Conference Housing Participant Information

Welcome to your on-campus stay, we're glad you're here! Whether you're preparing for your visit or have already arrived, our team is here to make your experience comfortable, smooth, and enjoyable.

Below, you will find answers to some of the most frequently asked questions to help guide you during your stay. If you need additional assistance or have specific questions about your housing arrangements, please reach out to your group coordinator or contact us directly at crch@stonybrook.edu.

We look forward to supporting you during your stay and hope you have a great experience on campus!

If you’re currently on campus and need to connect with someone in your residential community, you can find the appropriate contact information on our Community Contacts Website or click the area below.

Living Learning Community- Chavez & Tubman, Lauterbur and Yang Halls
Roth Community Buildings are Cardozo, Gershwin, Hendrix, Mount, and Whitman Halls
West Apartments Buildings A through K
Amagansett, Southold, Mattituck, Sagaponack, Greenport, and Shelter Island Residence Halls

Check-In Information:

Check-in will take place in your group’s assigned residential building or area office between 1:00 PM and 4:00 PM, unless otherwise communicated by your conference coordinators or your check-in email. You can find staff contact information and the specific check-in location in your arrival email.

Participants who are unable to arrive during scheduled times must notify Conference Coordinators at least one week prior to arrival to arrange alternative accommodations.

Check-Out Information:

All participants are expected to complete check-out between 9:00 AM and 11:00 AM on their scheduled departure date, unless otherwise communicated by their conference coordinator.

To complete your checkout:

Remove all Personal Items from your room (the University will consider any items left behind as abandoned property and may be discarded)
Your room is in a similar condition to when you arrived, including trash in the receptacle or thrown out in the building's trash room
For ease of check-out assessment by Residential Education staff, please have all drawers and closets open
Go to the specific building or area office to return your key and/or access card, and a staff member will check the room with you prior to your departure.

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.
Stony Brook University is a smoke, tobacco, and marijuana-free campus. The following items are strictly prohibited in all university residence halls due to the New York State Fire Code, campus policies, or the Conference Housing Terms of Occupancy.

Campus-Wide Smoking & Tobacco Policy
- Smoking, Vaping, & Tobacco Products: E-cigarettes, vapes, tobacco, and marijuana are completely banned across campus and within all residence halls.
Electronics, Lighting, & Appliances
- Unsafe Power Strips & Cords: Non–surge-protected extension cords, outlet splitters, and power adapters.
- Certain Coffee Makers & Kettles: Coffee makers and water boilers equipped with warming plates.
- Unapproved Lighting: "Cut-to-fit" decorative string lights. Lamps that do not use compact fluorescent (CFL) or light-emitting diode (LED) bulbs, and lamps featuring built-in non-USB power outlets.
- Network Disruptive Devices: Personal routers (wired or wireless), proxy servers, gateways, DHCP devices, or compromised/infected personal devices that could degrade or interfere with university wireless services.
- Heating & Cooling: Air conditioning units and space heaters.
- Unsafe Clothing Irons: Irons that do not feature an automatic shut-off mechanism.
Cooking Appliances
- Appliances not specifically approved for your building or area. This explicitly includes microwaves, toasters, rice cookers, grills, hot plates, crock pots, pressure cookers, and air fryers.
Fire, Chemical, & Hazard Warnings
- Flame-Producing & Combustible Items: Candles, lighters, chemicals, and combustible materials.
- Plug-in Air Fresheners: All plug-in style air fresheners.
Furniture, Bedding, & Room Decor
- Bed Alterations: Non-university Bed risers, lofts, lofted beds, and bed frames.
- Mattress Toppers: Not allowed unless it meets or exceed California Technical Bulletin 117 (CAL 117) fire safety standards and have an attached tag showing as such.
- Unapproved Furniture: Personal furniture that fails to meet CAL 117 fire safety standards.
- Excessive Wall Coverings: Wall decorations or posters that cover more than 10% of the total wall space.
Micromobility
- Bicycles: Standard bicycles are not permitted inside the residence halls.
- Motorized & Electric Transportation: Hoverboards, electric skateboards, electric scooters, e-bikes, and any other electric or motorized transportation devices are not allowed and cannot be charged inside the residence halls.
Animals
- Animals: Animals are prohibited, except for service animals.
All appliances and devices must 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.
- 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
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)
Linens and Towels

Adult conference groups in Southampton Campus, Chavez, or Tubman Halls will have linens and towels provided.

Summer Housing students and Youth Conference Housing in Roth Community, Lauterbur Hall, Yang Hall, or West Apartments are responsible for bringing your own Twin XL sheets, blankets, pillows, and towels.
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.

Maps and Directions for West and Southampton Campus