SUMMER CONFERENCE CONTRACT

Transcription

1 SUMMER CONFERENCE CONTRACT We are pleased that you have selected Roanoke College to host your conference. Arrangements for your visit are confirmed below. If any corrections are necessary, please call the Office of Community Programs & Special Events at (540) ****************************************************************************************************** NAME OF GROUP SAMPLE CONFERENCE GROUP CONTACT PERSON MS. STACY SAMPLE TELEPHONE (123) ADDRESS 1234 SAMPLE STREET ANYTOWN, VA CONFERENCE DATES JUNE 1-6, 2003 ESTIMATED NUMBER OF PARTICIPANTS: RESIDENTIAL: 200 COMMUTER: 50 ARRIVAL/REGISTRATION TIME 10:00am, SUNDAY, JUNE 1, 2003 DEPARTURE TIME 2:00pm, FRIDAY, JUNE 6, 2003 ******************************************************************************************************

2 RESIDENCE HALL(S) RESERVED Individual Keys: Y/N Dorm Masters: Y/N Exterior: Y/N Opening Time: 6:30am Lock-up Time: 12:00am RESIDENCE HALL(S) FEES Air conditioned hall * Un air-conditioned Hall* $20/person/day $17/person/day * Linen rental fees are not included in this price. Linen rental fees are $5.00 per set (this is a one time charge). Extra linens are always ordered and charged to the conference group. An extra 10% will be ordered with a minimum of 5 extra sets and a maximum of 30 sets. DINING SERVICES/CATERING ARRANGEMENTS REGULAR SUMMER DINING HOURS, SUTTON COMMONS** Breakfast 7:30-8:30am Lunch 12:00-1:00pm Dinner 5:30-6:30pm DINING SERVICES FEES (Per person per day) Breakfast $5.75* Lunch $6.75* Dinner $8.00* * Prices reflect 8.5% city and state sales tax on food. Tax exempt groups are not exempt from this meal tax because food is a consumable good. ** Meal times are flexible for larger groups NOTE: Special Meals, Breaks, and Receptions should be arranged directly with Catering. FACILITIES RESERVED FACILITIES FEES/DAY # DAYS $ days $ days $ days

3 TERMS AND CONDITIONS 1. CERTIFICATE OF LIABILITY INSURANCE Each program shall obtain and maintain commercial general liability insurance in the amount of $1,000,000 each occurrence Bodily Injury/Property Damage liability, combined single limit, including contractual liability and personal injury liability naming the College, its trustees, faculty, staff, employees, volunteers, and agents as Additional Insureds. At least two weeks (14 days) in advance of the program, the conference must provide Community Programs with a Certificate of Insurance issued through an insurance company acceptable to the College in compliance with the foregoing requirements: Note that a photocopy of the certificate or a letter from the insurance company will not suffice. 2. SAVE HARMLESS The conference agrees to indemnity and save harmless the College, its trustees, faculty, staff, employees, volunteers & agents from any legal action or claim for damages for injury to persons or property sustained upon the premises or upon the walks, streets or grounds of the College. 3. SUBLET The conference shall not have the right to sublet or assign the premises without the written approval of the College. 4. EMERGENCY/HEALTH FORMS Each conference is required to provide a completed emergency medical form for each participant. Emergency medical forms must be on file in Community Programs and the Office of Campus Safety at the conclusion of check-in. No one may participate in a summer program without a health form. This requirement is not negotiable. 5. SUPERVISION OF MINORS Conferences with minors must have a ratio of one adult counselor (18 years or older) per fifteen minors unless otherwise noted. Rosters for adult supervision assignment must be on file in Community Programs and the Office of Campus Safety at the conclusion of check-in. Adult supervisors are expected to be on-site for the duration of the conference/camp, especially when groups are in the residence halls. 6. FOOD FUNCTIONS All food functions and supplies must be ordered through the Dining and Catering Services Department at Roanoke College. All food functions requests (including any tablecloth requests) must be submitted to Community Programs three weeks (21 days) in advance. Price schedules available upon request. Any food function requests that include alcoholic beverages must be submitted three weeks (21 days) in advance for College approval - adults only.

4 7. FOOD GUARANTEES All groups having food functions must submit a minimum food guarantee to Community Programs two weeks (14 days) in advance. A final guarantee must be submitted three days (3) in advance. Food service bills will be based on the minimum guarantee or actual number of people served, whichever is higher. 8. LODGING GUARANTEES A lodging count must be submitted to Community Programs two weeks (14 days) in advance so that linens can be ordered. It is recommended that any anticipated late registrations be included in this count since the outside vendor may not be able to increase this order after this deadline. Stated lodging fees do not include expense for linen rental. Upon request, Roanoke College's Housekeeping Department will rent linens for summer conference groups (entire groups only). The linen sets include two sheets, a pillowcase, a towel, and a washcloth. Conference groups are responsible for paying direct costs of the linen rentals and any lost or missing linen fees. The room assignment roster must be submitted to Community Programs two weeks (14 days) in advance. Housekeeping will prepare the residence halls based on this roster. Failure to meet this deadline will not allow housekeeping sufficient time to prepare the halls. All lodging reservations will be confirmed at the conclusion of registration. The lodging bill will be based on this final bed count regardless of early departure. The conference will also be billed for the linen rental ($5.00 per set) for any linens that were ordered, but not used. 9. FACILITY RESERVATIONS On occasion, facility reservations for summer conferences must be released to accommodate changes in summer session classes. In these cases, alternative locations will be secured for the conference at no additional charge. 10. POOL The Alumni Gymnasium pool is reserved for use by Roanoke College faculty, staff, and students only.

