e-mail. Please provide some basic information, such as the number of guests, their ages, proposed dates, preferred housing accommodations, and additional needs (such as facilities, catering, and dining). From this information, we will review our available space to determine if we have the ability to host your group. If we do, one of our staff members will walk you through the planning process. You can also submit a request for a Conference proposal at www.stonybrook.edu/conferencehousingWhat are the housing rates?
Housing rates vary based on single or double occupancy, air-conditioning requirements and linen service requested. They can range from mid $30 per night to mid $60 per night based on location, room type and amenities provided.What is pre-registration and when is payment due? 1) Conference guests registering themselves: Must pay upon registration (or) 2) Conference guests registering through a sponsoring group will remit payment to the sponsor who will be invoiced by Conference Housing. Can you design and collect the online reservation forms for my program? Yes. Our office does have the capability to create, receive, and process online reservation forms for individual programs.
When can I check in?
Check in is scheduled between the hours of 9 a.m. to 7 p.m. unless you have been notified of a different check in time in your housing confirmation packet. There will be staff on duty after 8 pm for late arrivals but to adequately prepare your room for your arrival, we ask that you do not attempt to check-in earlier than this time.
Where do I check in?
Housing registration & check-in takes place in the College Office of the building that you are assigned to. Refer to your housing confirmation packet for specific information and contact telephone numbers.
For specific driving directions to your assigned residence hall open the link below which will take you to a map of the campus with Residence Hall locations and travel instructions noted. There will also be ground signage at key locations on campus to direct you to your assigned check in location. [View our campus map]
My flight got delayed, so I won’t be arriving to check-in until late at night. How late can I pick up my keys?
There is Conference Housing staff on call 24 hours each day in every residence hall. If you arrive after the published check in hours report directly to your assigned residence hall and contact the staff member on duty. If you arrive after 11 pm, only the Main Entrance to the campus will be accessible. You'll need to inform the Police Officer at the guard booth that you are here to check into Conference Housing to gain access to the campus.
What time do I have to vacate my room on the last day of my conference?
Check-out time is at 11:00 a.m. We ask that you return your keys by this time so we can adequately prepare the space for the next conference that will use it. Please note that you may be charged for an additional night if you fail to return your keys by 11:00 a.m.
I am checking out at 11 a.m., but my flight doesn’t leave until the evening. Can I leave my luggage at your office during the day?
Unfortunately, due to space considerations and our inability to provide a secure storage location we are not able to provide this service.
What types of rooms are available on the University campus?
We have a wide range of floor plans and room styles. We offer suite-style residences, traditional corridor style halls (for high school groups only) and very limited apartment-style accommodations. The availability of each depends on your group’s size and proposed dates. Please note that returning groups utilizing the same dates from year to year have priority in the housing assignment process, so your first choice may not always be available.
What furnishings come with the room?
Suite-Style: The accommodations consist of 3-bedroom suites; each suite includes a shared common sitting room (3-seat couch, 2-seat couch, 2 end tables and overhead lighting or lamp), bedrooms (each one contains 2 twin beds although a single person can stay in the room), 2 dressers, 2 desks w/shelves, overhead lighting or lamp) and a shared suite bathroom.
How large are the beds in the rooms?
The beds are 80 inches long by 36 inches wide, also known as Twin Extra-Long. Standard twin fitted sheets will not fit on the mattresses. If you are bringing your own bed linens, we recommend that you either bring two twin flat sheets or sheets specifically designed for twin extra-long beds.
What linens are provided?
Guests who request linens are provided with 2 bed sheets, 1 pillow and pillow case, 2 towels and a wash cloth. Linens can be exchanged at the Conference Housing Office in the lobby of your residence hall 9 a.m. to 8 p.m.
Is there air conditioning/am I able to control AC?
Guests assigned to the Nobels will be living in rooms that have individual air conditioners in each bedroom and living room. The spaces in Mendelsohn / H are not air conditioned. Guests are encouraged to bring small fans with them to place in their room.
Do you do wake-up calls?
Unfortunately, the guest-to-staff ratio is such that it would be impossible for us to offer this service at this time. We recommend that you bring a travel alarm clock with you.
What do I do if I get locked out of my room?
Call the staff member on duty at the phone number posted on the College Office door of your residence hall. The duty staff will come and provide you with access to your room. Be prepared to show proper ID in order to verify that you are the guest staying in the room in question.
What do I do if I lose my key or access card while I'm here?
Contact the staff member on duty in your assigned residence hall. A replacement key and /or access card will be issued on a loaner basis. If you do not locate your original key and return the loaner in 24 hours the lock to your room will be changed as a security measure and the cost billed to your account.
Will I be able to use the gym while I am here?
It depends upon your conference schedule. We will make every effort to have the residential fitness centers open during your stay. The Residential Fitness Centers are located within residence halls and offer; Cybex and Nautilus Circuits, Stationary Bicycles, Step Machines Free Weights and Abdominal Machines.
What is a revocable permit?
Use of campus facilities (space) by outside sponsored groups requires a Facilities Use Permit for both long and short-term arrangements. All permits are coordinated through the Procurement Office. For more information, please contact (631) 632-6001.
If I'm driving to the University, where can I park?
Parking is usually available in the parking lot associated with the residence hall you would be staying in during your visit. The Conference housing staff will direct you to the appropriate lot..
Can you tell me the bus schedule for the University?
Stony Brook University offers University Bus Service to all students, faculty, staff and guest free of charge. Our comprehensive transportation network allows for efficient and easy travel throughout the Stony Brook University campus as well as to Stony Brook Southampton. University Bus Service is operated on a variety of service levels to meet all the needs of the University, depending on the calendar day. Additionally, some University Bus Service bus stops are shared with Suffolk County Transit, who provides connecting local bus transportation to destinations outside of Stony Brook University.
SUFFOLK COUNTY TRANSIT
Connecting local bus transportation to destinations outside of Stony Brook University and Stony Brook Southampton are serviced by Suffolk County Transit. For schedule, destination and/or rate information, please either call (631) 852-5200 or visit: www.sct-bus.org
What to do in case of an emergency?
If the fire alarm or emergency activation sirens go off you should immediately leave the building using the emergency routes posted on the back of every bedroom / suite door in the residence hall.
It is important for a parent or guardian of a minor participating in a summer program to complete a consent form and the Health / Immunization / Health Insurance forms. Please visit this website and fill out all forms before we house any applicants: Health Forms
Youth Age Conferences
Important information about guests under 18 We are committed to all individuals’ safety while staying in our facilities. Our conference housing staff is available to assist individuals 24/7 with any concerns or questions. Our staff is highly trained and enforces strict and appropriate supervision for all guests under the age of 18.