Summer Housing for Conference Groups The 2014 summer season at Hamline University will begin June 1 and end August 1. Hamline University generally provides lodging, meeting space, and dining services for a wide variety of conferences every season. Accepted groups are generally 150 participants or less. Summer housing for groups is scheduled through the Office of Residential Life. If you don't find the information you need within this website, please contact us at 651-523-2061 or firstname.lastname@example.org. Details Please read the information below about conference housing. Submit an application by filling out the summer conference application form. General Information The Summer Conference Office is located in Sorin Hall at 1535 Englewood Avenue. The desk is open in the evening to assist conference guests when their are guests staying on campus. Daily desk hours are typically from 7 p.m. to 10 p.m., 651-523-2580. Should you need assistance before or after desk hours, please call 651-325-1472 for assistance. Residence Hall Rooms Several residence halls are used for summer conferences and they are all located in close proximity to university dining facilities and meeting space. Rooms in the residence halls include a bed, desk, and wardrobe or closet for each participant. A blanket, pillow, linens, and a towel are also included in the room cost. Gender specific restrooms and housing assignments are available. Rooms are not air-conditioned. Billing All charges will be billed immediately following the event. All unpaid accounts will be due no later than thirty days after the billing date, indicated on the billing statement. If the balance is not paid by the date on the final invoice a ten percent late fee will be assessed. If the bill becomes ninety days overdue, than the late fee will be raised to twenty-five percent. In the event that Hamline University has to incur any expenses in collecting payment from the group, the group agrees to pay all of the University’s cost of collection. This includes, but is not limited to, a collection agency fee and/or a reasonable attorney’s fee. Check-in/Check-out Hamline facilities are contracted to groups, not individual participants, therefore the check-in and checkout for each group is limited to a one to two-hour time block, rather than individual arrivals and departures. Special arrangements may be made through the Conferences Office if needed. Most check-in/outs are held in the lobby of Sorin Hall. All group members and leaders are required to attend a policies and procedures meeting together following check-in. When a group checks out, any Hamline linen should be placed in the pillow case and dropped off at the Summer Programs Office. The pillow and blanket can be left on the bed. All trash should be removed from the room and placed in the appropriate receptacle. Conference Rates Single Room: $35 per night Double Room: $30 per night/per person (outside groups) Double Room: $28 per night/per person (Hamline groups) Deposits Deposits are due along with a signed contract and are equal to twenty-five percent of the estimated housing and cafeteria meals. Guarantees Each group agrees to provide Hamline University with a complete list of all participants two weeks prior to check-in. The group will be responsible to pay for this number of attendees (the guarantee) for food service and housing as a minimum, even if subsequent changes reduce the number of attendees and/or room nights requested. The list must include each participant’s full name, gender, and any special room requirements. This list must also include any early arrival or departures. Each group must promptly provide the University with any additions, deletions, or other changes to the participant list. Changed or late additions are subject to a $5.00/person fee. Hamline University does not guarantee availability of housing accommodation or meeting facilities in excess of 105% of the guaranteed numbers. If a final declaration of numbers is not given to Hamline University two weeks prior to the date of the check-in/registration time, Hamline University will assume attendance to be those estimated numbers listed under the housing and food service sections of the contract, for use of meeting facilities, on campus housing, and for food services, and each group will be responsible to pay for the guaranteed number. Indemnity and Damages Each group agrees that all the participants of their group are under the direct and complete supervision of the group. The rules and regulations of Hamline University will be adhered to and followed by all participants of said group and enforced by the group’s leaders(s). The group and the undersigned individual will be liable for any and all damages resulting from the group and its participants’ and guests’ use of the facilities and services of Hamline University. The group and the undersigned individual will reimburse Hamline University for all the damages to facilities and services used by the group, it’s participants, or guests. The group and the undersigned will hold harmless Hamline University against any and all claims for loss, injury or damage to persons and/or property arising out of activities of the group, its participants, or guests. Hamline University assumes no liability for any property placed or left by the group, its participants, or its guests in Hamline facilities. Insurance Each group shall obtain its own insurance from an outside source in the amount of no less than $2,000,000. Hamline University is to be named as an additional insured in that policy and will receive a certificate of said insurance no less than thirty days before the first date that appears on the contract. Keys Adult participants are issued keycards/ keys for both the residence hall and their individual room. Participants under eighteen are given a room key only and must be with a chaperone to enter the residence hall for security purposes. Replacement cost for missing or lost keys is $50.00 per key or keycard. The fee for missing or lost lanyards is $3.00 each. Smoking and Alcohol Smoking and alcohol are not permitted within any meeting facility or residence hall at the Hamline University campus. Supervision The visiting group must provide one adult supervisor for each group of eight to ten children (those under age eighteen) in each residence hall in use. This adult must enforce the rules and regulations of Hamline University. Telephones Hamline University will accept only emergency calls for the participants during he time of the visiting group’s program. The group will designate one of its members to contact the Summer Conference Office during normal working hours to determine if any such calls have been received. If there are any after hours emergencies they will be directed to the Office of Safety and Security, which is open twenty-four hours a day at 651-523-2100.