SUMMER GUEST SERVICES AGREEMENT

Transcription

1 The University of the West Conference, Events & Catering Services th Ave. West H Chuckanut Drive Seattle, WA Western States The University of the West Klalock County SUMMER GUEST SERVICES AGREEMENT This Agreement, made by and between The University of the West, hereinafter called University, and Dan Jones for the Western Bankers Association, hereinafter called Group ; WITNESSETH: That whereas, University owns certain facilities described herein, which during the summer each year have become available for group and individual housing needs; and Whereas, Group desires to use these premises for the purpose herein contained; and Therefore, in consideration of the mutual covenants and conditions herein contained, the University and Group agree as follows: SECTION ONE: GRANT & TERMS 1.0 University hereby grants permission to Group to use the following facility spaces: FACILITIES ROOM TYPE ARRIVAL DATE DEPARTURE DATE # OF GUESTS North Tower Double 8/8/2012 8/11/ North Tower Single 8/8/2012 8/11/ West Tower Double 8/8/2012 8/11/ West Tower Single 8/8/2012 8/11/ Hereinafter referred to as Facility, for the sole purpose of residing in guest housing at The University. 1.1 University reserves the right to make changes in building assignment based upon the needs of the University Housing Guest Services program for The University of the West. 1.2 Guaranteed arrival and departure times (unless prior arrangements are made) are: Group Check-in Begins: 2 PM, 8/8/2012 Group Check-out By: 11 AM, 8/11/2012 1

2 1.3 Sleeping rooms are arranged for single or double occupancy. Rooms are to be occupied only by guests for whom they are reserved. The maximum number of guests in a room is not to exceed the number of beds placed in a room by University at the time of check-in. Violations will result in additional charges or possible eviction of additional guests. SECTION TWO: CHARGES 2.0 Group shall pay the following rate schedule, per person, per night: FACILITIES Housing Housing Parking Linen Service ROOM TYPE RATE Singles $43.50 Doubles $33.50 Parking Passes $5.00 Linen Service $3.00 *Please note the rate on the attached Conference Quote Summary will be the rate and estimated charges for your group. Total Anticipated Early Arrivals / Late Departures: 5/4 Total Anticipated Guests: Early arrivals without prior arrangements will be charged $75.00 per early arrival, per night, provided space is available. Note the space may not be where the guest will stay during their assigned conference. 2.2 Late departures without prior arrangements will be charged $75.00 per late departure, per night, provided space is available. Note the space may not be where the guest stayed for the duration of their visit. 2.3 Lost keys for North, South and West Towers will be $30.00 per lost key. Lost keys for Keller, Chapman and University Suites will be $75.00 per lost key. Broken or bent keys will be $15.00 per key. 2.4 Lost exterior door access cards will be $25.00 per card. 2.5 Lost or severely damaged linen will be replaced at $30.00 per bed pack described in section Damages or excessive cleaning will be charged the hourly rate of $25.00/hour (minimum of 2 hours), plus any materials used. 2.7 All guest rooms are taxable at 13% (6% State of Idaho Sales Tax, 5% Greater Seattle Auditorium District Tax, 2% Western States Lodging Tax). Tax exempt organizations will need to send in their tax exempt certificate with this signed Agreement. 2.8 An administrative set up fee of $3.50 per estimated reserved guest is to be paid when this Agreement is signed and returned, per section 4.2. If fewer guests attend the conference, the difference will be applied towards the bill. Additional guests above the estimated number will be covered by the late add charge covered in section

