Rates & Contract Requirements

In This Section:

• Lodging Rates
• Linen Charges
• Key Deposit
• Dining Service Rates
• Facilities Fee
• Misc. Charges
• Guarantees
• Contracts
• Purpose
• Insurance
• Compliance with State Laws
• Cancellation
• Billing Information
• Checklist

2007 (Frostburg Summer Conferences) Rates and Billing/Guarantee Information

Necessary information that must be on file prior to beginning of conference. Rates quoted herein are subject to change without notice by the University.

Lodging Rates

Frostburg State University offers several lodging options:

The linen package includes two sheets, towel, pillowcase, washcloth, blanket, pillow, cup and soap delivered to each guest's room. There is a $10.00 per bed charge to have the beds made in advance. For family conferences, there is no charge for any child occupying the room in a sleeping bag, crib, etc. Any child occupying a bed will pay the full rate as outlined above.

These figures above do not include Maryland State sales tax (5%) or Allegany County occupancy tax (8%). These taxes will also be included additionally on the final bill, if relevant. It is your responsibility to provide proof of State sales tax exemption before the billing is set up.

Rates quoted herein are subject to change without notice by the University.

Linen Replacement Charges

Upon the close of your conference, the linen will be left in each room by the delegate, at which time a check will be made to assure that all articles have been collected. Any items missing will be charged to the conference group at the following rates:

Rates quoted herein are subject to change without notice by the University.

Key Deposits/Lost Keys

No deposits on keys are required. Any lost keys will carry a $25.00 replacement charge (the University must change the entire core whenever a key is lost). Keys will be distributed/collected by conference staff only.

Rates quoted herein are subject to change without notice by the University.

Estimated Meal Rates, Chesapeake Dining Hall - 2008

The rates as quoted below are per-diem per person, standard cafeteria service with unlimited seconds at all meals. A board day is dinner, breakfast, and lunch; adjustments are made for partial service (e.g., if a group checks out after breakfast, or does not arrive early enough to have dinner). Special meals, such as banquets, will be billed separately at the catered event rate; the cost of the standard meal will be deleted for that day based on the percentage of the daily rate applicable to the standard meal being deleted.

*Each meal accounts for a certain percentage of the daily rate; breakfast, 25%; lunch, 35%; dinner, 40%. These percentages will be used in calculating partial-day rates or in adjusting for banquets of other special meals. A full description of meal service is outlined in the Dining Services section of this Guide.

A catering guide with a mouth-watering array of options is available upon request.

Rates quoted herein are subject to change without notice by the University.

Facilities Fees

Classrooms, when not used for class purposes, will be reserved per the usual first come, first served basis. There is no discount of rental rates for rooms scheduled on consecutive days. Lane Center, HPER, and Performing Arts Center require a building manager and/or technicians when scheduled outside normal operating hours.

Rates quoted herein are subject to change without notice by the University.

Miscellaneous Charges

Additional billing will be applied for the following: property damage; duplicating costs; audio-visual equipment not normally located in the room; special services (provision of flowers, sound systems, etc.). Specific labor/set-up charges will apply, depending on your program. Please note: Damage charges will be set by the University's Physical Plant based on established rates.

Guarantees

A guaranteed number for meals is required no later than (10) working days before the commencement of your first scheduled food event. Preparations will be made up to 5% over your guarantee; however, minimum charges will be 100% of the guaranteed number should your guarantee not be reached. If the number of delegates exceeds the additional 5%, please contact the University immediately. There is no refund for meals not taken. Guarantees for standard cafeteria meals may be different, especially if your program requires different numbers of delegates on campus for a particular event.

Guarantees for special catered events will also be made according to the ten-day deadline and will follow the same policies. A guarantee for housing accommodations should be made no later than ten working days prior to the arrival of your delegates. Registration cards will be kept by Frostburg State University conference staff; if registration exceeds the guarantee, the total on-site registration number will be used in billing.

