Agreement Revisions
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.
Alcoholic Beverages
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.
Bicycles, Skateboards, & Rollerblades
1) The safe and reasonable use of bicycles, skateboards, and roller-blades is permitted on university sidewalks and in parking lots unless otherwise posted.
2) The use of bicycles, skateboards, and roller-blades is prohibited in all other areas of the university. (i.e. lawns, stairways, curbs, other raised concrete or brick structures, etc.)
3) Persons using bicycles, skateboard, or roller-blades must yield the right of way to pedestrians and must travel at a low controlled speed.
4) The use of skateboards or roller-blades for recreational purposes is prohibited in Heth Plaza.
5) Bicycle parking is limited to bike racks and other designated areas. Parking a bicycle in any other area (i.e. buildings, lobbies, stairwells, porches, trees, bushes, fences, access ramps, lamp posts, etc.) is prohibited. Radford University guests are responsible for knowing and complying with all laws and local ordinances pertaining to the use of bicycles, skateboards, and roller blades.
Cancellation Policy
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 percent of estimate; 14 to 5 working days, 50 percent of estimate; and 5 working days or less, 100 percent of the estimated expenses. The sponsoring organization is responsible for all previously incurred expenses.
Candles
Candles (with or without wicks) are not permitted in any university building. The use of objects with open flames is prohibited in any university building.
Contract
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.
Damage and Theft
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.
Dedmon Center
Facilities are available for Radford University faculty, staff, students, and athletic association members (at the appropriate club level) only. Children under 18 are not allowed entrance unless accompanied by a parent or counselor and must have a valid Radford University ID card.
For more information on Athletic Association memberships, contact the Athletic Association Office (831-5108) or the Athletic Department (831-5228).
Guests are allowed access on Fridays, Saturdays, and Sundays ONLY, and must be accompanied by someone with an Radford University ID or athletic association card.
Summer conference guests may use the Dedmon Center but must present a valid Radford University conference card. Persons under 18 will be admitted only with an adult or counselor. (They must also have an Radford University conference card.) Conference groups of more than 15 persons must make prior arrangements (at least one week in advance) with the Dedmon Center director. Youth groups of individuals under 18 years of age must have at least one counselor per seven youths and must remain with them at all times while in the center. The Dedmon Center director reserves the right to charge a user fee if the conference activities will interfere with the daily routine usage of the facilities.
Dining and Catering Services
Conference Services books events for educational and economic development related purposes. Conference Services will contact dining and catering for these events. Requests for private functions, i.e. weddings, should be booked directly through catering.
Disorderly Conduct
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.
1) Disorderly Conduct:
Disorderly conduct is any behavior which disrupts the regular or normal functions of the Radford University community. This includes behaviors which breach the peace or violate the rights of others. Disorderly conduct is prohibited on Radford University property.
2) Lewd and Indecent Behavior:
Lewd, obscene or indecent behavior is prohibited.
3) Verbal Abuse, Harassment, Threat of Physical Abuse, Endangering Conduct, and Physical Abuse:
A) Guests will be held accountable for verbal abuse, harassment, threat of physical abuse endangering conduct, and physical abuse as those terms are defined below.
B) Verbal Abuse is the intentional use of obscene, profane or derogatory language or the intentional use of an abusive tone or manner directed toward an individual or individuals.
C) Harassment is:
1. Slurs which creates a clear and present danger of a violent reaction or breach of the peace, or actually causes such violent reaction or breach of the peace.
2. Behavior of any kind that involves an express or implied threat to interfere with an individual’s personal safety, academic efforts, employment, or participation in university sponsored or sanctioned extracurricular activities, and causes the person to have a reasonable apprehension that such harm is about to occur. Affected behavior(s) may include a single event or a series of events.
3. Use of the telephone or a computer network to leave unwanted obscene, abusive, or repetitive calls or messages, will also constitute harassment.
D) Threat of physical abuse is conduct that indicates, or reasonably could be understood to indicate, either through speech or actions or a combination of both, an intent to physically injure an individual or individuals.