5 11. AUDIO-VISUAL REQUESTS Requests for audio-visual equipment must be submitted Community Programs two weeks (14 days) in advance. If the college does not have the equipment requested available, rentals from local vendors can be negotiated by the college. Price schedules available upon request. Note: Requests made within two weeks of the conference will incur an additional 50% of the "going rate." Technical services for operating all audio-visual equipment will be provided at the current rate of $20.00/hour. The college does not have, and will not provide, flip charts. 12. INFORMATION TECHNOLOGY SERVICES The College has one computer lab available to conference groups. Requests for computer equipment and/or a computer lab must be submitted to Community Programs three weeks (21 days) in advance. If the College's Information Technology Services does not have the requested equipment available, rentals can be made from local vendors at prices negotiated by the College. Technical assistance for operating all computer equipment will be provided by the College and included in any rental rates. If additional software must be installed to satisfy the needs of your group, an hourly rate of $20.00/hour will be charged. 13. BUILDINGS & GROUNDS AND EQUIPMENT Requests for set-up (tables, chairs, stage, floor covering, etc.) must be submitted to Community Programs three weeks (21 days) in advance. Labor charges are based on $20.00 per hour per person. Overtime charges are billed at time-and-a half. Requests for use of Roanoke College tables and chairs must be submitted to Community Programs three weeks (21 days) in advance. There is no charge for the use of Roanoke College tables & chairs, although quantities are limited. Rentals from local vendors can be negotiated by the college to fill requests beyond the available College inventory. The rental expense will be charged to the conference group. 14. TECHNICIAN Requests for technician to monitor lighting or equipment must be submitted to Community Programs three weeks (21 days) in advance. Technicians and House Managers are mandatory when using Olin Theatre. Labor charges are based on $20.00 per hour. 15. PIANO RENTAL Pianos are available on a limited basis. Price schedules available upon request.

6 16. TRANSPORTATION Transportation is the sole responsibility of the conference. 17. COLLEGE CURFEW All camps and conferences for minors will adhere to a summer conference curfew of 11:00 PM. This requires that all participants be in lodging rooms as of 11:00 PM unless granted special permission for late evening functions. The Office of Campus Safety will lock exterior dorm doors at 11:00 PM each evening. Quiet hours are in effect from 11 p.m. until 9 a.m. in the residence halls and throughout the campus. No loud music or other behavior inconsistent with college quiet hours will be tolerated. 18. CAMP STORES Camp stores are permitted only if they do not compete with the services and merchandise offered through the College's auxiliary services. Exceptions are permitted by the Director of Auxiliary Services, as is the use of the College's Business Permit when necessary. The user will be responsible to report sales tax to the City of Salem; however, the user will not need to return a percentage of sales to the College. 19. CAMPUS SAFETY The Office of Campus Safety provides campus security twenty-four hours a day. Please use The Campus Safety Office phone numbers (540) and (540) as emergency phone numbers for your program purposes. 20. PERSONAL PROPERTY Conference participants are requested to keep lodging rooms locked since Roanoke College cannot be responsible for items lost or stolen on campus. If a participant leaves personal articles or clothing, they will be mailed C.O.D. to the individual upon request. 21. PROPERTY DAMAGE TO ROANOKE COLLEGE The conference agrees that the premises shall be kept in a neat and orderly manner, and that no activity will be permitted that will damage the reputation of the College. Any damage to Roanoke College property must be paid by the camp or conference within 30 days of the damage assessment. 22. LOST KEYS Each conference or camp is responsible for lost keys and will be billed for the cost of replacement. As a rule, keys are not issued to minors and master keys are provided to assigned counselors. There is a $25.00 charge for each lost room key, $50.00 charge for each lost exterior residence hall key, and $ for each lost master key.

7 23. SUMMER CONFERENCE CONTACT Each program must designate one person to be the contact for program planning with Community Programs. This individual will be responsible for completing all necessary forms and due dates. The contact person is the official name and signature required on this contract to be returned to Roanoke College. 24. DEPOSIT An advance deposit in the amount of $ is due upon receipt of signed and returned summer conference contract. This deposit applies to all external conferences and, along with the signed contract, confirms the reservations for the conference. This deposit is non-refundable after thirty (30) days in advance. 25. BILLING All charges will be included on one master bill to be sent to the Summer Program Contact. All bills must be paid in full within thirty (30) days of billing date. Any unpaid portion of the bill after that time will be subject to a 15% late payment fee. ************************************************************************************************ This Summer Conference Contract is signed for The Trustees of Roanoke College by Date Please sign and return two copies of this contract to: Stephanie Garst Community Programs & Special Events Roanoke College, Olin Hall 311 Salem, Virginia Name of Contact Person (print) Signature of Contact Date