Please review the following important information prior to filling out your request:
- CONTRACTS
- HOUSING
- YOUTH GROUP SUPERVISION
- CHECK-IN/CHECK-OUT
- MEALS
- PARKING
- SERVICES
- INSURANCE
- DAMAGES
- LOST ITEMS
- PROMOTIONAL MATERIALS
- OTHER
- Once the Conference Group Housing Request Form has been received and processed, the CES Office will execute a License Agreement for your signature. Accommodations are not guaranteed until a contract has been signed by an authorized group representative, a Dining Hall and/or Catering representative, and a CES representative.
- All organizations sponsored by CES are required to pay a fifty percent (50%) deposit due upon the execution of the License Agreement by Licensee.
- Due to the increased need of housing at the Evansdale Residential Complex (ERC) for groups being housed June 15-June 30, a limited number of space will be equally allocated between groups. Additional housing can be provided on the Downtown Campus.
- If you have more than one group/camp during the summer, there must be at least one day between group one's check-out and group two's check-in. This is to assure adequate time for the cleaning of rooms.
- If you are not utilizing an entire floor and additional space is needed for another conference/camp, we may place guests from those conferences/camps on your floor.
- CES reserves the right to change building location as deemed necessary.
- For the security of our guests, lost keys will require a lock change instead of a key replacement. The fee will be $50.00 per lock change. The fee will be due at checkout. If the individual does not pay the fee at checkout, your conference/group will be billed.
- Full Service Level includes sheets, pillow and pillow case, two bath towels, one washcloth, shampoo, soap and cup. Rooms are serviced daily Monday through Friday. Rooms are not serviced on Saturday and Sunday's, although, extra linens will be left in rooms on Friday.
- Basic (Youth) Service Level does not include any linens.
- RA (Private) Rooms will not be used in the Evansdale Residential Complex, Fieldcrest, or Pierpont Apartments. RA (Private) Rooms will only be used at Stalnaker Hall and Summit Suites prior to July 31.
- Groups whose participants are under the age of 18 must provide two live-in, adult advisors (chaperones) per fifty (50) youths.
- Youth groups should also plan to provide structured opportunities and free-time activities during times when participants are not directly involved in program activities. The younger the participants, the more structure needed during free-time. Experience has shown that groups who adequately provide this structure experience far fewer participant behavior problems and far fewer charges for damages to facilities.
- CES will provide staff at each registration for a two-hour block of time to distribute keys. Groups requiring additional time to check-in or check-out, will be invoiced an additional $25.00 per hour.
- All guests (including chaperones) must check out by 12noon. Exceptions to this time must be approved by our office in advance and will be subject to room availability. Group/guests checking out after 12noon, without prior approval will be billed for an additional night at the applicable rate.
- Breakfast, lunch, and dinner will be provided in the Dining Hall daily for an additional charge. Licensee will provide guaranteed numbers for food service to the CES Office no later than 72 hours prior to the Event. (NOTE: this number must be equal to or greater than the number of guests being housed.) If a final declaration of numbers is not given to WVU 72 hours prior to arrival, you will be charged 100% of your original estimate on the Request for Services Form.
- The Dining Hall in each facility will not open for fewer than 50 individuals. If your count is under 50 people and you need meal service, you may contract a catered meal with WVU Culinary Creations at 293-5105. The only exception will be if other conference/camps are utilizing the Dining Hall and the total combined number is more than 50.
- Additional catered meals for social functions can be requested by contacting WVU Culinary Creations.
- All food/snacks and beverages MUST be purchased through WVU Dining Services.
Evansdale Residential Complex - Due to the limited number of parking spaces available, CES will distribute, one parking permit per chaperone (for lot 72B) for youth groups and one parking permit per person for all full-service groups. Fee per permit: $2.50/week. Free parking is available at the WVU Coliseum. - Fieldcrest Hall - One parking permit per person will be issued. Fee per permit: $2.50/week.
- Pierpont Apartments - One parking permit per chaperone for youth groups and one parking permit per person for all full-service groups. Fee per permit: $7.50/week.
- Stalnaker Hall - A limited number of parking spaces may be purchased through the CES Office for the Mountainlair Parking Garage. Mountainlair Parking Garage permits are $5.00/day/permit. Overflow parking spaces may be purchased through the CES Office for Morgantown City Parking Lots. Morgantown City Parking Lot permits are $8.00/day/permit.
- Summit Suites - One parking permit per chaperone for youth groups and one parking permit per person for all full-service groups. Fee per permit: $2.50/week.
- Internet service (ethernet cord required) will be provided at an additional cost of $25.00 per person. This service will be available for groups staying longer than two weeks. Information required for internet service will be provided at the time of check-in and due back to the CES Office within one hour following check-in.
- A television will be available for guests in lobby areas of each facility.
- Public telephones are available in the lobby areas of each facility.
- The front desk of each facility will be staffed 24 hours per day 7 days a week for the safety and security of guests.
- The licensee agrees that all participants and guests using the licensed facilities are under the direct and complete supervision and control of the licensee. All WVU regulations will be adhered to and enforced by the event leaders. The licensee and the undersigned individual shall be liable for all damages resulting from the event and its participants' and guests' utilization of the licensed facilities and services provided by CES. The licensee and the undersigned individual personally agree to reimburse CES for all damages to facilities and services caused by the event or its participants or guests. The licensee and the undersigned individual shall defend, indemnify and hold harmless WVU from and against any and all claims of loss, injury or damage to persons and/or property arising out of the activities during or in connection with the event, including but not limited to, reasonable attorneys fees incurred by CES. WVU assumes no liability for any property placed or left by the licensee or its participants or guests at the WVU campus.
- Conference guests are responsible for all damages incurred to West Virginia University property during their stay. If multiple conference groups are sharing building space, and the Conference Office can not determine fault, all groups will be held equally responsible. It is the responsibility of the group to conduct a pre and post room inspection with a conference staff member. Failure to do so will result in payment of all applicable damages.
- If the Fire Department is called due to fire extinguishers being used or alarms being pulled on the floors contracted to your group, your group will be invoiced a fee of $500 per call in addition to charges for damages/repairs.
- If any furniture is moved and not returned to its original location, your group will be invoiced $50.00 per item moved.
- Conference guests are responsible for all replacement charges at the time of loss. However, if a guest is unable to pay at the time of checkout, the conference group will be responsible for all charges. Replacement charges will appear on the final billing statement.
- Lost Keys (lock change): $50.00
- Lost Meal Cards: $1.00
- Lost Linens: $30.00
- It is expressly understood that the name of West Virginia University shall not be used without prior written approval from the WVU Trademark Licensing Department. All advertising materials must be submitted to the Conference Office prior to distribution for University approval.
- Non-WVU users must be sponsored by a West Virginia University academic or administrative department.
- Smoking is not permitted in any building on the WVU Campus.
- No alcoholic beverages are permitted in residence halls housing groups under the age of 18. If you would like to host a social event with alcoholic beverages for groups over the age of 21, you must:
- Obtain permission through the Office of Institutional Advancement, c/o Robin Yorty, PO Box 6686 , Morgantown , WV 26506-6686
- Contact the Department of Public Safety at 304-293-3136 to secure a public safety officer be on-site during the event
- Deliver all beer and wine to the Dining Hall/Office of the facility where the alcohol will be served
- Send copy of approval to CES
- To assure a well-organized conference, please submit a tentative written itinerary to CES as soon as one becomes available. A finalized copy of the itinerary is required no later than thirty (30) days prior to the start of the conference.
- Change for vending machines and/or payphones will not be made available at the Front Desk. Please advise all your campers/guests to bring change with them.