3 2.9 University Housing can perform on-site registration services for guests (if pre-arranged) for $50.00 per hour. Please make arrangements well in advance. SECTION THREE: ADDITIONAL SERVICES 3.0 Custodial services will consist of cleaning private bathrooms prior to the start of the scheduled arrival and public areas will be cleaned daily, except on weekends or holidays. 3.1 Linen service is included. Linen shall include two flat sheets, one blanket, one pillowcase, one pillow, one towel, one washcloth, and one bar of soap. Linen service will include placement of linens only in the bedroom (or other designated area for Group pickup). Beds will not be made. Additional blankets will be available to Group upon request through the service desk. Group shall not remove any linen from facility. 3.2 To conserve our natural resources, all linens may be exchanged every seventh day. Linen exchange is handled through the service desk. Additional linen exchange services must be made in advance and an additional linen service fee of $2.50 per bed pack will apply. 3.3 University Housing has limited meeting rooms and classroom space located in North, South and West Towers. These spaces may be reserved for $50.00/day or $200.00/week, provided space is available. 3.4 University Housing has two computer labs available for reservation. The computer labs are located in South and East Towers. Each computer lab can be reserved for $50.00/day or $200.00/week. In addition to the rental fee, the Kodiak Computer Lab requires a lab technician; the lab tech s fees are $15.00/hour with a two hour minimum. 3.5 University Housing has limited A/V equipment for rent. Laptop computers can be rented daily for $20 or weekly for $80. LCD projectors can be rented for $10/day or $40/week. TV/VCR/DVD cart is available for $5/day or $20/week. Sound system with two speakers can be reserved for $25/day or $100/week. A/V equipment setup requires a $15/hour fee (2 hour minimum). 3.6 Residence hall common spaces may be scheduled for exclusive use at no cost, based upon availability. These spaces cannot be secured. The University is not responsible for the loss or damage to any personal property. SECTION FOUR: PAYMENT & ACCOUNTING 4.0 University will invoice Group for the cost of housing and any additional services two (2) weeks following the departure of the Group. 4.1 Group agrees to pay all charges due under this Agreement within thirty (30) days of receipt (or attempted delivery) of invoice, in the form of a check drawn within the United States, money order, credit card (MasterCard, Visa, Discover), or Inter-Departmental Transfer of Funds. Please note there may be a transaction fee for any payments made using a credit card. 3

4 4.2 An administrative set up fee (see section 2.8) is to be paid when this Agreement is returned, not less than ninety (90) days prior to the scheduled check-in; at which point your reservation will be confirmed. If fewer guests attend the conference, the difference will be applied towards the bill. Additional guests will be covered by the late add charge, see section 5.3. Portions of this set up fee may be refunded, see section 6: Cancellation. SECTION FIVE: MINIMUM GUARANTEE 5.0 Group shall submit by 5:00 PM on 7/9/2012 the minimum guarantee number of individuals for all contracted services. The original number of spaces requested will be the minimum number guarantee number if no other change is made by the date listed in this section. 5.1 Group shall submit by 5:00 PM on 8/1/2012 the complete housing roster in the pre-approved electronic format. Variations from this timeline must be pre-approved by University. 5.2 If fewer individuals are housed, Group will be billed the minimum number guaranteed for housing any contracted services already arranged. 5.3 Additional persons may be housed, if space permits, for the scheduled rate, plus a late add charge of $10.00 per person. SECTION SIX: CANCELLATION 6.0 Group may cancel the request for housing and services without penalty or financial obligation if done in writing by 5/10/2012 or more prior to the listed check-in date in Section 1.2. Cancellations must be sent via fax at (555) , via conferenceservices@uofwest.edu, or via mail at University Housing - Guest Services, 1910 University Drive, Western States If Group cancels after the date listed in section 6.0, Group will forfeit portions of their administrative fee. The following refund matrix will be used: Before 5/10/2012 Before 6/9/2012 After 6/9/2012 During Stay 75% security deposit refunded 50% security deposit refunded No refund No refund + Services Used 6.2 Neither party shall be responsible for failure to perform any terms or conditions of this Agreement for reasons beyond its control; provided, however, that Group shall remain responsible for payment as provided above. SECTION SEVEN: GROUPS WITH YOUTH PARTICIPANTS 7.0 Youths shall be defined as persons younger than eighteen (18) years of age. All activities, which include youths, must provide adequate adult supervision of the youth at all times. Western States is minimally staffed during the summer months and provides no supervision services. 4

