Western Kentucky University Transforms Summer Operations with the StarRez Conference & Events Solution

From Paper Chaos to Conference Clarity

When Western Kentucky University (WKU) set out to modernize its campus housing operations, the shift from analog to digital was nothing short of transformational. “It was like going from an episode of The Flintstones to The Jetsons overnight,” says Doug Tate, Assistant Director of Housing Administration. Over the last few years, WKU has become a standout example of how deeply integrated StarRez solutions, like the Conference & Events solution, can revolutionize campus efficiency, accountability, and student experiences.

Rebuilding Summer from the Ground Up

WKU’s summer camps and conferences program had historically been a key part of their campus operations. In the wake of COVID-19, that thriving program dwindled. The staff member who had managed it for over 15 years left the university, and the program was essentially due for a fresh start.

“We realized how much revenue we had been missing during COVID because we didn’t have camps and conferences,” Doug explains. “So we thought, if we’re going to rewrite the book, let’s rewrite it all the way.”

That’s when WKU made the strategic move to implement the StarRez Conference & Events solution. It was a decision that would prove to be a turning point in operational efficiency and financial return.

Precision Billing and Accountability

One of the biggest benefits of the implementation has been the accuracy and speed of billing. Previously, invoicing a single camp could take weeks, involving paper rosters and manual calculations. Now, that process takes days.

“Billing within StarRez definitely saved us a lot of time, and I think it’s also just a lot more accurate... We’re now charging for every room used. No more estimating 50 campers when 55 show up.”

- Doug Tate, Assistant Director of Housing Administration at Western Kentucky University

WKU also introduced new billing logic based on room type preferences, offering camps clear choices: standard, private, or hotel-style rooms - each with an associated rate. Today, if a camp chooses not to use the StarRez-exported roster format, they’re charged a small admin fee. “Most camps choose to do it our way now,” Doug adds, “but some just say, ‘here’s $150, please handle it.’”

Operational Efficiency: Faster Flips and Smarter Housekeeping

With 35 summer camps and 4,300–4,500 campers expected (nearly the same as their academic-year housing population), WKU needed a tool that could scale. StarRez’s reporting features made it easy to hand off specific room lists to housekeeping teams, improving turnover time between groups.

“This weekend, we’ve got a camp of 500 checking out on Saturday and another 500 moving into the same building Monday,” Doug explains.

“StarRez tells us exactly which rooms were used, which means housekeeping doesn’t have to hit every room. That’s been a game-changer.”

- Doug Tate, Assistant Director of Housing Administration at Western Kentucky University

Before StarRez, WKU avoided stacking camps in the same buildings due to the chaos of manual tracking. Now, overlapping reservations aren’t just possible, they're efficient.

Improving Camper Experience and Data Strategy

The improved process has also elevated the camp experience.

“Our larger camps really appreciate how official and streamlined everything feels now... Even the less tech-savvy organizers are adapting. It’s brought a sense of formality and professionalism that we didn’t have before.”

- Doug Tate, Assistant Director of Housing Administration at Western Kentucky University

WKU also hopes to eventually track whether campers become enrolled students, turning camps into a long-term recruitment pipeline. “We haven’t solved the John Smith problem yet,” Doug jokes, “but at least now we have the data to start.”

One Platform, Year-Round Consistency

One major benefit of the StarRez ecosystem is its seamless integration across summer and academic year operations.

“It’s one consistent process. Our hall directors use StarRez every day during the school year, and now it’s the same system in the summer. Camp dashboards, bookings, maintenance - it’s all familiar.”

- Doug Tate, Assistant Director of Housing Administration at Western Kentucky University

This consistency has also enabled more flexibility. For example, Doug can proactively block out rooms during summer for early-arriving fall residents, avoiding scheduling conflicts before they happen.

Quantifiable Success

While WKU continues to gather hard metrics on time saved, the results so far speak volumes:

• Higher efficiency, as time-to-bill is reduced from weeks to days

• Increased billing accuracy across 4,500 campers

• Increased summer revenue and space utilization from hosting up to 35 camps and 4,500 campers in 2024, all managed through StarRez.

• Faster turnaround for housekeeping and facilities through room-specific reporting

• Streamlined communication between summer and academic-year teams

To summarize these benefits succinctly:

“It gives us more time to do the things that matter.”

- Doug Tate, Assistant Director of Housing Administration at Western Kentucky University

Broader StarRez Impact: Year-Round Innovation

WKU’s enthusiasm for StarRez extends well beyond summer operations. Over the years, their housing team has developed multiple award-winning applications of the platform, including:

• RA & Desk Assistant Web Portal: A centralized hub that gives student staff access to how-to guides, conduct forms, and a custom-built timecard system, saving WKU thousands by eliminating the need for third-party tools.

• Move-In Time Slot Automation: Using profile codes and widget logic, students are automatically guided to the right check-in path depending on their group or classification.

• Program Management & Attendance Tracking: Student staff submit proposals, get real-time feedback, and upload attendance. Doug even created a workaround to bulk upload program attendance, improving reporting across departments.

“Before StarRez, everything was paper or clunky Banner forms. Now, we’ve got front desk dashboards, admin panels, data subs, profile codes, and widgets working together like a well-oiled machine.”

- Doug Tate, Assistant Director of Housing Administration at Western Kentucky University

And the best part? According to WKU, they didn’t even know how much work was really being done until they had the data. “When reflecting on the difference the data has made, Doug states, “now we log 250,000 visitor check-ins and 6,000 packages a month, and we can recognize our student staff for all of it.”

Advice to Other StarRez Partners

When asked what he’d tell others considering the Conference & Events solution, Doug doesn’t hesitate:

“Think about everything StarRez has helped you do faster or better in housing and apply that logic to camps. Summer isn’t a slow time. Having a tool your staff already knows gives you a huge advantage.”‍

- Doug Tate, Assistant Director of Housing Administration at Western Kentucky University

Ready to see how StarRez can transform your conference and events strategy like it did for WKU? Schedule a call with our team.