E) Endangering conduct is any act that imperils or jeopardizes the health or safety of any person or persons.
F) Physical abuse is any action that physically injures or inflicts physical discomfort on an individual or individuals. Note: The sanction or sanctions imposed by the university upon a guest may be enhanced when it is found that the guest has:
1. Violated the Standards of Conduct, and
2. Intentionally selected the person or persons against whom the underlying violation was committed or selected the property which was damaged or otherwise affected, because of the race, religion, gender, disability, age, veteran status, sexual orientation, political affiliation or national origin of that person or group of persons or the owner(s) or occupant(s) of that property. Whether or not the intent required within this paragraph is present shall be determined by consideration of all relevant circumstances and information.
Exhibit Services
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.
Extended Facility Use
1) Building Access:
University buildings and office areas are to be entered only during scheduled hours. Academic buildings may be used only for program related purposes and meeting space as approved by Conference Services. Unless otherwise stated or arranged, academic buildings are open 7 a.m. to 10 p.m. Monday through Friday and are closed Saturday and Sunday. Permission to use a specific facility after closing hours must be obtained through Conference Services. It is prohibited for a person to enter any area where access is limited to only authorized personnel (e.g., attics, tunnels, equipment and storage rooms, main closets, private office areas, unoccupied residence hall rooms, unoccupied university-owned apartments, etc.) except where permission has been granted.
2) The sponsoring organization is responsible for being in compliance with the policies and procedures as established by the appropriate scheduling office and the corresponding Technical Director for Preston Auditorium and Pridemore Playhouse.
3) Signs or printed matter are not to be attached to the university facilities or vehicles except as approved.
4) Rates provided by Conference Services are on a per day basis, unless otherwise noted.
5) Climbing, rappelling or related activity is prohibited on campus buildings or structures.
6) Damage to property, whether university property or property belonging to other person(s), is prohibited. Sponsoring organizations utilizing university facilities will be held responsible for damage to the room, common use areas or furnishings. Any damage by guests to university property will be charged to the sponsoring organization.
7) No objects may be thrown or dropped from windows, roofs, balconies, or other elevated areas.
8) Pet Policy:
A) No animals other than properly attended assistance dogs for individuals with disabilities are permitted in university buildings.
B) Cats and dogs must be held on a leash when on university property in authorized locations. Leaving a dog or cat tied up or otherwise unattended or letting these animals run at large on the campus is prohibited.
Note: Violation of this policy is also a violation of city ordinance.
C) Animals other than properly attended dogs and cats may be transported on campus grounds only if the animal is properly caged and attended.
D) An individual who brings an animal onto the campus or who is attending an animal on university property is required to immediately clean up any solid waste excrement that is deposited on campus grounds by an animal. These deposits are to be placed in a plastic or other airtight container and discarded in an outdoors-waste receptacle.
Note: Individuals are also urged to use these same courtesies when attending an animal in an off-campus location.
Facilities (Meeting and Lodging)
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.
Please visit Heth Hall, Bondurant Auditorium, and Hulbert Student Center, as well as Student Activities.
Failure to Comply
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.
Federal and State Laws
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.
Fees (Admissions/Registration)
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.
Indemnity and Damage
You agree that all participants are under your direct and complete supervision and control. As such, you are liable for all damages resulting from participant utilization of the facilities and services provided by the university. The university assumes no responsibility for loss or theft of personal property of the group or any of its participants. You shall indemnify and hold harmless the university, its offices, and employees, against any and all claims for loss, injury, or damage to persons or property, including claims of employees of the sponsoring organization or its agents, arising out of activities conducted by the sponsoring organization or its guests, on or in university buildings, properties, or facilities. External sponsoring organizations shall provide the university with proof of a current liability policy for itself and all participants with limits of not less than $300,000, combined single limit for each person/occurrence for bodily injury and/or property damage. The university shall be provided with a certificate of insurance no less than 30 days before the Arrival Date of Participants. The university assumes no liability whatsoever for any property placed by the sponsoring organization in university buildings, properties, or facilities. In addition, the terms and conditions of this agreement do not require the university to relinquish its control of its facilities and services to the sponsoring organization.
