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University Housing - Florida State University

University Housing

University Housing Florida State University
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Conference Services

Conference ServicesUniversity Housing invites you and your group to stay with us this summer. At FSU, we have accommodations that will allow you to enjoy the convenience of on-campus living, comfortable facilities and personal service. We provide housing to a variety of visiting groups including youth, adult, athletic, and academic organizations. From mid-May through the first week of August, we can accommodate guests in our halls. We strive to provide a successful on-campus experience tailored specifically for your group’s unique needs.

Have questions or want to learn more about planning a conference at FSU? Please call our office at 850.644.7993 or email Stacie Kurlick, skurlick@fsu.edu.


Reservations

To reserve space with University Housing for the upcoming summer, please read the following information.

  • Be sure to have the following information ready before completing reservation form:
    • Details of when staff and/or participants will be arriving & leaving (dates & times) for all conferences/camps you wish to reserve space for
    • Official name of group (for contract purposes)
    • Contact information for Client who needs to receive paperwork
    • Contact information for day-to-day person, if different from original Client
  • Submit Conference Services Reservation Form http://bit.ly/2cIKFBI
    • If you host more than one conference/camp, you will only submit one reservation form.
  • Priority will be given to those who have completed Reservation Form prior to the end of April. After this time, availability is limited.
  • Conference Services contract(s) and other paperwork will be drafted in mid-March.
  • All paperwork must be sent back to Conference Services within three (3) weeks of receiving the paperwork.
  • You will be contacted by your Conference Coordinator in early May to start preparing for your arrival.

Insurance Requirements and Disclaimer of Responsibility for Damages

The Client agrees to indemnify and hold harmless the Florida State University Board of Trustees, Florida State University, their staff, employees, from any and all claims, liabilities, and cause of action for personal injury or property damage of whatever nature allegedly arising from the negligent acts or omissions of Client or Client’s officers, agents, representatives, employees, invitees, camp/conference participants, or persons contracting with Client. Client shall provide Conference Services with evidence of insurance naming the Florida State University Board of Trustees and Florida State University as additional insureds and protecting insureds against the aforesaid Claims in the minimum amount of $500,000 per person, $1,000,000 per occurrence (preferably combined single limit). For state agencies (including schools in the State/County System), the Client shall carry liability insurance or shall be self-insured with minimum limits of $200, 000 per person, $300,000 per occurrence. Evidence of this insurance shall be attached to and made part of this agreement prior to execution. No agreement shall be created until it is executed by both parties.

Conference Services expressly excludes and disclaims all responsibility for damages or injury to property and/or persons arising out of use of residential facilities under this agreement, except as proximately caused by the negligent acts or omissions of Conference Services, its employees, agents, or representatives. The Client assumes all risk of loss or damage to the personal property of the Client, its officers, agents, representatives, employees, invitees, and camp/conference participants placed upon the premises in connection with the Client’s use of the premises under this agreement. The Client agrees that nothing contained in this agreement shall be construed as an extension of the waiver of the State’s sovereign immunity beyond the limited waiver expressed in Section768.28, Florida Statutes, and expressly acknowledges that Conference Services will have no liability beyond that provided by statute.

Clients that do not regularly carry insurance should inquire into the Tenant User’s Insurance Liability Policy (TULIP). This temporary insurance will cover the group while they are staying on site with University Housing. For more information, please contact the Assistant Director for Conference Services.

*Please note: Persons who are representing a group that is sponsored by Florida State University, or those representing a group that is sponsored by a Florida State University department (non-athletic), DO NOT need this*

**If needed insurance paperwork is not sent into Conference Services prior to arrival, we will not be able to allow your group to stay with us. This information is mandatory for everyone who does not qualify from the note above.**

Conference Rates

Daily rates are assessed on a per night, per person basis.

Additional Charges Cost
Additional Items Needed (Extra beds, removal of furniture, extra refrigerators, etc.) Varies on item
Additional Space (Needed for stores, storage, offices. Such space is considered additional rooms, kitchens, closets, offices) $40 per space
Administrative Fee $50 – $100
After Hours Check-In/Check-Out (between 10:30pm – 7:30am) $30 per person
Additional Chairs $3 per chair (5 will be provided)
Additional Tables $6 per table (2 will be provided)
Cleaning Charge (assessed after use, if excessive) Varies
Guaranteed Count (Groups will be billed for either the total number of camp participants or for the number of participants submitted on the guaranteed count, whichever is greater. For full explanation refer to the Conference Services Contract) Daily room rate
Late Check-Out Charge (per person) $50
Late Payment Fee (assessed after 30 days) $100
Late Rosters (must be received 48 hours before communicated check-in time that was discussed with Client and Conference Coordinator) $75 each day (after 48 hours)
Lock in Rate for 2 – 3 years; deposit down for year 2 and 3 at year 1 (same type of room, pending availability) 10% off year 2 and 3
Long-term groups 31 days or more will have per person/per night rate reduced by $4
Lost and/or Damaged Access Card $20
Lost and/or Damaged Card Holder $7
Lost and/or Damaged Lanyard $7
Lost and/or Damaged Room Key $35 (for most), $50 for Salley and SW Ragans
Non-refundable Security Deposit (holds reservation, applied to final bill) $300
Off-Site Check-in/Check-Out $100
Replacement of damaged items Varies on item

Billing

The client will be billed as a whole, upon completion of the conference/camp. The client is responsible for any lost, damaged, and/or missing items a staff and/or participant(s) did not return at check-out.


Deposit

A $300 non-refundable deposit is required to confirm reservation. The $300 deposit will be applied to the final bill.


Cancellation

A written notice of cancellation must be received by University Housing to cancel a conference reservation. Upon cancellation, the housing deposit will be forfeited.

If the University cancels the camp due to circumstances outside of its control, including disasters, emergencies, damaged facilities, threats and severe weather, the conference will receive a full refund of the deposit.

Types of Facilities

Residence Halls

We have halls available all over campus but our inventory changes from year-to-year.


Building Types

To view building types that are on campus, visit: Residence Halls.


Building & Room Features

Each hall will generally contain ground floor lobbies and reception areas, kitchenettes, study space, TV and game lounges, laundry facilities, and coin-operated vending machines. Each room comes with a desk, chair, dresser, bed, mattress, and mini-fridge.


Staffing

Conference Services is staffed by interns and student staff members. They are responsible for all administrative tasks, customer service, communication, and safety/security that occurs in the halls.

Each camp/conference is paired with their own Conference Coordinator who is available to help coordinate all your housing needs. We pride ourselves on our ability to bring exceptional customer service to all of our guests.

The front desk of each residence hall is staffed 24/7. If you have any questions or concerns, please stop by, and we will be able to assist you. From 7:00am – 11:00pm each day, there will be a Conference Assistant (CA) available in the hall office. From 11:00pm – 7:00am each night, there will be a Night Staff (NS) available. Conference Coordinators are on call, 24/7. In case of emergency, CA/NS will contact them.

Procedures & Regulations

All participants are expected to adhere to University rules and regulations while on campus. Review all Procedures & Regulations.

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