Conference Services Event Contract

EVENT CONTRACT/ Simpson University Conference Services:

Fees/Billing Information:

Event Billing:

• To secure event client needs to submit signed copy of the contract, proof of insurance, and deposit amount as soon as possible.
• The Conference Services Coordinator will call the client thirty days prior to on campus arrival in order to review the details of the event.
• In addition, the Coordinator will call the client ten days prior to arrival on campus to establish the anticipated number of guest (needed for proper planning and purchase of food, supplies, equipment, etc.). As a minimum, the client will be charged based on this ten day anticipated guest count.
• Final charges plus any additional guest charges and/or other related incurred charges are due in full at the end of the event.
• Deposit required. Usual deposit is based upon 10-15% of total estimated event charges

Cancellation Policy is adjusted into three time frames. Amounts can vary depending upon when event is booked, size of event, and extenuating circumstances of each client. See below example:

Cancellation Policy (example: it is customary for cancellation amount to be around 10% of total invoicing, depending upon complexity of camp/event).

Nov 15th 2006 to Jan 15th 2006: $500.00

Jan 16th to Feb 28th 2007: $1000.00

March 1st 2007 to April 1st: $1500.00

Minimum Charge to Simpson University:

Final Event Charge to be established by end of Event.

General Campus Information:

Illnesses/Accidents: The Client must report illnesses and accidents immediately to the college staff person on duty. It is the responsibility of the Client to transport sick or injured guests to and from the hospital. The Client will provide its own first aid.

Conference Staff: The Client will provide program staff and counselors. Client staff will be 18 years or older. That staff will be responsible for the care and discipline of any guests or counselors under 18 years of age, and will care for all campus equipment used.

Clean Up: The Client agrees to respect campus grounds by maintaining continual cleanliness of the facilities and grounds.

Damages/Theft: The Client must pay for any damages to the campus property (beyond ordinary wear) or theft by any member of the Client. The charges for damage or theft will be added to the total bill. Simpson University is not responsible for any lost or stolen items.

Upon arrival the Client should inspect any University property to be utilized during their stay and report evidence of any damage to a Simpson University representative. During departure a representative of the Client and Simpson University will inspect any University property utilized during the Client’s stay and report on any damages at earliest possible convenience.

Computer Use: Simpson University shall not be responsible for any client’s computer used on campus. If any client uses a computer on campus they are required to have the latest virus updates and notify Simpson of their intention to use one. Client is liable for any server or individual breakdowns if virus is brought in on their personal computers. Internet sites used are to be of an appropriate professional nature only.

 Events where food is planned: there will be a service charge of $100.00 for changed mealtimes or reduced head counts that occur within 9 days or less prior to event. Client will be charged, at minimum, the full 10 day count for all meals ordered regardless of actual head count, unless head count is to go up.

Behavior Guidelines:

A. Possession and/or use of illegal drugs or any alcoholic beverages are not allowed on the college campus.

B. Smoking is not allowed on the Simpson University campus.

C. Firearms, weapon are prohibited

Multiple Clients: The Client understands that other clients may be sharing the facilities of Simpson University. The Client agrees to cooperate with the college management and the other clients to secure the most effective use of the campus. The college reserves the right to change building, dorm, or recreational facilities.

Room Keys: Each residence hall has an automatic electronic outside lock on main entrance (except Measell/Taylor). Except Measell/Taylor residence halls are electronically locked down from 2am to 6am each day. Additionally rooms have inside individual dorm room manual locks. The college also provides campus security 24 daily. We recommend our clients not use keys; if keys are needed to secure private property we recommend designating a special room with client leadership having access.

However if keys are issued to clients the following procedures are to be in effect:

$60.00 deposit for each key. (cash or credit card # is acceptable)

$60.00 deposit for each non-residence key; and if lost $60.00 times the number of doors it opens.

Clients are responsible for key deposit collection and dispersal monies of key deposit collection.

Simpson University will assist in key assignment. Any room key not returned at checkout will be considered lost.

Parking: No parking is allowed on any of the campus streets. RV’s & Busses need to be assigned to special parking areas. Please contact Simpson for assistance. Parking permits will be required unless specified. Simpson shall enter those permits to client to display in vehicles.

Contractual Considerations:

Insurance: The Client shall have in effect, with an insurance company acceptable to Simpson University, general liability insurance with liability limits of not less than $1,000,000 combined single limit, insuring against all liability of the Client and its authorized representatives arising out of and in connection with the Client’s use or occupancy of Simpson University. The Client shall provide Simpson University a Certificate of the insurance required under this Agreement, including an endorsement naming Simpson University as additional insured; with event dates specified; at the time the signed Contract is returned to Simpson University.

. If the

Client chooses to use recreation equipment like the bounce house(s) then additional waivers of liability will need to be signed by

each child’s parents at the time of the event, if they choose to use this equipment. There are posted rules which will require

parental supervision of their children on this equipment. Simpson employees are only present to ensure that equipment is

functioning safely as manufacture intended. 

Event Promotion: The Client understands that the use of Simpson University facilities in no way connotes “hosting” or “sponsorship” of the event or of the Client by Simpson University unless otherwise agreed. Reference to Simpson University should be limited to identifying the event as being “at” Simpson University.

Indemnification: The Client shall indemnify, defend and hold Simpson University harmless from all damages, liability and expenses, including reasonable attorneys’ fees, incurred by Simpson University as a result of the Client’s use of the property of Simpson University pursuant to this Agreement.

Attorneys’ Fees: If either party files any action or brings any proceeding against the other arising out of this Agreement, the prevailing party shall be entitled to recover as an element of its cost of suit, and not as damages, reasonable attorneys’ fees to be fixed by the court.

Entire Agreement: This Agreement sets forth the entire Agreement between the parties. No oral modification of or amendment to this Agreement shall be effective except as allowed by the Contract, i.e. guest count. This Agreement may be modified by written agreement signed by all of the parties hereto.

Authority of Signatories: Each person executing this Agreement represents and warrants that he or she is duly authorized to execute and deliver the same.

Guaranteed Reservation: A Certificate of Insurance, Deposit and one copy of the signed Contract should be sent to Simpson University as soon as possible. The requested dates cannot be held without the aforementioned items.

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