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FAQ

Contracts 

Once the Conference Group Housing Request Form has been received and processed, theCES Office will execute a Facility Use 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.


Housing
  • 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 groups 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.
  • All groups must be checked in individually. No “group” check ins permitted.
  • Registration may not begin until the CES Office has a typed list of guests checking in.
  • 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 $25.00 per key card. The fee is due prior to checking out. If the individual does not pay the fee at checkout, your conference/camp will be billed.
  • Should a guest misplace their room key, a photo ID will be required prior to permitting the guest back into their room. If the person does not have a photo ID, they must bring a chaperone or RA to the main desk to verify their identity. The chaperone/RA will be required to show their ID.
  • Full service level includes sheets, bed linens, two bath towels, one washcloth, shampoo, soap, and cup. Rooms are serviced daily Monday through Friday. Rooms are not serviced on Saturday or Sunday, although, extra linens will be left in the rooms on Friday.
  • Basic service level does not include any linens.
  • RA (Private) rooms will not be used.

Youth Group Supervision
  • Groups whose participants are under the age of 18 must provide live-in, adult advisor’s. Two adult advisor’s per fifty (50) youth.
  • 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.

Check-In/Check-Out
  • 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 out, will be invoiced an additional $25.00 per hour.
  • All guests (including chaperones) must check out by 11:00AM. Exceptions to this time must be approved by our office in advance and will be subject to room availability. Group/guests checking out after 11:00AM, without prior approval will be billed for an additional night at the applicable rate.

Meals
  • Breakfast, lunch, and dinner will be provided in the  Dining Hall for an additional charge. Licensee will provide guaranteed numbers for food service to the CES Office no later than 72 business 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 72business hours prior to arrival, you will be charged 100% of your original estimate on the Request for Housing 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 304-293-5105. 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.
  • NOTE: Guests are counted as they enter the Dining Hall based on the color of their wristband. Should a person exit and then re-enter the Dining Hall during the same meal, he/she will be counted twice. Thus, you will be invoiced for two meals for that person. Please advise your group not to re-enter the Dining Hall.

Parking
  • Full service groups on the Evansdale Campus: one parking permit will be issued to each person.
  • Basic service groups on the Evansdale Campus: two parking permits will be issued for every 50 youth campers. These permits are to be utilized by chaperones. No permits will be available for youth campers, officials, staff.
  • Groups on the Downtown Campus: Full service guests will be issued one permit each. Basic service groups will be issued two permits for every 50 youth campuers. Additional parking may obtained through the City of Morgantown Parking Authority.
  • NOTE: fees apply for each permit issued.

Services
  • Wireless Internet Service will be provided.
  • A television will be available for guests 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 our guests.

Insurance

User agrees, at its own expense, to purchase and to maintain a commercial general liability insurance policy in the minimum amounts of $1,000,000 combined single limit per occurrence, and $5,000 medical expense per person. Said insurance policy shall be written by a financially sound insurance company, reasonably acceptable to the University. A certificate of liability insurance, naming West Virginia University as “additional insured”, shall be provided to the University, no later than five (5) business days before the date of your event. The above insurance coverage must remain in effect for the duration of the use of the Licensed Facility. If such use is ongoing or repetitive, a certificate of liability insurance must be provided to the University each year upon renewal of the above-noted insurance policy. The University must be given thirty (30) days written notice of the cancellation of liability insurance coverage.


Damages
  • 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.

Lost Items

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: $50.00
  • Lost key card: $25.00
  • Lost linens: $30.00

Promotional Materials

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.


Not-Permitted Items

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.

  • Free weights over 20 pounds total
  • Electric devices such as hot plate, cup heater, toasters and ovens, popcorn popper, air conditioners, dehumidifiers, electric grills, portable heaters, sandwich makers, crock pots, etc.
  • Alcohol, drugs, paraphernalia, and empty alcohol containers
  • Microwaves
  • Any open-flame object (e.g., candles or incense) and candle warmers
  • Subwoofers, drums and amplified instruments (e.g., electric guitars)
  • Weapons
  • Fireworks
  • Gasoline, lighter fluid, charcoal grills or any combustible, explosive, or flammable material
  • Pets of any kind, (except for service animals)
  • Halogen lamps
  • Waterbeds
  • Supplies used to stack or loft beds
  • Paintball, BB, or pellet guns
  • Extension cords or multi-receptacle outlets (UL listed power strips with surge protectors are permitted)
  • Motor bikes, Segways, etc.
  • Decorations attached to light fixtures, sprinklers, smoke detectors, etc.
  • Any item hung outside the window

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.


Other
  • Non-WVU users must be sponsored by a West Virginia University academic or administrative department.
  • Quiet hours on each floor is required from the hours of 11:00PM–7:00AM. If your group has a need for later events, please contact our office to reserve a meeting space. * WVU a smoke-free 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  Legal Affairs and General Counsel’s Office. CES must have a copy of the approval granted by Legal Affairs.
  • No tobacco permitted on WVU property. * 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 days prior to the event date. * Change for vending machines, payphones, washers, and dryers will not be made available at the Front Desk. Please advise all your campers/guests to bring change with them. * CES is NOTresponsible for lost or stolen items. Please advise each participant to leave valuables at home.