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Checking In & Out FAQ

Keys, Room Access, and More

What time is check-in? Where do I pick up my keys and access cards?

Check-in dates and times and locations will be different for every camp or conference. Please contact your camp or conference administrator to obtain specific information about your program’s check-in date, time, and location. 

In order to adequately prepare your room for your arrival, we ask that you do not attempt to check in earlier than the time specified for your event.

What if my scheduled arrival time is outside the check-in time window, or happens after regular business hours?

If you are scheduled to arrive outside the determined check-in time for your group, but between the hours of 8:00 a.m. and 8:00 p.m. EST, please go to the Conferences@UVA office (425 Tree House Drive) to check in.

If you are scheduled to arrive after 8:00 p.m. EST, we ask that you please call our office at 434.924.4479 during regular business hours. We will make arrangements for our on-call staff to meet you at your scheduled arrival time to check you in. 

If you call our office after 8:00 p.m., you will be directed to call the after-hours, on-call phone number for assistance. A member of our on-call staff will assist you with your after-hours arrival.

How will I receive the room keys/access cards?

You will receive your room keys/access cards upon arrival at your check-in. You will be asked to sign for your keys. A $25 fee will be charged for any access card that is not returned at check-out, and a $100 fee will be charged for any physical key that is not returned at check-out (applies to the Lawn and Range only).

Who is allowed to pick up keys/access cards at check-in?

The camp/conference administrator provides a roster of attendees to Conferences@UVA prior to the group’s check-in. The person whose name appears on the roster will be given the key to the room assigned to them, and that person must sign the roster to indicate that they have received their room key.

What is the key deposit?

For guests who have individually registered and paid for their housing, we require a credit card number at check-in for the key deposit. For the safety of all our guests, the University immediately changes all affected locks whenever a key is determined to be missing. In the event that your key and/or access card is misplaced or damaged, your credit card will be charged a lock change fee. Your card will not be charged unless your keys are missing at the time of checkout. If the correct keys are returned at check-out, the card number will be removed from our records and destroyed.

What time is check out? Where do I return my keys and access cards?

Check-out dates, times, and locations will be different for every camp or conference. Please contact your camp or conference administrator to obtain specific information about your program’s check-out information.

Can I check my baggage at the Conferences@UVA offices?

No. Unfortunately, we are not able to hold luggage in our office due to legal and security restrictions.