Check-Ins

On the conference contract we will specify that you check-in at 2:00pm. If you are unable to check-in at this specified time, you will need to contact our office for approval in advance or indicate an approximate time on your application. Depending on approval we will allow you to check-in between 9:00am to 9:00pm (office hours), check-ins that occur when the front office is closed will be assessed $25.00 per group or individual. Individual check-ins: You may proceed directly to your designated dorm or apartment complex and check-in at the front desk. You will need to provide an ID and sign the Occupancy Record Form (ORF) before receiving your keys. The Desk Receptionist will go over the linen exchange procedures, rules, brief orientation of the building and will also be able to answer any questions you may have.

Group Check-Ins

Before a group checks in to a dorm or apartment, we REQUIRE that a dorm/apt. roster be filled out with the names of your confirmed participants and be sent along with your signed contract, at least 6 weeks in advance of your check-in date.

For small groups (10 participants or less)

You have the option of checking in individually or having your group coordinator(s) sign for room keys and have them distributed to the rest of your group participants. For a convenient and efficient check-in, larger groups (10 participants or more) we will REQUIRE that a coordinator(s) sign for all the keys and distribute these keys to the rest of the group participants.

Note: From past experiences the best method of checking in large groups is to have the group coordinator(s) sign and distribute room keys to their participants rather than having every group participant wait in line for a long period of time. Please contact our office if there are any questions or if you require a special check-in procedure that you would like your participants to have when checking in.

Dorm Roster	**Downloadable PDF Dorm Roster***
Apartment Roster	**Downloadable PDF Apt Roster***

Front Desk

The front desk is located on the first floor of every building. The hours of operation are between (9:00am - 9:00pm) seven days a week, excluding holidays. Every dormitory and apartment complex provides a front desk service to assist you in your check-ins/outs. The front desk provides security for residents residing in the dorms and other services including the following:

• Blankets, Change, Handcarts, Vacuums
• Mail and messages
• Spare keys when locked out (must provide a picture ID, 15 minutes time limit only), Information, Parking Passes ($3.00/day)

THE FRONT DESK DOES NOT PROVIDE THE FOLLOWING: Wake-up calls and concierge services

Other desk Info:

• When borrowing items, collateral will be collected and held until the item is returned
  
• Spare keys will be signed out only to registered guests of that room and for only 15 minutes.
  
• The front desk will only forward calls to guest rooms; they cannot give out phone numbers or room numbers.

Facilities

Keys	Room keys are issued at check-in and cannot be duplicated. The corkey (flat key) will open the front entrance doors and your respective room. You will be charged for keys lost or keys not returned.
Kitchen	Cooking is allowed only in the kitchen located on the roof top. It is equipped with a sink, table area, and a stove/oven. In the kitchen there is also a recycling area for glass, aluminum, and plastic. Please keep the area clean for others to use!
Laundry Room	Six card operated washers ($1.25 per load) and dryers ($1.00 per cycle) are available 24 hours daily. DO NOT LEAVE LAUNDRY UNATTENDED. We encourage guests to stay with their laundry as a courtesy to other guests waiting to use the machines and as a precaution against theft. If the machine malfunctions, please notify the front desk staff. *Single load of detergent is available for purchase at the front desk.
Linen Exchange	Guests may have their linen exchanged once a week. For all conference groups staying in conference housing, linen exchange time and date will be posted at the front entrance of your assigned dorm. Please check for posting in your hall for specifics.
Mail	Check with your front desk for address information. Conference groups/individuals will have messages and notices of incoming mail/packages placed on a bulletin board located in the first floor next to the front desk. Mail is delivered and picked up Monday through Saturday, except for holidays. Outgoing mail may be dropped off at the front desk.
Parking	The University Traffic and Transportation Office control parking in conference housing. In order to receive a parking pass for your stay, you must contact our conference housing office at (808) 956 -7436. Our office will make a request to the Parking Office for an approval of a permit. Our office will notify you with the total cost of the pass(es). You must pick these up directly from the parking office. All vehicles must display permits and be parked in marked stalls. The cost for a parking permit is $3.00 a day. It may take up to 48 hours to receive a parking pass. Bicycles and mopeds are not allowed in the buildings.
Telephone	A touch-tone telephone is provided upon request. Your phone number for the room is listed on the phone jack. Local phone calls are free of charge. For long-distance phone calls you will need to use a calling card. To place a call to a number within the university, dial the last 5 digits of the number. Ex: for 956-6282 dial 66282 To place a call outside of the system, dial 9 + 987-6543

Amenities

Amenities vary depending on which building you are staying in. The following is a list of amenities that are included for every bed/person in conference housing:

1. Linen: 2 Sheets, 1 pillow, 1 pillowcase, 1wash cloth, 1 towel, 1 blanket (only on request)
   
2. Toilet Paper (for apartments only)

Note: We recommend that all guests bring their own towel. The towels that are provided by conference may be too thin for you and are only exchanged 1x week.

The following is a list of amenities in each conference building/room:

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Hale Aloha Towers	Two twin-size beds, study desks, chairs, closets, Internet and phone connection, cable TV access. Must provide own internet cable and TV. Internet cable must be Category 5 (Cat5) or higher patch cable (not crossover cable).

Rules & Policies

General Rules

If minors (ages 17 and below) are a part of your group and traveling without their parents, we recommend that you have written parental permission to have medical assistance rendered in case an emergency occurs. All guests should bring their medical insurance card. As a general rule, the medical community in Hawaii will not provide services to children under 18 years of age without written parental consent. All groups that have underage participants (ages 17 and below) are REQUIRED to have a live-in coordinator or group leader stay with the participants in the same building and floor. All conference participants must sign in their guests at the front desk and the number of guests staying in each room will not exceed the number of beds provided, each conference guest must have their own bed.

Alcohol and Smoking

A person must be at least 21 years of age to consume alcoholic beverages according to Hawaii state law. Additionally, student-housing policy permits the consumption of alcoholic beverages only in the privacy of a resident's room or apartment. Smoking is not allowed in the rooms, hallways or courtyards of the dormitory and if you do decide to smoke it must be at least 50feet outside, away from the building. Our hall staff will strictly monitor these policies; violators will face immediate eviction from the premises.

Fire Safety Equipment

Each room is equipped with fire sprinklers and a smoke detector. Do not tamper with fire equipment and do not attach clotheslines or any other objects to sprinkler heads or other fire equipment. Familiarize yourself with the location of fire exits and fire alarm pull stations that activate the alarms. Fire evacuation information is posted on the back of your room door. Guests responsible for setting off false fire alarms or tampering with fire equipment will be evicted and arrested for prosecution.

Emergency Information

ON-CALL

There is someone on duty at all times in case of emergencies. The on-call staff person provides the following services when the Front Desk is closed: assist guests who are locked out of their room. check-in or check-out individuals/groups that have made prior arrangements with staff. respond to all policy violations, such as noise complaints. respond to all emergencies. (you may also report all emergencies to Campus Security at x66911) incase of critical emeregencies please call 911

The staff begin their ON-CALL shift from 4:30 pm in the afternoon to 8:00 am the next morning (all day on weekends). There is an on-call calendar posted on the bulletin board at every front desk. During work hours, emergencies of problems may be reported to the Front Desk or Student Housing Services Desk at x68177.

HOW TO CONTACT THE ON-CALL STAFF

The call number for the Conference Hall staff is located at each front desk (call only after 4:30pm and the Weekend!)

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