The following are the terms and conditions for an agreement between Student Life and Kennedy Union, University of Dayton, hereafter referred to as "University" and your conference group, hereafter referred to as "Registrant." All conferences renting space on the University of Dayton campus must have an educational purpose, and no conference group renting campus space may discriminate on the basis of age, race, color, creed, national or ethnic origin, sex, or against otherwise qualified disabled participants in its policies nor in the administration of its programs and services. It is the responsibility of the Registrant to inform all participants of the policies noted within this document. Student Life and Kennedy Union, in consultation with the Registrant, agrees to arrange and/or provide for the following:

1. Residential Facilities

V.W. Kettering Hall

VWK is located on the east end of campus. Each suite consists of two bedrooms, one living room with a small refrigerator, and one bathroom. Each bedroom contains two twin beds. Televisions and alarm clocks are not provided. The residence hall is air-conditioned. Kitchens are located on each floor in the lounge. Kitchens are equipped with microwaves, refrigerators, and sinks. Cooking is prohibited in the suites. Coin operated washers and dryers are located on each floor. One key is distributed to each guest which will open their unit. One access card is distributed to each guest which will open the entry doors to their building. For the safety of all guests, the propping open of exterior and interior doors is prohibited at all times.

Lawnview Apartments

Each apartment consists of two bedrooms, one living room, a bathroom, and includes a microwave and refrigerator. Each bedroom contains two twin beds. The Lawnview Apartments are air-conditioned, and coin operated washers and dryers are located on the first floor.  Televisions and alarm clocks are not provided.  One access card is distributed to each guest which will open the entry doors to their building. For the safety of all guests, the propping open of exterior and interior doors is prohibited at all times.

Marianist Hall

Each Marianist Hall room in the East and Middle wings has two twin beds, and restrooms are accessible by exiting the room and entering one of the restrooms on the floor. Each Marianist Hall room in the West wing has two twin beds and restrooms are accessible directly from the individual rooms (two rooms share each restroom).  Televisions and alarm clocks are not provided. One key is distributed to each guest which will open their unit.  One access card is distributed to each guest which will open the entry doors and appropriate wing of their building. For the safety of all guests, the propping open of exterior and interior doors is prohibited at all times.

Campus South

The Campus South apartments are located at 311 Irving Avenue. Each apartment consists of three bedrooms, one living room, a bathroom, and includes a microwave and refrigerator. Each bedroom contains two twin beds. Televisions and alarm clocks are not provided. Campus South is air-conditioned.  Coin operated washers and dryers are located on the ground floor. Keys will be distributed for an individual apartment unit. One access card is distributed to each guest which will open the entry doors to their building. For the safety of all guests, propping of apartment doors is prohibited at all times.

Stuart Complex/Founders Hall/Marycrest Complex

Each room consists of two twin beds. Community restroom facilities are located on each floor. Kitchen facilities are located in floor lounges and cooking is prohibited in the rooms. A coin operated laundry room, and TV lounge are located on the first and ground floor. One key will be distributed to each guest which will open their individual room. One access card is distributed to each guest which will open the entry doors to their building. For the safety of all guests, the propping of room doors and exterior doors is prohibited at all times.

Housing Lists must be provided by the Registrant in writing, seven (7) days prior to arrival. Housing Lists must contain the following:

Keys/Access Cards

Keys and access cards will be distributed to each individual staying in a University residential facility. Keys and cards will be distributed at the Main Desk of each facility, and they must be returned to the Main Desk upon departure. Failure to return a key will result in a $100.00 lock change charge, to be billed to the Registrant.  Failure to return an access card will result in a $10 charge to be billed to the registrant.  The Registrant is responsible for securing payment from an individual.

Linen Supplies/Custodial Services

Bed and bath linens are provided for each guest. Daily maid service is not provided. Custodial services will consist of cleaning facilities to be occupied prior to the start of the scheduled conference, and public areas cleaned daily. Additional linens are available at the front desk if needed.

Main Desk Operations

The Main Desk of your residential facility will be staffed 24-hours a day. Keys will be distributed by the University’s conference staff at the Main Desk. The following Main Desk phone numbers may be used:

Campus South (937) 229-3539

Founders Hall (937) 229-4611

Lawnview Apartments (937) 229-3665

Marianist Hall (937) 229-1627

Marycrest Complex (937) 229-3124

Stuart Complex (937) 229-4621

V.W. Kettering Hall (937) 229-4563

 

3. Meeting Facilities

Please see your confirmation for rates.

The location of meeting facilities and times used must appear on the daily schedule, provided by the Registrant. All information regarding set up of tables, chairs, audiovisual equipment, etc. must be requested at least 14 days prior to arrival. Rented furniture, complex audiovisual requirements, etc. may require additional notice/charges.

4. Parking

Parking for participants will be provided in S2 Lot for guests staying in V.W. Kettering Hall, Stuart Complex, Marianist Hall, Founders Hall, or Marycrest Complex; CS Lot for guests staying in Campus South and Lawnview. There is no charge for campus parking, but a permit must be displayed at all times. Parking permits are distributed at the main desk of each residential facility.