Liabilities
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.
Lodging Services
1) The sponsoring organization is responsible for submitting a roster of all attendees first and last names at least one week prior to the beginning date of the program. Failure to submit a roster of names will result in a penalty fee and possible refusal to assign lodging space.
2) Radford University may not contract blocks of rooms with any hotel for the sponsoring organization. All hotel rooms must be contracted by the sponsoring organization.
3) All lodging rooms used by the sponsoring organization for lodging or other purposes will be billed to the sponsoring organization accordingly.
4) University Keys: No issuance of keys will be made for non-sleeping rooms in any hall. Residence Hall master keys and all other sub-master keys are expressly for use by university personnel assigned such keys or authorized access to such keys as a function of employment. There will be a $50 charge for all front door keys and a $46 charge for all room keys not returned after participants departure from campus.
5) Sundecks:
A) Due to the obvious danger to persons and property, guests must not lean on or sit on the retaining walls surrounding sundeck areas and must not enter the roof areas outside the sundecks or on other buildings.
B) Cooking is not permitted on the sundecks.
C) Glass containers are not permitted on sundecks.
D) Alcohol usage on sundecks is permitted for approved (by Conference Services) functions only.
E) A guest list is required for all registered functions on sundecks and occupancy must be limited to official occupancy limits.
6) Appliances in Residence Hall Rooms
7) Residence Hall Room Regulations:
A) Guests are not to attach items to wood and painted surfaces unless an adhesive that will not damage these surfaces is used. Nails are not to be used to attach items to the walls or moldings.
B) Screens are not to be removed from their window casings
C) Multiple-outlet connections are prohibited unless they are a “temporary” power strip (or box) with a built-in circuit breaker or have a cord no longer than six feet, carry an Underwriters Laboratory (UL) approval, and have a maximum load of 15 amps. Extension cords are prohibited. Note: Surge suppressors do not meet this standard unless they have a built-in circuit breaker or are connected to an approved power strip/box (see above for a description of an approved power strip/box).
D) The narrow corridor within guestrooms leading to the doorway shall not be obstructed in any way. Furniture and other items shall not be placed near the doorway, or impede exiting room. Curtains, hanging beads, or other items shall not be hung near the doorway. No items (i.e. fishnets, flags, sheets, etc.) may be suspended from the ceiling of the room.
E) Guestroom walls and doors (both sides) shall not have any items placed below the doorknob level on the walls, doors (both sides), and door frames in guestrooms.
Parking Services
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. Please check out the directions to campus.
Payments/Deposits
Unless otherwise stipulated, sponsoring organizations are required to pay 50 percent of the total estimated bill at least 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 percent per month may be assessed on past due amount.
Rates
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.
Registration Services
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.
Safety Concerns
The Radford University Safety Office shall have the authority to stop any activity that presents an imminent hazard to university personnel, property or environment.
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. 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. Candles are not allowed in buildings and the use of objects with open flames are also prohibited in university buildings.
Scheduling Facilities
Radford University administration, faculty, staff, and/or student body have priority over events where most of the participants represent off-campus constituencies. All events will then be scheduled on a first-come, first-served basis.
Security Rights and University Rights
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.
Selu Conservancy
General Policies:
1) 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.
2) A fee schedule for the use of Selu will be established prior to January 1 of each year with the new rates going into effect on May 1. A copy of the current fee schedule is available upon request. The type of group using the facility determines user fees.
3) The Vice President for Business Affairs approves policies for the operation of the Selu Conservancy upon recommendation from the Selu Policies and Procedures Committee.
4) 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.
5) Groups utilizing Selu must be aware of and abide by the principles of the preservation and conservation of this property.
6) 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.
7) 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.
8) 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.
9) 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 percent.)
10) 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.
11) 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.
12) 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.
13) 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.
14) Conservancy users are restricted from bringing pets or other animals, excluding guide dogs, on the conservancy property.
15) 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.
16) The use of tobacco products is not permitted on the Selu Conservancy property.
17) The university is not responsible for loss or theft of personal property or damage of personal property.
User Group Definitions:
1) Internal groups: groups funded and/or officially recognized by Radford University, i.e., departments, campus organizations, or clubs
2) External groups: groups not funded or officially recognized by Radford University
A) 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.
B) Business and industry/general public: for-profit groups and/or individuals; groups not fitting into the above categories
General Reservation Policies:
1) Events at Selu may be reserved up to one year in advance.
2) 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.
3) Access to the Selu property is by reservation only. Arrangements must be made in advance with the director of Selu.
4) Final arrangements for room set-up and catering services must be made at least two weeks prior to the scheduled event.
5) Rental rates are based on usage and user group definition. Refer to the section on Rental Rates.
6) For groups utilizing the facility overnight, check-in time for the dormitory space will be no earlier than 3 p.m. and check-out time will be no later than 10 a.m. in order to allow adequate time for cleaning and maintenance between groups.
7) External groups are required to pay 25 percent 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.
8) 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 percent per month may be assessed by the university on any past due amount. Annual percentage rate is not to exceed statutory limitations.
9) 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.
10) 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.
11) User groups assume financial responsibility for damage and vandalism to the retreat center, grounds, and/or equipment for the duration of the contract.
12) 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.
Cancellation Policy:
1) 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 percent of the total, as stated in the contract.
2) 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 percent of the total charges, as stated in the contract.
3) 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 percent of the total charges, as stated in the contract.
4) 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 percent of the total charges, as stated in the contract.
Catering Services:
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 Radford University’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.)
Alcohol Policy:
The following general regulations regarding alcoholic beverages apply to all individuals and groups using the Selu Conservancy property.
1) 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.
2) 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.
3) 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.
4) Alcohol consumed on Selu Conservancy property must be obtained and consumed within the area designated for the event.
5) 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.
6) 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.
7) No state funds (including university and student fees) may be used to purchase alcoholic beverages.
8) 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.
9) 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.
Rental Rates:
1) Payments should be made payable to Radford University upon receipt of invoice.
2) 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.
3) Linen service includes two twin sheets, a blanket, a bedspread, a pillow and pillowcase, two bath towels and two wash cloths. Internal Radford University 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.
4) 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.
Speaker/Presenter Contracts
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.
Solicitation/Commercial Advertising
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.
Supervision Requirements
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.
Guidelines and Responsibilities:
1) There must be 1 counselor to every 15 residents ages 17 and under.
2) There must be at least one counselor per floor where residents are housed.
3) If parents are attending the same program, parents’ names must be on file with Conference Services, the sponsoring organization and university police.
4) Emergency contact phone numbers must be on file with the sponsoring organization and University Police.
5) A list of counselors names, lodging location, and room phone numbers must be on file with Conference Services and University Police.
6) Supervisors must be in the residence hall beginning at 7 p.m. or at the hour residents are allowed to be in the residence hall each evening and until 8 a.m. or the time residents are permitted to leave the residence hall.
7) At least one counselor must be in the residence hall during the times that residents are allowed to be in residence halls between the hours of 8 a.m. and 7 p.m. each day patrolling the building.
8) Responsibilities of the counselors include the protection of residents and the behavior and activities of their designated supervisees while on the Radford University campus.
9) 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.
10) Counselors selected must be present for the entire program, beginning at least two hours prior to registration for the program and staying until all residents they are responsible for have left at the end of the program.
11) All costs incurred with providing supervision are the responsibility of the sponsoring organization.
12) A copy of a medical consent form with all corresponding signatures must be on file in the Conference Services office for all youth ages 17 and under.
13) Additional Police supervision is required for any dance held on the Radford University campus in accordance with the policies and procedures established by the Heth Policy Committee.
14) The sponsoring organization is responsible for reporting to Conference Services any safety hazards or repairs needed in facilities where campers are housed. Youths should not contact Conference Services with maintenance requests.
15) Counselors are expected to require youth aged participants to leave their rooms and common areas reasonably clean. Trash should be emptied into garbage cans on each hall. If special cleaning is required, these charges will be added to the final bill for the group.
16) Qualifications for Counselors:
A) The sponsoring organization is responsible for the performance of the counselors.
B) Counselors must be 20 years or older.
C) Counselors must stay on the same floor and in the same hall and wing as their residents.
D) It is recommended that the counselor be of the same gender as the residents he/she is supervising.
17) The sponsoring organization must establish and enforce a reasonable evening curfew in which youth ages 17 and under must be in the residence hall and another curfew for the youths to be in their assigned rooms.
18) Youth participants who have a driver’s license are not permitted to leave campus with their vehicle. It is recommended that the sponsoring organization collect all automobile keys until the conclusion of the program.
Tampering
False Alarms, Bomb Threats, Misuse of Fire Equipment, and Fire Alarms in University Buildings:
1) Persons who knowingly or negligently cause or attempt to cause a false alarm by the setting off of the fire alarm system or give any other common or recognized alarm of fire or bomb threat are guilty of endangering the lives of other people and may cause damage to the persons and/or equipment responding to such false alarms.
2) Any person who without just cause therefore, calls or summons, by telephone or otherwise, any ambulance, or fire-fighting apparatus, or any person who maliciously activates a manual or automatic fire alarm in any building used for public assembly or for other public use, including, but not limited to, schools, theaters, stores, office buildings, shopping centers and malls, coliseums and arenas, regardless of whether fire apparatus responds or not, may be deemed guilty of a Class 1 misdemeanor.
3) Any person who makes and communicates to another by any means any threat to bomb, burn, destroy or in any manner damage any place of assembly, building or other structure or any means of transportation, who communicates to another, by any means information, knowing the same to be false, as to the existence of any peril of bombing, burning, destruction or damage to any such place of assembly, building or other structure, or any means of transportation, may be guilty of a class 5 felony (if such person is under 15 years of age, he/she may be guilty of a class 1 misdemeanor). Upon conviction may be punished by confinement in the penitentiary not less than one nor more than ten years or in the discretion of the court or jury trying the case, be confined in jail not exceeding 12 months and fines not exceeding $2,500, either or both.
4) Tampering with building smoke or fire detectors located in hallways or other common areas and misuse or tampering with fire extinguishers or any other fire or safety equipment is prohibited.
5) Misuse of or deactivation of residence hall room smoke detectors is prohibited.
6) When a fire alarm sounds in a university building, all persons must immediately evacuate the building, exiting by the most direct safe route. Occupants must evacuate the building to points sufficient to insure their personal safety. In the case of residence hall evacuation, all residents must report to their designated evacuation points. Any person who fails to immediately evacuate a building during an alarm is guilty of failure to evacuate.
Technical Assistance
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. Please visit Technology Services.
Tobacco and Illegal Drug Use
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.
1) Drugs:
Possession, use, distribution, manufacture or sale of legally controlled substances is prohibited. The possession of paraphernalia in conjunction with drugs or drug residue is prohibited.
2) Smoking:
A) Smoking inside university buildings is prohibited except in those areas specifically designated as areas in which smoking is permitted. Signs that specify that smoking is permitted are posted in those common/public areas in which smoking is permitted.
B) There are several types of buildings on campus. Each type of building has a separate smoking policy. Smoking policies for each type of building are listed below:
1. Residence Halls:
Hallways, rest rooms, and other public areas must be smoke-free. In residence hall living areas that are designated “smoke-free,” smoking is not permitted in residence hall rooms. In all other living areas, smoking within residence hall rooms must be at the discretion of the guests, and only with the permission of all other guests of the room whether present or not. Smoking is permitted in residence hall lounges that are designated and posted as “smoking permitted.”
2. Dining Services Areas:
Smoking is not permitted in food service areas, hallways, and rest rooms adjacent to food service areas.
3. Academic and All Other Buildings:
Hallways, instructional areas, rest rooms, stairwells and other public areas must be smoke-free. No smoking is allowed except in areas designated as “smoking permitted.”
