Accommodation terms & conditions

Monthly Payments

Summer Accommodations guests will be permitted to pay for their accommodations on a monthly basis. For your convenience, a monthly charge will be applied to the credit card used to make the initial booking 30 days after the previous payment was accepted. Individuals who wish to pay in person must inform Summer Accommodations in writing and must come to the Summer Accommodations front desk at Ron Eydt Village to pay. Failure to pay on time will result in late fees and/or termination of accommodation.

Right of Entry

The University holds the right of entry into any University-owned residence or dwelling. We will endeavour to provide advance notice when situations permit.

Your Room

Your room comes equipped with a variety of fixed and non-fixed furniture and furnishings.  Additional furniture (or storage of furniture) is not allowed in rooms or suites.

Unit Cleanliness

You are responsible for maintaining an acceptable level of cleanliness. This expectation is not only for your residence unit but is extended to all common areas in the residence including TV areas, game rooms, washroom facilities, cafeterias, etc. If you live in a suite-style/townhouse accommodation, it is your responsibility to ensure that your unit’s common areas, washroom facilities and appliances provided are properly maintained and cleaned regularly. A designate from the University of Waterloo will conduct periodic inspections of each unit. (You will receive advance notice.) You are expected to clean your unit before leaving at the end of your rental period and are responsible for any damage beyond normal wear and tear or any excess cleaning required by our staff. Guests are to use the garbage and recycling containers provided. 

Safety and Security

When notified of fire or other emergencies in the building, all guests must immediately evacuate the building and remain outside until permission to re-enter has been granted by Waterloo personnel. The discharging, tampering with or operating of any fire prevention or detection apparatus for any purpose other than the control of fire is strictly prohibited.  Cooking food in any bedroom is not permitted. All electrical cooking appliances (i.e. toasters, hot plates, microwaves), are to be stored in areas with approved kitchen facilities. Automatic shut-off coffee makers or kettles are permitted in residence rooms.  Guests are not permitted to keep bicycles or large personal items in any stairwell, hallway, or common area in the residence.  Guests are prohibited from having barbeques or fires on residence property.

Air-Conditioning

Air-conditioning units are not permitted in residence (including the use of window air conditioning units and free-standing air conditioning units). If restricted devices are found by University staff, they may be removed from your room without notice.

Alcohol Consumption

Alcohol is prohibited in any public area on the University of Waterloo campus. Persons who are 19 years of age and above may consume alcoholic beverages inside the townhouse units in a responsible manner. Alcohol is prohibited in the front and back yard of your townhouse.

Chaperone Policy

If your group includes guests under the age of 18 years, chaperones are required.  The University of Waterloo will not house minors without chaperones being present.  Chaperones must stay in the residence on the same floor/wing as their underage guests and are responsible for them at all times.  Please note, that a minimum ratio of at least one (1) chaperone per ten (10) minors is required.  A higher ratio of chaperones to minors is preferred.  Chaperone names must be provided to Catering & Event Services with the group rooming list.

Damages and Loss

We hold you financially responsible for any damage or loss to your unit and/or its contents and also for the cleanliness of your room when you vacate. If you are assigned to a townhouse you are jointly responsible, with the other occupant(s) for the suite, for damage or loss sustained in the common areas of that accommodation.  In some circumstances, you and other guests in your building or area may be held accountable for damage to that building or area. When using the shower, please note that the shower curtain must be inside the tub to avoid extra charges associated with any water damage.

Internet

All guests have access to complimentary WiFi for use on their laptops, tablets, and smartphones.  Login information is on the back of your key envelope.  Please contact Front Desk if you are having problems accessing the WiFi.  If you are a student or employee at the University of Waterloo or any institution with Eduroam, you can use your Quest ID and password.

Keys

Guests are prohibited from lending assigned key(s) to anyone under any circumstance. All keys must be returned to the Summer Accommodations Front Desk, located in Ron Eydt Village, (preferably in the envelope given to you at check-in), at which time you must also settle any outstanding balances on your account.  Any keys not returned will result in an automatic charge of $100.00.

Mailing Address

If you are going to be receiving mail during your stay, please let us know and have it sent to:

If by Courier Service:         

Non-Smoking Policy

The University of Waterloo is a non-smoking facility.  Smoking is not permitted within 30 feet (10 metres) of the buildings at any time.  A fine of $200 will be applied to anyone found smoking in their guest room.

Effective July 1, 2024, all smoking is prohibited at our University and campuses, including the use of electronic smoking devices, and electronic nicotine delivery systems that create an aerosol or vapour. Groups and individuals are required to comply with all applicable federal, provincial and municipal legislation and the University of Waterloo policies, including but not limited to policies regarding smoking and cannabis. The University's Tobacco and Smoke-Free Policy prohibits smoking and vaping, including smoking or vaping cannabis, and the use of any tobacco products on the University of Waterloo Campus.  

Parking

Complimentary parking is available to our overnight guests in Lot "V" and "S" with overflow parking available in Lot "J" and "X".  Please do not forget to pick up your parking pass at the Summer Accommodations Front Desk, located in Ron Eydt Village, to avoid receiving a ticket or having your vehicle towed. Visitor parking is available in lots “S” or “V” and parking passes can be purchased at the “Pay & Display” machine located in “S” lot for $7.00.

Pets and Animals

In compliance with the health and safety regulations for UW residence buildings, animals are not permitted into the guest rooms or common areas, with the exception of a service animal.

Quiet Hours

For the convenience of all guests “Quiet Hours” are designated from 11:00 pm to 7:00 am.  Please respect your neighbours.

The above-noted information and policies are a summary of common items that relate to guest accommodation at the University of Waterloo.  This information is subject to change.  Guests are also advised that they must abide by any and all policies and procedures that are in effect at the University of Waterloo which apply to the campus community in general.  Please consult with the Conference Manager should you require further information.