CONFERENCE HOUSING PARTICIPANT INFORMATION

All participants residing on the West Campus and Southampton campuses are expected to comply with Stony Brook University's Conference Housing Terms of Occupancy. Campus Residences reserves the right to dismiss any participant who fails to adhere to our policies and whose behavior is disruptive, inappropriate, or harmful to the community or facilities without a refund.

Participants are expected to uphold community standards at all times. This includes:

• Not willfully encouraging or inciting others to violate university policies
• Not attempting to engage in conduct that would result in a policy violation
• Not aiding, helping, or assisting another individual in violating university policies

Campus Residences is not liable for injury to participants or guests or for damage to personal property caused by conditions beyond its control. This includes, but is not limited to, incidents involving water, rain, fire, steam, plumbing systems, appliances, or other facility-related issues. Residents are responsible for their personal belongings.

Participants assigned to apartments, suites, or rooms with vacancies are expected to keep unassigned spaces and furniture available for incoming participants.

To support the safety and security of all residents:

• Do not prop external doors
• Do not enter or exit buildings through balconies
• Do not block fire safety equipment
• Do not block emergency exits

Engaging in any activity that may damage, deface, or misuse residence hall or apartment facilities, furniture, or appliances is strictly prohibited.

Youth participants should work directly with their designated chaperones for program-related needs, travel coordination, and any sign-out procedures involving a legal guardian or authorized individual.

The following items are not allowed in university residence halls due to the NYS Fire Code or the Terms of Occupancy: 

• Candles
• Chemicals/combustibles
• "Cut to fit" Decorative string lights
• Appliances not approved to your building and area (microwaves, toasters, rice cookers, hot plates, grills, crock pots, pressure cookers, air fryers, etc.)*
• Non-Surge Protected Extension Cords, Outlet Splitters & Adapters
• Devices that could potentially degrade Stony Brook’s wireless services such as personal routers (wireless and wired), proxy servers, gateways, compromised/infected personal devices, and Dynamic Host Configuration Protocol (DHCP) appliances
• Bed Raisers and non-University bed frames, lofts, or lofted bed
• Foam / Gel Mattress Toppers
• Air Conditioning Units & Space Heaters
• Coffee Makers & Water Boilers with warming plates
• Hoverboards, Electric Skateboard, Electric Scooters, & other Electric or Motorized Transportation Devices
• Plug-in Air Fresheners
• Lamps that do not use compact fluorescent bulbs (CFL) or light-emitting diode (LED) bulbs and lamps that have non-USB power outlets built in
  
• E-Cigarettes / Vapes / Tobacco / Marijuana
• Pets / Animals
• Irons without auto shut off
• Non-Approved Personal Furniture (furniture that does not meet California Technical Bulletin 117 (CAL 117) standards) 
• Wall Decorations that cover more than 10% of the wall space
• Bicycles

*For further details and exceptions see the full Terms of Occupancy or contact us at crch@stonybrook.edu. Thank you for not bringing these items into our residence halls. Any appliances and devices you bring with you need to be UL or ETL listed.

As you prepare for your stay at Stony Brook University, we recommend bringing a few essentials to help make your experience comfortable and convenient.

Adult conference groups in Southampton Campus, Chavez or Tubman Halls will have linens and towels provided. If you are part of a summer student housing program, you are responsible for bringing your own linens. Please refer to your program details to confirm what is included.

Suggested Items for Youth Conferences 

• Twin XL sheets, pillows, and towels.
• Personal hygiene items (toothbrush, toothpaste, shampoo, conditioner, soap, hairbrush/comb, toiletries, cosmetics, etc.)
• A backpack or additional bags for daily use
• Electronics (laptop, chargers, headphones, speakers, UL-listed surge protector, etc.)
• Snacks for convenience
• A reusable water bottle to stay hydrated

If You Are Staying for Multiple Weeks

For longer stays, you may also want to bring:

• Cleaning supplies (trash bags, disinfecting wipes, paper towels, air freshener, etc.)
• Laundry supplies (detergent, dryer sheets, laundry bag, etc.)
• A small refrigerator (must be under 5 cubic feet)

Entertainment items (such as a small TV or gaming console)

Laundry facilities are free and available in every residence hall, with at least one laundry room offering washers and dryers for your convenience. To use these facilities, participants should bring their own laundry supplies, such as detergent and dryer sheets.

For more information about laundry locations and usage, please visit the Residential Laundry Rooms page.

West Campus:
For questions about parking on West Campus over the summer, please contact Mobility and Parking Services at parking@stonybrook.edu.

Southampton Campus:
A Vehicle Registration Form will be included in your arrival email from the Student Life team. Participants planning to bring a vehicle should complete this form in advance.