5 7.1 Adequate adult supervision is one (1) adult chaperone per fifteen (15) youth. Chaperones must be at least eighteen (18) years of age and must stay with participating youth in the residence halls and must accompany Group while on-campus. 7.2 Group shall provide University with a list of all chaperones no later than 8/1/ Group shall identify a primary chaperone to liaison with the University. Group shall have emergency contact information for all youth participants on site. Chaperones shall immediately report medical, emotional, building maintenance, or any other concerns to University staff. SECTION EIGHT: ADDITIONAL TERMS & CONDITIONS 8.0 Group hereby agrees to share any applicable information with all individual participants in Group, including minors parents or legal guardians, and agrees to abide by all University Housing Terms. However, in the even a conflict in information with the Terms & Conditions document, this Agreement shall take precedence. 8.1 All regulations concerning health, safety, and public order in the Western States, the County of Klalock, and the University shall be observed. If the Group or any of the participants fail to comply with said regulations, the University may terminate this Agreement in whole or part at anytime. Then and in the event of, the Group shall be liable to the University for all charges and expenses incurred to date on behalf of the Group and the remaining anticipated conference/workshop/camp and guest room fees as liquidated damages. 8.2 University has exclusive rights for retail operations on campus. All retail sales require prior written approval from the Executive Director for Campus Services. All written requests should be submitted in advance, no later than 7/9/ University has contracted Dining Service operations which provide catering, concessions, board dining, vending, and cash food sales on campus. No food or beverages may be served or sold on campus unless provided by the University contracted Dining Services provider. Exemptions must be received in advance, no later than 7/9/ Burning of any item which may include, but not limited to, candles and incense is prohibited. 8.5 In accordance to WSU Policy 9110, the entire Western States campus is smoke-free. Smoking is prohibited on-campus and in University owned vehicles. Please check this website ( for enforcement details. 8.6 Group may not engage in any sports in the interior public areas. This includes, but not limited to, bouncing/throwing balls, playing Frisbee, water guns, water balloons, footballs, riding bikes/scooters/rollerblades/skateboards, other wheeled apparatus (unless medically necessary) within any University Housing facility. 8.7 Rifles, handguns, air-soft guns, pellet guns, other weapons, ammunition, fireworks, explosives, or any other device or object that could be used as a weapon are forbidden on campus. Weapons 5

6 will be immediately confiscated by the Bingham City Police Department and/or University employee. Please note the University prohibits weapons from being stored in vehicles parked University grounds. Individuals found in violation of this policy will be immediately evicted and trespassed from campus. 8.8 Vandalism, damage, or destruction of University property may include, but is not limited to, removal from housing, restitution, and criminal action. 8.9 No pets are allowed in University Housing, either on a permanent or visitation basis. Assistance animals must be registered through the Guest Services Manager no later than 8/1/ Possession and/or consumption of alcohol/drugs are prohibited in University owned buildings or on University grounds University Housing seeks to create an environment free from undue noise. Quiet hours are daily from 10:00PM to 9:00AM Tampering, damaging, or inhibiting the use of fire/safety equipment which includes smoke detectors, alarms, sprinklers, fire doors, and fire extinguishers is a violation of state law, and University regulations. All guests MUST leave the facility immediately when a fire alarm sounds. Guests will not be permitted to reoccupy until University or fire officials reauthorize occupancy All University Housing staff members are Western States University officials. Guests are required to comply with lawful orders or reasonable requests from any University official. Verbal, physical, or emotional abuse directed at any staff member or guest will not be tolerated. The offender may be immediately removed from campus housing No sidewalks, doors, passages, or ways of access to or through facilities or to any other part of the University shall be obstructed or left unsecured by the Group or participants The University respects the Group s right to privacy. However, the University reserves the right to enter the Group s rooms at anytime for health, safety, welfare, or maintenance in or outside of the Group s rooms, and/or to ensure compliance with University policies, without prior notice. Group agrees to cooperate fully with University personnel, and understands that such inspection or maintenance may entail noise and/or inconvenience If any group fails to remove personal property, the University may remove and store contents at the Group s expense for a period not to exceed thirty (30) days. If Group has not claimed property in time designated, the University may dispose of the property and shall not be liable to the Group for any damages arising from this action. The Group further agrees to be financially responsible for the recovery of any such property and for any expenses incurred by the University associated with such Should the Facility or any part of the University be destroyed by fire or any other cause or should casualty or occurrence rend the fulfillment of the Agreement by the University impossible, then and in that event, the Agreement shall terminate and the Group shall pay for its use of said facilities and services only up to the time of said termination. The Group and its participants hereby waive any claim for damages should the Agreement be terminated by the 6

