Additional Services
Insurance Requirements
Event Cancellation Insurance
Voicemail Service
Emergency Locator Service
Parking
Keys
Quiet Hours
Pets
Lost or Stolen Items
Advertising · Solicitation/Commercial Activity
Removal From Campus: Individuals
Removal From Campus: Groups
Non-Cooperation
Concern For Property/People
Alcohol · Drugs, Narcotics, and Acids
Weapons · Harassment
Emergency Response
Additional Services
A person or persons must be identified from a
group as responsible for requesting services not included in the contract. If
the requests can be accommodated, a designee must initial in the contract
folder by each additional service requested.
Insurance Requirements
Pacific Lutheran University requires all sponsoring groups to provide a
certificate of insurance of General Liability Insurance and Auto Insurance
(owned and non-owned), if applicable, specifying date(s) of coverage, insurance
carrier, and policy agent, no later than thirty days prior to the event.
Liability Insurance must be for a combined minimum of $1,000,000. Pacific
Lutheran University must be named as additional insured. Sponsor's insurance
company shall provide thirty days prior notification of any reduction in
coverage.
Event Cancellation Insurance
Some organizations provide coverage to protect
their investments from unforeseen situations. Natural disasters or other
situations may require an event to be cancelled, possibly resulting in significant
losses to the organization. Groups may want to consider event cancellation
insurance for an event. For more information, contact any commercial insurance
organization.
Voicemail Service
Each group may be assigned a voicemail box upon
request, accessible 24 hours a day. This box may be used for messages, that the
sponsor can check from any phone on campus, and also from off-campus. The
number to this line may be published as a message number for the group once the
number is established. This allows messages from family members, or guests, to
reach the specific group directly as PLU staff is unable to notify guests when
they have a message. The voicemail number will be divided into separate boxes
for each group. A caller needs merely to follow the instructions to choose the
appropriate group name and leave a message. The voicemail service may be
activated up to three (3) days prior to and three (3) days after a group's stay.
Emergency Locator Service
In the case of a true emergency, we will locate
a sponsoring group staff member and relay the message to the staff person. Our
emergency locator service can be reached 24 hours a day at (253) 531-6900.
Callers should be prepared to give the name of the person, the conference group
name, and a return name and phone number. Please note: This is for emergencies
only. For all non-emergency communication, use the voicemail service.
Parking
The Policy and Regulations Manual contains a
campus map with conference and visitor parking marked. We encourage you to
reproduce the map and distribute to members of your group prior to check-in.
Conferences and Events may send a master copy of a parking pass to the sponsor
and the sponsor may make as many copies as is appropriate. Secured parking may
be available for a service fee in the Tingelstad lot. Parking cards are
necessary and must be arranged prior to the conference.
Keys
Room keys will be issued at the beginning of the
group's stay at no charge. Room keys may not be duplicated or given to another
person. A guest who illegally possesses, uses, or duplicates a University key
will be subject to legal action.
Quiet Hours
The timeframe between the hours of 10:00 PM and
8:00 AM has been designated as quiet hours in the residence halls. Guests
should keep noise to a minimum in consideration of others.
Pets
Pets are not allowed in campus buildings,
including residence halls. Guests staying at PLU should not bring any pets or
animals with them.
Lost or Stolen Items
PLU is not responsible for lost or stolen items.
Avoid leaving personal items unsecured. Guests should lock their room door when
not inside. Should a guest lose an item, the Conferences and Events Office
should be contacted immediately. PLU may send lost items to guests upon
arrangement with the guest. All lost and found will be discarded or donated to
charity after August 31.
Advertising
Any advertising involving "PLU",
Pacific Lutheran University, or "Lutes" must first be approved by the
Conferences and Events Office. Please present all promotional materials to PLU
for review in advance of the intended distribution dates. Pictures of the
university may be requested from the Conferences and Events Office for
publication. No photographs of the university, regardless of origin, may be
used without the approval of Conferences and Events. "PLU" or Pacific
Lutheran University should not be listed or inferred as a sponsor of any event.
An example of appropriate language in a brochure and/or distribution material
is as follows, "Washington Forestry Association Annual Conference held at
Pacific Lutheran University."
Solicitation/Commercial Activity
Commercial solicitation is not permitted on the
campus of Pacific Lutheran University. Companies and their representatives or
conference guests may not post or distribute promotional materials nor attempt
to make sales (including phone or room-to-room contacts). Exceptions to this
policy are as follows:
Vendor Sales: Upon approval from the Conferences and Events Office,
commercial sales may occur on the campus only if a vendor is appropriately
licensed and if 51% of the proceeds are contributed to a non-profit
organization. This includes sales, orders, rainchecks or any other form of
transfer (other than product information). Documentation may be required.
Vendor Exhibits: Upon approval from the Conferences and Events Office,
vendors or other organizations may distribute information about their
products/services. This exhibit is an informational source only, allowing the
transfer of information without conducting any sales or ordering procedures.