Please note that shuttle service from the airport is not provided by the University. Arrangements can be made through Charter Vans (contact (937) 898-4043) or through taxi services.

5. Recreation

The RecPlex, located on campus, contains an indoor swimming pool, racquetball/squash courts, volleyball and basketball courts, weight rooms, an indoor jogging track, and a Cardiovascular-Aerobics Fitness Center. Prior arrangements must be made in order to use the facilities. 

Campus Recreation:

A. Space Request: Groups interested in renting recreation space for exclusive use must submit a Facilities Request Form
    to RecPlex M24. This form can be found at www.udayton.edu/~recsport/. Campus Recreation may reserve the right to
    decline a request. Requests must be in 30 days before your visit.

B. Groups under the age of 18 must reserve a space on the ground floor of the RecPlex. The spaces available include 
    gym courts, climbing wall, and pool. The spaces reserved will be charged by the hour. Groups will be required to
    provide a chaperon for all activity areas reserved.

C. Fitness Center: Groups interested in letting conference participants use the facility at there own leisure can request
    Informal Recreation passes from Campus Recreation. The charge can be up to $8.00/ person. To qualify as general
    use, participants must be over the age of 18 and not coming to the RecPlex for a programmed activity.

D. Cancellations: Cancellation of any informal recreation passes for services, facilities, or staffing by any registered
    group or conference must be submitted in writing ONE WEEK prior to their scheduled event for a full and complete
    refund. Cancellations after this time will result in a forfeiture of all fees. All individual passes are non-
    returnable/non-refundable.
 

6. Health Care

The Health Center, located in Gosiger Hall on campus, is open weekdays from 8:00 a.m. until 4:00 p.m. Treatment cannot be provided for anyone under eighteen (18) years of age without written consent of parent or guardian. It is the responsibility of the sponsor of the program to secure such consent, and to make it available to the Health Center staff at the time that treatment is sought. Conditional consent (permission to initiate treatment only if parents cannot be reached) is not acceptable. The written consent form must specifically designate the staff of the University of Dayton Health Center as being empowered to treat the child; delegation of consent to another person (e.g., the sponsor of the program) is not acceptable. Consent must include both diagnostic procedures and treatment deemed necessary by nursing and medical personnel at the Health Center. If the Registrant uses their own medical release form not designating the University of Dayton Health Center as being empowered to treat the child, treatment will not be provided. Anyone coming to the Health Center with a true emergency will be treated, regardless of whether he/she is enrolled in an instructional program or, in the case of a minor, whether he/she has written consent. Minors with non-emergencies and without proper parental consent will not be treated at the Health Center, but will be referred to a hospital emergency department. There are charges for all medical services received at the Health Center. The University will consider all health care charges to be the personal responsibility of the individual receiving treatment. No third-party or insurance billing can be accommodated; individuals will be charged on-site, and they can then file for reimbursement from their insurance company.

7. Campus Policies/Regulations

• Chaperons

All youth activities must be chaperoned and chaperons must reside in the residential facility on the same floor(s) with the youths. "Youths" will be defined as persons 21 years of age or younger. "Chaperons" shall be defined as persons over the age of 21. The University requires that chaperons accompany youths at all times. Adequate supervision must be provided by the Registrant.

• Decorating Regulations

Candles for decorative purposes are permitted only under the supervision of the conference staff. Candles for ceremonial events are available at no charge from the Student Life and Kennedy Union Office. Wax residue on carpets and furniture will result in a charge to the Registrant. Only flame-proof material may be used in decorations, and all lights or lighting devices must be labeled approved by the National Board of Fire Underwriter’s Laboratories, Factory Mutual’s Laboratories, or the National Bureau of Standards. Decorations may not be placed on lamps or ceiling lights. Live or natural foliage may not be used in the interior of any University-owned building. Decorations may not be placed blocking doorways, stairways, or general passageways. Masking tape only may be used on walls. Pins and thumbtacks only may be used on ceiling tiles. Tape of any kind is not permitted. The use of Stik Tac, glitter, and confetti is prohibited. All decorations and signage must be removed at the close of an event.

• General

All regulations concerning health, safety, and public order in the State of Ohio, the County of Montgomery, the City of Dayton, and the University shall be observed. The University prohibits the unauthorized use of alcohol; the possession and/or use of any dangerous object or weapon including but not limited to fire crackers, gun powder, and/or other forms of explosives; the tampering of fire equipment or safety apparatus, electrical wiring and speakers, or the destruction of any University property wheresoever located. If the Registrant or any of the participants or their guests fail to comply with said regulations, the University may terminate the agreement in whole or part at any time. Then and in that event, the Registrant shall be liable to the University for all charges and expenses incurred to date on behalf of the Registrant and the remaining anticipated conference and guest room fees as liquidated damages.