7 University for any reason In the event of any emergency located in the Facilities, University staff must be immediately notified. University Housing staff will assume authority for response and will enact appropriate emergency procedures. The University will involve law enforcement, medical personnel, and/or other University officials as it is deemed necessary. SECTION NINE: LIABILITY RELEASE AND INDEMNIFICATION 9.0 Group shall protect, defend, and hold University and its officials, agents, or employees completely harmless from and against any and all liabilities, losses, suits, claims, judgments, fines, or demands arising by reason of injury or death of any person, or damage to any property, including reasonable costs for investigation and defense thereof (including and not limited to attorney fees, court costs, and expert fees), of any nature whatsoever arising out of, or incident to this Agreement and/or the use or occupancy of the Facilities, or the acts or omissions of the Group s officers, agents, employees, contractors, subcontractors, licenses, or invitees, regardless of where the injury, death, or damage may occur, provided; however, that the indemnity provided in this paragraph shall not apply to the extent and degree that the negligence of the University or its agents, officers, or employees, is a contributing and proximate cause of any particular injury, death, or damage. The University shall give to Group reasonable notice of any such claims or actions. The Group shall also use counsel reasonably acceptable to University in carrying out obligations hereunder. The provisions of this section shall be deemed to be a separate contract between the parties and shall survive the expiration or any default, termination, or forfeiture of this Agreement. 9.1 Group shall, at is sole cost and expense, procure and maintain (through the term of this Agreement) Commercial General Liability Insurance with limits not less than $1,000,000 Combined Property Damage and Bodily Injury Liability, including Blanket Contractual and Personal Injury Liability. Western States University shall be named as an additional insured on such insurance coverage. Group shall deliver by 7/9/2012, to the University a certificate with respect to all such insurance, in a form reasonably satisfactory to the University, naming the University as additional insured and containing the written agreement of each insurance company to notify the University at least ten (10) days prior to any cancellation or non-renewal of any such insurance. 9.2 It is mutually agreed and understood that the University makes no representations or agreements, oral, or otherwise, outside the terms of this Agreement. No terms, provisions, or conditions, or the Agreement may be altered, amended, or added, except upon the execution of a written amendment with the same formality as this Agreement. 9.3 The use of the University s trademarks requires permission from the University and the Licensing Coordinator. 7

8 IN WITNESS WHEREOF, the undersigned are duly authorized to execute this Agreement on behalf of the University or Group. By: GROUP APPROVAL By: UNIVERSITY HOUSING GUEST SERVICES APPROVAL Date: Please indicate billing address (if different that the information provided below). Date: Guest Services Manager UNIVERSITY APPROVAL By: Western Bankers Association Dan Jones 2323 East Maryland St Portland OR Phone: Fax: Date: Vice President for Finance & Administration or Designee 8

9 SUMMER CONFERENCE ESTIMATED CHARGES Group Name: Description Western Bankers Association $0.00 $ $ $11, $0.00 $2, Total Housing Charges $11, Classroom/Meeting Room Charges $2, Computer Lab and Equipment Charges $ Administrative Fee $ Applicable Taxes $ Total $15, The administrative fee in the amount of $ is due by with the return of this contract, no later than 5/10/2012. The above amounts are based upon information supplied in the agreement and reservation form. Early arrivals and late departures are not accounted for in this estimate. Additional charges may apply, this is only an estimate. 9