The University considers the above points (guarantees for food and lodging) to be minimum information which is essential to preparations for your conference. If this is not met, the University reserves the right to charge you based on the original number quoted on the "Request for Accommodations" form.

Contract Requirements

The University requires the signing of a Facilities and Services Contract, which outlines in detail financial arrangements, cancellation policies, and state-mandated policies and regulations. Any arrangements made with the University are not binding until the facilities and services contract is signed by a representative of your group and countersigned by Frostburg State University. The University will honor terms, rates, and availability of facilities as presented in the letter of agreement for fourteen (14) days from the date of mailing of the facilities and services contract until signed and returned by you. After that, rates and availability of facilities are subject to change.

References & Statement of Purpose

Any group new to Frostburg State University (i.e., any organization who has never used the University's facilities as a conference site) must provide references before a confirmation of space is made. References should include names, addresses, and phone numbers of institutions which have previously hosted your meetings. In addition, a statement of purpose as to your group's goals and objectives must be on file prior to any final commitments by the University.

Insurance

The Contractor shall secure, pay the premiums for, and keep in force until the expiration of this contract, adequate insurance as provided below, such insurance shall include the Contractor and Frostburg State University as insured on the liability insurance policy. A copy of the certificate of insurance, which shows compliance with these requirements, must be on file with the University before conference can commence.

• Workers' Compensation - As required by the laws of the state to cover all Contractor's employees.
• Owner's, Landlord's, Tenant's, and Contractor's Bodily Injury Insurance, with limits of not less than $1,000,000. for each person and $1,000,000. for each accident.
• Automobile Bodily Injury Liability Insurance with limits of not less than $5,000,000. for each person and $5,000,000. for each accident, and Property Damage Liability Insurance, with a limit of not less than $1,000,000. for each accident. For all vehicles operated by the Contractor on campus.

Compliance With State Laws

If the Contractor is operating a “youth camp” as that term is defined by COMAR, Title 10, Subtitle 16, by signing this Agreement, Contractor certifies that it has complied with all State of Maryland pertaining to the operation of youth camps. Contractor further certifies that it has obtained paid all required fees and obtained all necessary certifications for the operation of said youth camp.

Cancellation

Cancellation prior to thirty days before your conference holds your liable for any direct costs borne by the University in preparing for your group. Cancellation after the thirty-day limit results in a charge for lost business opportunity computed at 50% of total projected charges.

Billing Information

An advance deposit is usually required for the use of the facilities and services of Frostburg State University. The amount of deposit is negotiated separately for each group. The deposit must accompany the facilities and services agreement. Conference charges will be based on the following areas, with a day being considered from 12 noon to 12 noon.

• Room: per person per day, with or without linen.
• Board: rate per day, based on your groups size x number of days x guaranteed number.
• Additional costs (based on your specific needs); coffee breaks; banquets; special activities; lifeguards; equipment rental; lost keys; property damage; facilities rental.
• Maryland State Sales Tax: MD state sales tax (currently 5%) is charged on the following items: sleeping rooms, food and beverage items, lost linens, lost keys, lost meal cards, equipment rental, and personal property damages. In addition to the sales tax an occupancy tax (currently 5%) is charged on all sleeping rooms. Tax exempt organizations must provide a MD State Tax Exemption Certificate prior to the start of the program in order to avoid paying sales tax. Only state and federal government agencies and organizations are exempt from paying the occupancy tax.

Prior to actual billing, you will receive a statement of charges as compiled by the Office of Conferences and Events. You will have ten (10) working days to review the statement of charges and contact the University if there are any discrepancies. A bill from the University's Business Office will then be prepared and forwarded to your financial representative for payment.

Checklist

The following information must be provided to the University prior to the commencement of your conference:

• Facilities and Services Contract (signed)
• Deposit
• Insurance Certificate (minimum of ten days in advance)
• Guaranteed counts for lodging and dining services (minimum of ten days in advance).
• For first-time guests of the University ...
  • Names of institutions which have previously hosted your organization;
  • A statement of purpose regarding your group's goals and objectives.