Contract changes should be submitted in writing to Conference Services. The university will consider and respond. Substantial changes to agreement will be documented either by a revised Service Request Form or a Change of Order Contract. Any needs not specified in agreement are subject to additional charges. The Sponsoring Organization waives any claims for damages or compensation resulting from fire, casualty, or other circumstance causing curtailment of the agreement.
All city and state laws apply. Alcoholic beverages must not be consumed in public areas. Guests who are under the legal drinking age are not permitted to consume or possess alcoholic beverages. Extended policies can be found on the Conference Services website at the following links:
Sponsoring Organizations must agree to pay penalties if agreement is cancelled. Penalties for canceling a program are assessed as follows: up to 30 working days before, no penalty; 30 to 15 working days, 15 % of estimate; 14 to 5 working days, 50 % of estimate; and 5 working days or less, 100% of the estimated expenses. The Sponsoring Organization is responsible for all previously incurred expenses.
In scheduling events with Conference Services, the Sponsoring Organization will complete a services/facilities request form. Event bookings are considered TENTATIVE until this form is signed and received by the Sponsoring Organization and Radford University.
Link to Radford University Continuing Education for CEU information.
Sponsoring Organizations are responsible for direct and complete supervision of all participants and are therefore liable for all damage done by participants. The participant is also held liable for his/her actions. Radford University is not responsible for loss or theft of personal property or damage to personal property. If you believe that your personal property has been stolen or damaged, please contact the University Police immediately to file a report. Link to damage and theft.
Conference Services books events for educational and economic development related purposes. Conference Services will contact dinning and catering for these events. Requests for private functions, i.e. weddings, should be booked directly through catering.
Link to Dining and Catering Policies, Room Rates, and Catering Menu.
Disorderly conduct is any behavior, which disrupts the regular or normal functions of the Radford University community, including behavior, which breaches the peace or violates the rights of others. Disorderly conduct is prohibited on Radford University property. Disorderly conduct defined.
Commercial exhibits that
are part of a conference may be displayed when approved by Radford University
Conference Services. Exhibits must
be consistent with the purpose of the program.
The Sponsoring
Organization is responsible for being in compliance with the policies and
procedures established by Conference Services as well as the individual meeting
and lodging facilities that they are utilizing. Radford University Conference Services reserves the right to
alter space assignments as necessary. Facilities
policies are listed below and are available via Conference Services office or
the Conference Services website. Contact the Director of Conference Services to clarify the
relevancy of any of the policies to your organization.
University
buildings and office areas are to be entered only during scheduled hours and may
be used only for program related purposes and meeting space as approved by
Conference Services. An
organization using any of the university's equipment should keep it well
maintained while in use. If the equipment is not operating properly, the
organization should notify the Conference Services staff immediately. Any
equipment that is found broken, mutilated, or destroyed of which the Conference
Services staff was unaware will be billed to the Sponsoring Organization.
Failure to comply with
Radford University officials or those appointed on behalf of the Radford
University, acting under provisions of the agreement, may result in revocation
of Sponsoring Organization.
All
guests must comply with all Federal and state laws and the Radford University
policies and regulations. Failure to comply may result in removal of the
individual or group from the Radford University campus and possible legal
actions.
Any activity that charges fees or conducts an activity which involves the payment of money by one party to another shall be responsible for its own cash security and for full compliance with applicable federal, state and local laws and ordinances concerning gaming of change, tax and liability.
Non-university organizations shall provide their own liability insurance for all participants in the group, of not less than $100,000/$300,000 for each person/occupancy for bodily injury and $100,000 for each occurrence of property damage. The university is to be named as additional insured on the policy. The Sponsoring Organization shall provide the university with a certificate of insurance no less than two weeks before the scheduled arrival date.
Parking lots will be assigned to various programs by Conference Services in consultation with Parking Services. Conference Services will provide parking permits for all guests free of charge. These passes must be used in vehicles while on campus to prevent them from being towed and/or ticketed. Link to Radford University Parking Services Regulations and Directions to Radford University.
Unless otherwise stipulated, Sponsoring Organizations are required to pay fifty (50) percent of the total estimated bill at least sixty (60) working days prior to arrival date. If a deposit has been made before cancellation, deposit will be applied to percentage of total estimate required in cancellation policy above or refunded if no penalty was applied. Any additional funds will be returned to the Sponsoring Organization. Remaining fees will be billed within 15 calendar days from the close of program. Payment is required within 30 days of billing date. After 30 days, a service charge of 3% per month may be assessed on past due amount.
Rates depend on the nature,
duration and special requirements for events, charges for the following services
may be assessed: Lodging,
Facilities, Set-up, Technical Assistance, Maintenance, Security, Utilities,
Outside Vendors, Equipment and Supplies. Conference services staff will work with your group individually to
determine your needs and to provide an estimate.
If conference registration
is being managed by Conference Services, registrant payment must be received
prior to commencement of program. Participation
is generally guaranteed on a first come first serve basis. Checks payable to
Radford University. A participant
must submit a written refund request no later than the closing date of
registration, to be eligible for a refund.
If program is cancelled or postponed registration fees will be refunded.
The Radford University Safety Office shall have the authority to stop any activity that presents an imminent hazard to university personnel, property or environment. Link to Radford University Safety Policies.
The responsible and safe use of bicycles, skateboards, and roller blades are permitted on Radford University sidewalks and parking lots but not on Radford City sidewalks. Link to bicycles, skateboards and roller blades for detailed policies. Golf practice is not allowed at anytime on the Radford University campus. No pets are allowed in campus buildings except for properly attended assistance dogs. Local leash laws apply.
Any person who tampers or causes false alarms, bomb threats or misuses fire equipment without a just cause will be accountable. Link to tampering policies. Candles are not allowed in buildings and the use of objects with open flames are also prohibited in university buildings.
The
university may exercise the right to enter a room during a program for the
purpose of inspection, repair, or emergency. The university may exercise
the right to reassign programs to new residence halls or meeting facilities,
after timely notification, in order to accomplish necessary repairs or
renovations to facilities. The university may revoke campus privileges
including residency in or utilization of its buildings to an occupant whose
conduct, solely in the university's opinion, becomes injurious to the university
community.
If Radford University Conference Services manages speaker or presenter contracts, it is the responsibility of the Sponsoring Organization to compile all relevant information from the speaker, presenter, entertainer and/or staff member to assure timely payment.
Commercial advertising and/or solicitation is not permitted on Radford University’s campus. Use of the Radford University name and/or logo is subject to approval on a case-by-case basis by the Director of Marketing. Program fees must include the cost of printing and postage for all publications. Exceptions to the commercial advertising policy are acceptable in the following formats:
1. Convention packets (materials) prepared for participants may contain commercial advertising if it is deemed by the Sponsoring Organization to be of significant importance that the information be made available to the participants. Items should not be included merely for the convenience of the advertisers.
2. Information intended to give participants guidance about things to see, shopping areas, and entertainment possibilities, which might also carry advertising, are allowed as long as the item is of value to the participant beyond the advertising content.
3. Materials, which are part of approved conference exhibits.
Conference Services requires at least one counselor for every 15 youth participants. Supervision of all residents while inside or outside the residence halls and university buildings is the responsibility of the Sponsoring Organization. It is also the Sponsoring Organization’s responsibility to protect university equipment and property. Responsibilities of the counselors include the protection of residents and monitoring the behavior and activities of their designated participants while on the Radford University campus. Counselors must be in the residence halls beginning at the hour residents are allowed to be in the residence halls each evening and until the time residents are permitted to leave the residence hall in the morning. Link to supervision requirements for overnight guests.
On going technical assistance is available for a fee and should be requested two weeks in advance. Basic technical assistance and orientation is provided to customers who rent the equipment. If a customer chooses to bring their own equipment and needs assistance, a technical service charge will be assessed. Last minute requests for equipment or assistance will be accommodated if possible, but may not be available.
The use of tobacco products is prohibited in buildings. Smoking is only allowed in areas designated with a sign as a smoking area. The possession, use, or sale of controlled substances is prohibited and may result in legal actions. The possession of paraphernalia in conjunction with drug residue is also prohibited at all times. Link to tobacco and illegal drug use.