Parking regulations are enforced by Student Life, the Fire Marshal, and University Police. Please note that Mobility and Parking Services (MAPS) does not manage parking for Southampton Conference Housing.

If you need assistance or have questions, please feel free to contact shstudentlife@stonybrook.edu.

During your stay at Stony Brook University, a variety of dining options are available both on campus and nearby. For up-to-date hours and locations of on-campus dining venues, please visit the Campus Dining page.

In addition to on-campus options, there are a variety of restaurants in the surrounding Stony Brook area offering both dine-in and take-out meals. Grocery and retail stores, including Stop & Shop, Walmart, and Target, are also located a short drive from the main campus.

Youth Conference Housing participants are required to have a dining or meal plan. Dining and Meal plan arrangements are coordinated directly by each youth conference program, so participants should contact their group coordinator for specific details.

Please note that meal plans are not available for Southampton Conference Housing, and on-campus dining options at the Southampton campus are limited.

During your stay, WiFi access is available through the WolfieNet-Guest network. Once registered, your access will remain active for three days.

If your stay extends beyond three days, you will simply need to re-register to continue using the network.

If you need help connecting or experience any issues, you can reach out to guest_wifi_request@stonybrook.edu or visit a campus tech station for support.

Campus mail operations are limited during the summer, and receiving mail or packages is strongly discouraged. Long-term stay participants can find specific instructions on receiving mail in their arrival email or contact Campres_Mailroom@stonybrook.edu for assistance.

In the event of a medical emergency, please contact University Police at 631-632-3333. Emergency Medical Services (EMS) will assist you and, if needed, transport you to Stony Brook University Hospital. After receiving care, participants are responsible for arranging their own transportation back to campus.

For non-emergency medical concerns, participants should plan to visit an off-campus urgent care provider. Please note that Campus Residences does not provide transportation for medical visits.

Your group coordinator may also have additional information or resources available to support you during your stay.

Multiple student staff members (Summer Housing Assistants) will reside in the building and support daily operations throughout your stay. They are here to help make your experience smooth and comfortable, supporting with check-in, check-out, and general housing-related needs.

Student staff is your first point of contact for facility concerns, assisting with assignment-related issues, and helping participants and chaperones navigate housing policies and campus protocols. Any facility-related issue should be reported to conference building staff within 24 hours or as soon as possible.

Professional staff, including the Residence Hall Director, Area Office Manager, and/or Assistant Director, provide supervision and oversee the student staff. They are also responsible for coordinating arrival and departure processes and responding to housing-related questions or concerns during your stay.

To ensure a safe and well-supported residential environment, 24-hour phone and/or office coverage is maintained throughout the conference period.

Campus Residences reserves the right to enter rooms or suites for purposes including occupancy verification, health and safety checks, cleaning, and maintenance.

Staff contact information will be posted in designated areas throughout the residential building.

For Groups staying longer than a week, Suite- and apartment-style bathrooms are cleaned weekly. If your space needs attention before the next scheduled cleaning, please contact your Residential Education professional staff in the Area Office to submit a request.

All conference participants, unless otherwise arranged with conference coordinators, will be issued a room key. Adult participants will also be issued a building access card. Both the room key and building access card must be returned prior to departure.

If a key and/or building access card is not returned and the participant does not contact the Conference Housing Office within 12 hours of departure, the item(s) will be considered lost.

Replacement costs for lost keys range from $80 to $407, depending on room type. A lost building access card costs $29 to replace.

Individuals who are not registered for conference housing are not permitted inside residential buildings. All guests must meet participants outside of the residence halls.

Family members, legal guardians, or a designee of a legal guardian are permitted inside residential buildings only during designated check-in and check-out periods.

Participants and/or Conference Coordinators are held responsible for any damages to residential spaces or facilities during their stay.

All facility-related concerns should be reported to Summer Housing Assistants as soon as possible to ensure a timely response and resolution.

Campus Residences reserves the right to enter rooms and suites for purposes including, but not limited to, occupancy verification, health and safety inspections, cleaning, and maintenance.

Participants and chaperones are expected to remain within their assigned floor and designated common areas of the residential building.

Residential building exterior doors are secured and controlled through an electronic card access system. Each participant will be issued an access card specific to their assigned building and must return it at check-out in the same condition in which it was issued.

Youth participants will not be issued electronic access cards unless an exception has been arranged in advance between Conference Housing and the Conference Host.

In the event of an emergency requiring police assistance or medical treatment, contact University Police immediately at 631-632-3333 (emergency dispatch). Youth participants should notify chaperones and housing staff as soon as possible in such situations.

All individuals are required to comply with safety regulations and procedures at all times. Fire Safety personnel, University Police, and/or Campus Residences staff may enter rooms during fire alarms to ensure compliance with evacuation procedures. The University reserves the right to require the immediate removal of prohibited items from apartments or residence halls.