Removal From Campus: Individuals
In some cases, a person may be required to leave
campus. The university reserves the right to remove a conference guest in the
following situations:
- The guest's conduct violates PLU policies.
- The guest's conduct creates a risk or burden for staff and/or
other guests.
PLU conference staff will work with the sponsoring group to identify a person's
behavior that requires their removal from campus. Should a person be required
to leave campus, the projected charges will be the responsibility of the
sponsoring group.
Removal From Campus: Groups
In some cases, due to the cumulative misconduct
of guests, a conference group may be required to leave campus. The university
reserves the right to remove a conference group in the following situations:
- Group members violate PLU policies.
- Group's conduct creates a risk or burden for staff and/or
other guests.
Should a group be required to leave campus, the projected charges will be the
responsibility of the sponsoring group.
Non-Cooperation
Non-cooperation is an issue whenever a guest refuses to cooperate with a member of the university community. Some examples are:
- Belligerent or hostile behavior.
- Giving false information to any university staff member.
- Hindering a staff member who is confronting a possible
violation of university policy. Hinderances include:
- Denying a staff member entrance into a room when s/he
has reason to believe a policy or legal violation is occuring.
- Withholding information requested by a staff member.
- Refusing to pour out alchohol or relinquish items that staff
are asked to confiscate as part of policy enforcement.
Cooperation is seen as very important to the
university community. Issues of non-cooperation may result in a participant's
immediate removal from campus.
Concern For Property/People
Over
1000 individuals may live on PLU's campus at any given time. With so
many people sharing small spaces, pranks and fun can easily get out of
hand and cause potential harm to people and damage to property. Please
review the following.
- The roofs of all campus buildings are off limits to campus
guests. Climbing university buildings is similarly prohibited.
Entering or exiting buildings through any window is not
permitted.
- Objects may not be thrown, poured, or dropped out of any
window. This includes water and other beverages, water
balloons, fireworks and empty bottles or cans.
- Pranks which may cause safety/health hazards or property
damage are also violations of university policy. Examples of
activites which cause concern are setting off fireworks,
"pennying" rooms (a very serious fire hazard), using
slingshots, overloading elevators, playing hall or lounge
sports, or engaging in water or shaving cream fights.
This list is not exhaustive. It is the sponsor's
responsibility to think ahead and plan to have fun without endangering group
members, others or PLU's property.
AlcoholThe following policy has been established in
recognition of Washington State Law and out of a desire to create a
living/learning environment consistent with the University goals and
mission:
"The use or possession of alcoholic beverages is prohibited
on campus and in the residence halls. The University reserves the right to
confiscate and dispose of alcoholic beverages and/or containers found on the
premises. Intoxicated or disorderly conduct is also prohibited."
Drugs, Narcotics, and Acids
The use, possession, or distribution - or in any
way assisting anyone to use, possess or distribute - any dangerous and/or
illegal drugs, narcotics, or acids (as defined by federal law and the R.C.W.
Controlled Substance Act F) is prohibited. Substances and or paraphernalia so
prohibited will be confiscated and disposed of by University staff members and
appropriate legal action initiated.
WeaponsProhibited items include, but are not limited
to, firearms (including antique and non-firing), large knives, swords,
switchblades, archery equipment, martial arts weapons, bludgeons, nightsticks,
stun guns, paint guns, BB guns, pellet guns, and any other item with the
primary purpose of inflicting injury or harm or wielded as such. Also
prohibited are explosives of any variety, including fireworks of any category.
Harassment
Pacific Lutheran University is an educational
community where strong emphasis is placed on self-awareness and consideration
for the well-being and feelings of others. While there exists an atmosphere for
freedom of expression, it must always be in conjunction with a responsibility
to observe the rights of one another. In such a setting, there is no place for
conduct that diminishes, uses, or abuses another person. For these reasons,
harassment of any kind is unacceptable at the University.
Emergency Response
Daily life on campus at PLU holds few major
surprises. If an emergency does arise, it is essential that everyone is
prepared. Guests' roles are limited to the following steps:
- Exit the building by means of an end stairwell if
possible.
Emergency officials (i.e. the fire department) use the main
stairwells, especially of residence halls, for access, requiring
guests to
avoid those. If the fire alarm is not sounding and
the residence hall needs to
be evacuated, pull the nearest fire
alarm pull box on your way out.
- In the event of an emergency, everyone must evacuate.
Non-evacuation is subject to a fine by Pierce County Fire
Department. PLU
policy requires that those with disabilities
be moved by an escort to an end
stairwell. The escort then
must leave the building and contact the first
firefighter on the
scene and report the exact location of the disabled person.
Firefighters will evacuate persons with disabilities as a
priority
- Do not use any elevator.
- Gather in a a central location immediately outside the
building.
- If the emergency has passed, you will be permitted to
re-enter
the building after the proper authorities have
indicated that you may do so.
If the emergency is ongoing, you will be directed to a
central location to facilitate the distribution of information regarding the
emergency and the proper response.
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