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FAQ

FAQ

Contracts

Once the Conference Request Form has been received and processed, the Conference and Event Services (CES) Coordinator will execute a Facility Usage Agreement for your signature. Accommodations are not guaranteed until a signed contract has been received by CES.

Housing

Registration may not begin until the CES Coordinator has a typed list of guests checking in.

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.  All attendees must be checked in individually.  No “group” check ins permitted.

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 and is due prior to checking out.  If the individual does not pay the fee at checkout, your conference/camp will be billed.

Full-service level includes a fitted sheet, flat sheet, pillow, pillowcase, blanket, two towels, and two washcloths. Bed made upon arrival; sheets changed every fourth consecutive day.  Bath linens exchanged upon request, and trash removed daily.

Basic-service level requires guests to bring their own linens.  Linen packages are not available on an individual basis within a group.  All common bathrooms and public areas will be maintained daily.

Check-in/Check-out

CES will provide staff to register guests for a two-hour block of time to distribute keys.  Groups requiring additional time to check-in will be billed an additional $25.00 per hour per group. 

All guests (including chaperones) must check out by 12:00 p.m. on the last day of the conference/event as outlined in the signed Facility Reservation Form.  Exceptions to this time must be approved by the CES Coordinator in advance and will be subject to room availability.  Group/guests that check-out after 12:00 p.m. without prior approval will be billed for an additional night at the applicable rate.

Youth Group Supervision

Groups with participants under 18 years of age must provide a live-in adult advisor for every fifteen (15) youth.  These advisors must also reside with their group in the on-campus lodging.  Separate floors will be used for females and males.  

A complete list of participants must be provided to CES at least 2 weeks prior to the start of the conference/event outlining the required supervision.

An Event Participant Waiver and Release Form must be completed and returned to CES for each person participating in the program/event/conference.  No minor child (under the age of 18 as of the date of the Event) may participate in the Event without the permission of a parent or guardian.

Youth groups should also plan to provide structured opportunities and free-time activities when participants are not directly involved in program activities.  The younger the participants, the more structure necessary during free time.  Experience has shown that groups who adequately provide this structure experience far fewer behavior problems and substantially far fewer charges for damages to facilities.

MEALS

Meal service is available through Sodexo, WVU contracted service provider, with three types of service options:

·       Cafeteria-style dining is available for breakfast, lunch, and dinner during limited hours of operation at The Commons.  

·       Express service can be arranged through the Rapids for large groups consisting of more than 100 participants requiring flexibility in service hours.  

·       Catered meals are a preferred option for banquets and formal receptions.

Coordination of meal service will be personalized for each group based on the number of participants and any special dietary needs that are specified.

All on-campus dining that includes food, snacks, and beverages must be arranged through Sodexo.  Please contact the Sodexo General Manager at (304) 788-7211 for further details. 

PARKING

Due to the limited number of parking spaces on campus, CES will coordinate specified parking areas with the University Police Dept. (UPD).  No parking on public streets is permitted. 

DAMAGES AND LOST ITEMS

Conference guests are responsible for all damages incurred to WVU-PSC property during their stay.  If multiple conference groups are sharing building space, and the CES Office cannot 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 activated as a result of mischievous or prank behavior, your group will be invoiced a fee of $500 per incident in addition to charges for damages/repairs.

Lost keys:  $50.00

Lost Linen:  $30.00

SERVICES

Each of the following services must be arranged through the CES Coordinator.  Fees and limitations may apply and are subject to change.

Wi-Fi is available for those wanting the service.  CES Coordinator will provide a form to the group contact to obtain names of persons requesting the service.

Access to the Library can be arranged upon request.  All items removed from the Library must be returned by the end of the conference or you will be fined for the materials loaned to you.

Remote control flat-screen televisions with cable are available in the lounge areas of each residence hall.

INSURANCE

The Lessee is required to carry commercial general liability insurance from a financially sound insurance company with minimum limits of $1,000,000 bodily injury and property damage liability, with $5,000 medical payments per person.  Upon signing of the Agreement by all parties, a certificate of liability insurance shall be provided to CES naming WVU-PSC as “additional insured.”  Proof of insurance must be made to CES thirty (30) days prior to the event start date.  Liability insurance coverage must remain in effect for the duration of the use of the facilities.  If the use of facilities is ongoing or repetitive, a certificate of liability insurance must be provided each year upon renewal of the insurance policy of the entity involved.  WVU-PSC must be given thirty (30) days written notice of the cancellation of liability insurance coverage. 

PROMOTIONAL MATERIALS

It is expressly understood that the name of WVU-Potomac State College /West Virginia University shall not be used without prior written approval from University Relations.  All advertising materials must be submitted to the CES Coordinator prior to distribution for University approval.

For health and safety reasons the following items are not permitted in student rooms. Failure to comply with these restrictions will result in the item being confiscated.

This list is not comprehensive. Conference and Event Scheduling reserves the right to ask attendee to remove items that are considered unsafe or disruptive. If residence includes a kitchen area in the apartment, appliances are permitted.

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