August – October
  • Provide UNLV Sales Coordinator a preliminary program schedule, room and dining requests
  • Review facility rules & regulations
  • Submit signed contract and 10% non-refundable deposit as listed the contract
  • Complete the Declaration of Attendance
  • Submit the Certificate of Insurance, per the contract terms
  • Schedule a site visit/planning meeting with your UNLV Sales Coordinator
  • Send out Youth on Campus information to your group/participants
November – January
  • Complete a site visit/planning meeting to review details
  • Provide an updated programming schedule
January – April
  • Provide an updated programming schedule, if there are any changes
  • Update UNLV Sales Coordinator on registration numbers
  • Work with an Event Coordinator to fine tune all details
  • Discuss shipping and receiving needs, additional power requests, parking needs and any other special requests
30 Business Days Prior to Arrival
  • Close your participant registration
  • Final itinerary due
  • Submit additional 75% deposit (for a total of 85%)
  • Submit a request for early arrivals/late departures to your Event Coordinator
  • Determine check-in process and meal card format
14 Business Days Prior to Arrival
  • Confirm the number of beds needed, cancellation rate for unused beds shifts from 25% to 100%
  • Fill out the rooming list

* Residence Hall building access, overnight room access, and meals are loaded onto swipe cards that are created specifically for your group. Due to high volume, these cards are requested 2 weeks out. Your guarantee numbers are critical to ensure on-site success.

7 Business Days Prior to Arrival
  • Rooming List due
  • Commuter Roster due
  • UNLV Emergency Alert Sign Up

Cancellation Fees Examples

Example A

  • Contracted number of beds: 100 beds
  • Final bed count up to 14 days prior to earliest arrival: 90 beds
  • Amount due for unused beds: 10 beds x ($27 double rate * 25%) x 3 nights = $202.50

Example B

  • Contracted number of beds: 100 beds
  • Final bed count at less than 14 days prior to earliest arrival: 90 beds
  • Amount due for unused beds: 10 beds x ($27 double * 100%) x 3 nights = $810.00

(100% of contracted amount)

Payment Information

We accept payments in the form of checks or credit cards. Online payments are the preferred method of payment.

Pay Online

If paying by check, please make checks payable to "Board of Regents" and mail to the following address:

University of Nevada, Las Vegas
Student Union and Event Services
4505 S. Maryland Parkway, MS 2008
Las Vegas, NV 89154-2008