A.
The Selu
Conservancy is leased by Radford University from the
Radford University Foundation, Inc.,
and financially maintained by revenue generated
through facility user fees. Radford
University’s Auxiliary Services are responsible for scheduling the use of the
facility through the Director of Selu.
B.
A fee
schedule for the use of Selu will be established prior to January 1st of
each year with the new rates going into effect on May 1st.
A copy of the current fee schedule is available upon request.
The type of group using the facility determines user fees.
C.
The Vice
President for Business Affairs approves policies for the operation of the Selu
Conservancy upon recommendation from the Selu Policies and Procedures Committee.
D.
Radford
University students, employees, external groups, and guests are required to
adhere to all university policies, regulations, guidelines, and all local,
state, and federal laws concerning health, safety, and public order.
Failure to comply with these regulations may result in forfeiture of the
privilege of using university facilities and services, or termination of the use
of the university facilities.
E.
Groups
utilizing Selu must be aware of and abide by the principles of the preservation
and conservation of this property.
F.
In the
spirit of the principles of preservation and conservation, the Selu Conservancy
shall not have more than 50 people on the property at one time.
G.
The
retreat center can sleep a maximum of 10 people in each of the two dormitories,
not to exceed a total of 20 overnight guests.
H.
Radford
University requires all groups with participants under the age of 17 to be
accompanied by a chaperone while on university property.
It is required that there be at least one chaperone for every 15
participants. The chaperone must be
at least 3 years older than the individuals s/he is supervising and cannot be
under the age of 17. The chaperones are required to stay in the dormitory with the
participants. A minimum of one supervisor at least 21 years old must remain in
residence throughout the duration of the retreat.
Defining the chaperone’s duties is solely the responsibility of the
sponsoring organization.
I.
The Selu
Retreat Center will be clean when you arrive. It is expected that the participants who occupy the rooms
will leave them in the same condition. Normal
wear and tear is anticipated. Charges
will be applied to the sponsoring organization’s bill for cleaning of
unnecessary debris and/or repairing any damages.
(Rate is calculated as a direct charge from Facilities Management, plus
30%.)
J.
All
groups must agree to adhere to established fire and safety regulations.
Please make sure that all participants are aware of evacuation procedures
that are posted in the facility. Tampering
with fire systems, fire alarms, or fire fighting equipment is prohibited while
on university property and such behavior subjects individuals to prosecution
under Virginia state law. Food
preparation at the retreat center is only
permitted in the kitchen area with the prior approval of the facility manager.
K.
Disorderly
conduct is any behavior that disrupts the regular or normal functions of the
Radford University community, including behavior that breaches the peace or
violates the rights of others. Radford
University reserves the right to ask any person(s) or group to leave the Selu
Conservancy property if they are deemed to be conducting themselves in a
disorderly or inappropriate manner.
L.
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 said insurance no less than two weeks before the scheduled
arrival date.
M.
Radford
University reserves the right to determine if security personnel are needed and
the number required for the event. The
estimate shall be based on the size of the expected crowd and the nature of the
event. The cost of this service
will be the responsibility of the sponsoring organization.
N.
Conservancy
users are restricted from bringing pets or other animals, excluding guide dogs,
on the conservancy property.
O.
Since
parking is limited at the retreat center, the university requests that groups
park on the university campus and carpool to the retreat center.
If a vehicle is parked on campus, a visitor-parking permit must be
obtained.
P.
The use
of tobacco products is not permitted on the Selu Conservancy property.
Q.
The
university is not responsible for loss or theft of personal property or damage
of personal property.
A.
Internal groups: groups funded and/or officially recognized by
Radford University, i.e., departments, campus organizations, or clubs
B.
External groups: groups not funded or officially recognized by Radford University
1.
Non-profit/civic groups: any group with a non-profit status, i.e., government
office or agency, public schools, churches with tax-exempt status, 501C3
organizations, service clubs, etc.
2.
Business and industry/general public: for-profit groups and/or individuals; groups
not fitting into the above categories
A.
Events at
Selu may be reserved up to one year in advance.
B.
A second
year may be tentatively booked on a non-confirmed basis.
These dates will be confirmed no earlier than one year from the scheduled
event.
C.
Access to
the Selu property is by reservation only. Arrangements
must be made in advance with the Director of Selu.
D.
Final
arrangements for room set-up and catering services must be made at least two
weeks prior to the scheduled event.
E.
Rental
rates are based on usage and user group definition. Refer to the section on Rental Rates.
F.
For
groups utilizing the facility overnight, check-in time for the dormitory space
will be no earlier than 3:00 p.m. and check-out time will be no later than 10:00
a.m. in order to allow adequate time for cleaning and maintenance between
groups.
G.
External
groups are required to pay 25% of total anticipated charges, which will be
applied toward the final bill, at the time a signed contract is received.
In the event a program is cancelled after the deposit has been paid, the
deposit will be applied toward the percentage owed as stated in the
“Cancellation Policy” below; after this cancellation fee is covered, any
additional funds will be returned to the sponsoring organization.
H.
Remaining
fees will be billed as soon as practical after the completion of the program.
Payment is required within ten days of receipt of bill.
After 30 days, a service charge of 1.5% per month may be assessed by the
university on any past due amount. Annual
percentage rate is not to exceed statutory limitations.
I.
Internal
groups will be invoiced once the event is complete. The internal group will initiate an interdepartmental
transfer (IDT) to cover any charges incurred.
In the event a program is cancelled the internal group will be
responsible for the percentage owed as stated in the “Cancellation Policy”
below.
J.
Any needs
not specified in the contract are subject to additional charges.
Requests should be submitted in writing at least four weeks prior to the
scheduled event. The scheduling
manager will consider the request and respond within ten working days to a
proposed contract modification.
K.
User
groups assume financial responsibility for damage and vandalism to the retreat
center, grounds, and/or equipment for the duration of the contract.
L.
In the
event that the Selu Retreat Center shall be destroyed or substantially damaged
by fire or other casualty, or in the event other circumstances render the
fulfillment of this contract impractical or impossible, the sponsoring
organization shall be obligated to pay for services, activities, and events
which occurred prior to the casualties or circumstances.
In the event of a casualty prior to a scheduled event, a full refund will
be made. Radford University is not
obligated for finding equal or better accommodations in the event of a casualty
or unforeseen circumstance.
A.
If the
contract is cancelled by the sponsoring organization up to 30 days before the
arrival date of participants, the sponsoring organization agrees to pay the
university 10% of the total, as stated in the contract.
B.
If the
contract is cancelled by the sponsoring organization between 30 and 15 days of
the arrival date of participants, the sponsoring organization agrees to pay the
university 25% of the total charges, as stated in the contract.
C.
If the
contract is cancelled by the sponsoring organization between 14 and 5 days of
the arrival date of participants, the sponsoring organization agrees to pay the
university 50% of the total charges, as stated in the contract.
D.
If the
contract is cancelled by the sponsoring organization four working days or less
before the arrival date of participants, the sponsoring organization agrees to
pay the university 100% of the total charges, as stated in the contract.
Groups requiring food and/or beverages must contract
with Radford University’s Catering Services.
Catering Services provides meals, snacks, and receptions for retreat
center events. Alcoholic beverages consumed on Selu Conservancy property must be
provided through RU’s Catering Services.
Please refer to the “Alcohol Policy” listed below.
The Selu Retreat Center contains a small kitchen, but groups larger than
ten are required to contract with Catering Services for all meals unless prior
arrangements are made with the scheduling manager.
(Groups approved to use the kitchen must supply their own cooking
utensils, pans, and place settings.)
The
following general regulations regarding alcoholic beverages apply to all
individuals and groups using the Selu Conservancy property.
A.
For an
event occurring on the Selu Conservancy property, Radford University’s
Catering Services holds the Alcoholic Beverage Control Board License for beer,
wine, and liquor. The alcohol must
be purchases through Catering Services and distributed by the Catering staff.
Groups may not impose a cover charge for alcohol.
B.
The sale,
purchase, possession, transportation, storage, distribution, and consumption of
alcoholic beverages on the Selu Conservancy property is only permitted by
contracting with Radford University’s Catering Services.
All alcoholic beverages will be served in accordance with Virginia state
law. Internal groups please refer
to Section 3 [Alcoholic Beverage Policy] of the Student Handbook for additional
information.
C.
University
regulations prohibit the possession or consumption of any alcoholic beverages on
the Selu Conservancy property unless the university has sanctioned the location
and/or conditions for possession or consumption.
D.
Alcohol
consumed on Selu Conservancy property must be obtained and consumed within the
area designated for the event.
E.
Attendance
at Selu-sponsored events, where alcohol is being served, is limited to Radford
University employees, students, contract groups, and their invited guests.
Guests of the Selu Conservancy property are subject to the same
regulations as their host, such as complying with legal drinking laws and the
use of legal IDs. Hosts are
responsible for the conduct of their guests.
F.
When
alcoholic beverages are present at an event, non-alcoholic beverages must be
available in sufficient quantity and at a price equal to or less than that of
the alcoholic beverage. It is
recommended that food also be available.
G.
No state
funds (including university and student fees) may be used to purchase alcoholic
beverages.
H.
Advertising
for a function where alcohol is being served may make no reference in written or
graphic form to alcoholic beverages being served or the cost of such beverages.
I.
For
events sponsored by a student organization where alcohol is being served, a
written approval from the organization’s advisor must be obtained.
Questions
concerning this policy may be addressed to the Assistant Director of Auxiliary
Services.
A.
Payments
should be made payable to Radford University upon receipt of invoice.
B.
Facility
rental rates are based on use of the retreat center and other Selu facilities.
Use of the conference rooms is a separate rate from the use of the
lodging accommodations. The retreat
center is set up to sleep 20 people. Lodging
accommodations are dormitory style with two rooms having five sets of bunk beds
in each room. There are two full
baths, accessible to individuals with disabilities, with showers, sinks, and
toilets.
C.
Linen
service includes two twin sheets, a blanket, a bedspread, a pillow and
pillowcase, two bath towels and two wash cloths. Internal RU groups and external non-profit/civic groups will
not have linen service provided, unless it is requested. External business and industry groups/general public will
have linen service provided in the package price.
D. Facility rates do not include set-up charges for labor and special
equipment needs. Set-up charges
will be based on the type of equipment used and a labor charge per hour.
Sponsoring organizations must provide their own audiovisual equipment.