EVENT SERVICES POLICY SUMMARY
Please
check each box, verifying agreement. Keep a copy for reference.
Click
here for a printable copy
1. A Certificate of Liability
Insurance will be required for each group. The certificate of
insurance must show bodily injury and property damage limits of
not less than $2,000,000 on a combined single-limit basis and
$2,000,000 for pool usage with a minimum of a 14-day
cancellation clause. This certificate will be presented to Event
Services no later than fourteen working days prior to the date
to which the certificate applies. The certificate must name
Lenoir-Rhyne University as an additional insured.
2. Registration must be
limited to a 2 hour window of time.
3. If a key or access card is
lost the contracting group will be charged.
4. Rosters with room
assignments for participants including staff, chaperones,
parents etc. must be submitted to Event Services 14 days prior
to check–in.
5. Staff may check in one day
prior to participants with permission. The Contracting Group will be billed for
this night.
6. Staff must check out the
same day/time as participants.
7. Early arrivals or late departures must receive approval from
Event Services.
8. Thirty (30) days prior to
the start of the event, Contracting Group will provide University with a
revised estimate of participants/staff.
9. Fourteen (14) days prior to
the start of the event, Contracting Group will provide University with a final
count of participants/staff for lodging and food service
10.
Contracting Group will be charged
according to the guaranteed or actual number of participants,
whichever is higher, furnished at the fourteen-day point in
accordance with the contracted rate schedule.
11. It is the responsibility of
the Contracting Group to determine if a participant has special needs. This
information must be communicated to Event Services before your
event.
12. Contracting Group is aware that linen
packets consist of 2 sheets, 1 pillow, 2 towels and 1 wash
cloth. Blankets are NOT available. Fee is charged per linen
packet. Contracting Group understands there is no maid
service.
13. ARAMARK provides all food
service. They require a guaranteed number of participants no
later than 14 days prior to the day of registration. Contracting
Group will
be billed the guaranteed number or actual, whichever is higher.
Residential participants are expected to eat all meals on campus
except when a program activity takes the groups off campus.
14. Event Services must be
notified in advance if participants will be taken off campus for
an outing. If notification is not received, Contracting Group will be
charged for meal(s) missed.
15. Meal times are set by
ARAMARK to insure service and food preparation. If different
meal times are needed to fit your program please contact Event
Services immediately. Groups will be charged for extra labor to
extend meal times.
16. To ensure proper service you may be given a specific mealtime for
your group if there are several groups on campus. ARAMARK reserves the
right to alter meal service if your group numbers are below 50.
17. All participants will be given meal tickets which must be presented
to enter dining hall.
18. Supervision: Adult live-in supervision is required with any
youth or high school group ages 0 to 18 years of age. Your staff must be in
the building at all times when participants are in the building(s).
Note :
The
ratio of adult counselors to youths for this conference will be 1: (1:15 is the maximum
number permitted unless special prior arrangements are made in
writing with the Event Services).
19. Adult supervision is
required with any youth or high school group ages 0 to 18 years
of age, at ALL times.
21. Contracting group will be
charged if damages occur to campus facilities.
22. If the Contracting Group wishes to reserve a block of time for
exclusive use of the pool, the fee for lifeguards(s) will be added to
the
invoice.
