Operations: The User sets the policies to be observed at the conference, which shall not be in conflict with the Laws of the State of Pennsylvania, or the rules, policies, and regulations of the State System of Higher Education Board of Governors and West Chester University of Pennsylvania.

The User shall appoint a conference director who is authorized to make arrangements and financial commitments with the Office of Conference Services for recreational, administrative and meeting, housing, food service and program requirements. All such programs shall be made through the University’s Conference Services representative. It is agreed that both of these individuals shall be kept informed and up to date on pertinent matters in order to insure maximum cooperation and effective operational support.

BUDGET: The Conference Director shall submit to the Office of Conference Services an approved budget for the program signed off by his/her respective chairperson and dean for academic departments or department directors for non-academic areas.

REGISTRATIONS: The Office of Conference Services shall receive all registration forms and monies. The office shall maintain a database of names, addresses and monies received. Brochures are to list the Office of Conference Services mailing address on it in order to have registrations returned directly to that office.

PAYMENT: All conference/workshop fees shall come into the Office of Conference Services. The Office of Conference Services will be responsible for making daily deposits and tracking deposits for each program. Upon completion of the program, and after compiling all internal chargebacks, the Office of Conference Services will issue a final report to the program coordinator. The Office of Conference Services will deduct direct expenses (i.e., catering, postage, graphic and printing charges) as well as an administrative fee (minimum 10%, maximum 25%) for services provided.

EXCESS REVENUE: A journal transfer form will be used to transfer excess funds from the Office of Conference Services to the User’s account upon completion of the program and issuance of the final accounting report.

HOUSING: All rooms are double occupancy unless other special requests have been made. Linens are not automatically provided. Linen service can be arranged with notice at least four weeks prior to the start of the conference. A full set of linens includes: 2 sheets, 1 pillow case, 2 bath towels, 1 wash cloth, 1 pillow and 1 blanket. Your conference program will be charged $10/set. The User is responsible for providing adequate supervision throughout the assigned residence hall(s).

Room inventories will be made by the University’s Residence Life staff (in conjunction with the User’s staff is requested by the User) prior to the arrival and after the departure of participants. Any charges for damages by the User will be added to a supplemental bill. Additionally, lost room keys will result in a $35 charge per key.

FOOD SERVICE: All conference participants must eat all meals in the assigned dining areas only, and must present their meal cards prior to entering the dining facility. (For catered events, no meal tickets are required.) It will be the responsibility of the User to keep the Office of Conference Services informed concerning the number of participants (including those staying off-campus who plan to eat on campus) so that adequate food preparation can be arranged for each meal. Dining services sets meal times.

Alcoholic Beverages are not permitted on campus without the prior written approval of the President of the University. To request permission to serve alcohol you must obtain an "Alcohol Request Form" from the Office of Conference Services. It is recommended that this form be obtained and processed at least 4 weeks before the scheduled event.

FACILITIES: University academic programs (i.e., classes, athletics and recreation) take priority at the University. However, a limited number of classrooms, auditoriums, theaters and ballrooms are available on a first-come, first served basis. The User is encouraged to make arrangements for such space at the earliest possible date. There is a co-sponsored user’s fee for the use of the facilities.

Acknowledging that space is at a premium on campus, unless the Office of Conference Services receives (at least one week notice prior to the beginning of the program) written notification that the requested reserved space is to be decreased, the User shall be billed for all of the reserved space, whether or not it is used.

SUPPORT SERVICES: The User shall be billed at the regular hourly rate for all auxiliary support provided to the program. This may include but not be limited to Public Safety, Custodial Support and Logistical Services.

SUPERVISION AND SECURITY: The User shall be responsible and supervise the use and secure all assigned on-campus facilities. The User is responsible for proper usage; adherence to safety regulations, compliance with University operational procedures, fire codes, and all personal equipment brought in by the User.

INSURANCE: It is recommended that conference groups with regional or national affiliation provide a certificate of insurance not less than thirty (30) days prior to the first day of the conference. The Certificate of Insurance shall include the following:

1. Name West Chester University as additional insured;

2. Certificate Holder is West Chester University;

3. The coverage afforded under this certificate shall be primary and any insurance carried by the State or any of its agencies, board, departments or commissions shall be excess and not contributory insurance to that provided by the named insured (user);

4. Coverage afforded under these policies will not be canceled, terminated or materially altered until 30 days prior written notice has been given to the University.

Minimum coverage shall be:

A. Workers’ Compensation Insurance sufficient to cover all employees of the organization.

B. Comprehensive Commercial general liability insurance, property damage insurance, and automobile liability insurance in such amounts as the University shall deem sufficient but no less than $250,000 each person, $1,000,000 each occurrence for bodily injury and property damage. Policy/ies shall be on an occurrence basis only.

SPECIAL SERVICES: (TELEPHONES/MOTOR POOL): Telephone requirements for the administrative needs of the User, to include specific locations and number of telephones, will be submitted to the Office of Conference Services no later than ninety (90) days prior to the start of the conference. Installation, usage and toll call charges will be included in a supplemental bill. Use of motor pool vehicle(s) must also be submitted in writing no later than ninety (90) days prior to the start of the conference. These charges will also be added to the final bill as direct costs. Note: All drivers must be licensed University employees.

MISCELLANEOUS CHARGES: Charges for audio-visual services, duplication, transportation, etc., will be added to the User’s bill.

MEDICAL CONSENT FORMS: Medical consent forms for conference participants under the age of eighteen (18) must be signed by the participant’s parent(s) or legal guardian, and a copy retained by the conference leader, residence hall staff and University Health Center. An authorized medical consent form is required before treatment can be administered to any minor.

SUBMISSION OF AGENDA: To insure a well organized conference, a final written agenda or program is to be submitted to the Office of Conference Services no later than one week prior to the start of the conference.

CANCELLATION POLICY: If the conference must be canceled or postponed for any reason, the department of ________________________________ will be responsible for reimbursing the Office of Conference Services for all expenses incurred plus the anticipated administrative fee.

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