• Property Removal/Storage

If the Registrant fails to remove personal property, then and in that event, the University may remove same and store it at the Registrant’s expense for a period not to exceed five (5) days. If the Registrant has not claimed said property in the time designated, the University may dispose of the property and will not be liable to the Registrant for any damages arising from this action. The Registrant further agrees to be financially responsible for the recovery of any personal property and for any expenses incurred by the University associated with such.

• Right of Access

No sidewalks, doors, passages, or ways of access to or through the facility or to any other part of the University areas shall be obstructed by the Registrant, except in the lobby areas as permitted and agreed to by the University at the time of signing the agreement.

• Right of Entry

The University respects the Registrant’s right to privacy; however, the University reserves the right to enter the Registrant’s room at any time for health, safety, welfare, law enforcement, or maintenance purposes. It is expressly understood that the University may perform such inspection and maintenance in or outside of the Registrant’s room without prior notice. Registrant agrees to cooperate fully with the University personnel, and understands that such inspection or maintenance may entail noise and inconvenience.

• Safety/Security

The University will not issue an identification card during the Registrant’s stay on campus. Some type of picture identification should, however, be carried at all times while on campus, as the University Public Safety or other personnel may require identification of any person on campus at any time. The University of Dayton Department of Public Safety is on duty 24-hours a day, seven days a week. The telephone number is (937) 229-2121. All information pertaining to emergency procedures within residential facilities (including fire alarm procedures, evacuation procedures, etc.) is located within each residential unit.

• Smoking

The University of Dayton provides a smoke free environment and, as such smoking will be prohibited in all interior areas of University-owned property. Smoking is not permitted in any indoor areas, including cafeterias and lobbies. This policy applies at all times.

8. Guarantees/Payment

The University agrees to provide the facilities and services indicated in the agreement at the rates indicated. These rates are based on the participation figures provided by the Registrant to the University in the Final Contract. The University reserves the right to alter rates if the participation figures indicated in the Final Contract are altered. The Registrant agrees to be financially responsible to the University for one-hundred percent of the Registrant’s guaranteed number, and any participants over the guaranteed number. Guarantees can be changed up to seven (7) days prior to the start of the conference. Payment is due within thirty (30) days of the consolidated billing date. A $250.00 security deposit is to be paid with the return of the Initial Contract, unless so waived by the University. Said deposit will be applied to the final invoice and is not refundable unless a written notice of cancellation is submitted to the University sixty (60) days prior to the scheduled conference date. The University reserves the right to change rates by notification in writing to the Registrant no later than one hundred and twenty (120) days prior to the scheduled conference date.

9. Cancellations

This agreement may be canceled by the Registrant in writing at any time but no later than sixty (60) days prior to the scheduled conference date. Cancellation by the Registrant after said date will forfeit the reservation and 50% of anticipated costs, based on guaranteed number specified in the Final Contract. Cancellations received less than thirty (30) days in advance of the conference will forfeit reservation and 100% of anticipated costs. The University may cancel the agreement if, in the University’s judgment, sufficient information is not provided by the Registrant for planning purposes ninety (90) days prior to the scheduled conference date, or if the nature of the activity was misrepresented by the Registrant in obtaining initial approval from the University or any other reason the University deems fair and appropriate. Normally in such cases, when the University cancels the agreement, all deposits will be refunded, less damages. The agreement may be terminated at any time when the facilities are required for public necessity or emergency use. Under such circumstances, all deposits will be refunded to the Registrant and the University’s liability shall be limited to repayment of any deposits paid by the Registrant. Should the facility or any part of the University be destroyed by fire or any cause or should any other casualty or occurrence render the fulfillment of the agreement by the University impractical, then and in that event the agreement will terminate and the Registrant shall pay charges for said facilities and services only up to the time of said termination. Registrant hereby waives any claim for damages should the agreement be terminated by the University for any reason.

10. Indemnification

The Registrant agrees to provide a $1 million certificate of insurance naming the University of Dayton as additional insured covering public liability and property damage. The Registrant shall furnish said certificate thirty (30) days prior to the start of the conference and said certificate shall contain a provision that the certificate shall not be changed or canceled during its term until a seven day advance written notice is furnished to the University. The Registrant assumes full responsibility for the acts of the participants and their guests using University facilities, and agrees to reimburse the University for any and all damages done to said facilities during the time covered by the agreement. The Registrant hereby expressly waives any and all claims against the University for or on account of any personal injury sustained, or any loss of property caused by fire, water, deluge, or overflow or explosion howsoever arising or caused or being with said premises, or for any damage occasioned by failure to keep said premises in repair, or for any damage arising from acts of neglect of Registrants or other occupants, or for loss of any article or property by theft or from any cause, from said premises or building or for any other claim or loss, not the fault of the University. In the event the University will find it necessary to bring legal proceedings to recover possession of the premises or to enforce any of the terms of the agreement, including the recovery of damages or charges, the Registrant agrees to pay all reasonable attorneys’ fees, costs and expenses so incurred by the University.

The following are the Insurance Requirements for all business and commercial events (non-UD sponsored events) held on campus: