Required Information
Guaranteed Counts
Meal/Housing Plans
Computerized Registration
Regular Registration
Central Registration
Check-In · In Hall Check-In
Check-Out
Additional Charges · Billing
Required Information
All sponsers must provide the following information for each resident guest ten (10) days prior to check-in:
- Last name
- First name
- Gender
-Whether the gues requires a single room
- Age of guest or age group
(Toddler = 0 - 3 yrs; Child= 4 - 6 yrs)
- Whether the guest is a staff
member/counselor/chaperone
- Meal/Housing Plan (designate which plan the guest has been
assigned)
- Check-in date (if different than Meal/Housing Plan)
- Check-in time (if different than spUecified check-in time)
- Check-out date (if different than specified check-out date)
- Check-out time (if different than specified check-out time)
- Roommate (sponsor will be responsible for assigning
roommates)
A list of commuter names and their meal plans is also
necessary. The above requirements may necessitate that the sponsor update registration
materials sent to registrants. All of the above information is necessary for
Conferences and Events to perform its functions, and only complete
registrations will be accepted.
Guaranteed Counts
Two weeks prior to check-in, a guaranteed count
must be given, to include both meal and housing information. This count will be
used for billing purposes (see Billing section of Registration).
Meal/Housing Plans
Each guest (except for toddlers) must be
assigned to one of the pre-arranged Meal/Housing Plans. Children (ages 4 - 6) that fit into the family
arrangements (as explained in the Housing section, under Family Arrangements)
should have a C next to their assigned meal/housing plan (example: plan AC or
BC). This will allow for proper billing arrangements at the conclusion of the
conference.
Computerized Registration
Conferences and Events utilizes a computerized
registration system that is more efficient for both the sponsor and PLU. If
this format is used, the sponsor will make room assignments and enter relevant
information directly using a Microsoft Excel spreadsheet. The spreadsheet will
be mailed on a diskette or e-mailed to the sponsor. Diagrams of the residence
halls are available upon request to facilitate room and roommate assignments.
The information must be returned to the Conferences and Events Office five (5)
days prior to the check-in date. Additions or cancellations may be made after
the five-day deadline within the parameters of guaranteed counts. However,
reassignment of rooms after the deadline may not be made without approval from
Conferences and Events.
Regular Registration
For those groups that do not have access to
Microsoft Excel, the sponsor will be responsible for providing all information
listed in the Required Information section. Conferences and Events can send a
room list to the sponsor, and the sponsor may write in the names of the guests.
Diagrams of the residence halls are available upon request to facilitate room
and roommate assignments. Registration information must be given to the
Conferences and Events Office five (5) days prior to check-in. Additions or
cancellations may be made after the five day deadline within the parameters of
guaranteed counts. However, reassignment of rooms after the deadline may not be
made without approval from Conferences and Events.
Central Registration
Central registration is an option for large
groups. This provides a central location for guests to check in with sponsoring
staff, receive group information, and be directed to the proper residence hall
or location. It also creates a "hub" and central area for
information. Some groups establish and staff an information center throughout
their stay on campus.
The following items are of importance when
considering a central registration location:
- If this option is utilized, a venue will be designated in
conjunction with
Conferences and Events (example:
University Center, Olson Complex).
- The sponsor will oversee central registration activities.
- After checking in at the central registration area, resident
guests will check
in at the desk of the residence hall to which
they have been assigned.
- Guests will receive their keys at the appropriate residence
hall front desk.
- Meal cards or bands may be handed out at central
registration or at a hall
desk. Commuter meal cards or bands
are normally handed out at central
registration.
- Conferences and Events may place staff members in the
registration area
during check-in times to assist in distribution
of commuter meal cards or bands
anddirections.
- Room changes that become necessary due to uncontrollable
circumstances may be
made by PLU staff, and an updated
list will be given to the sponsor.
- Registration staff is limited to coordinating the housing and
meals for the
conference guests. The sponsoring group and
their registration staff is
responsible for collecting
payments, organizing tours, and
all other tasks.
- Specific registration times must be provided and adhered to
by the sponsor
and conference guests.
- Special arrangements must be made for check-in before or
after the designated
desk hours for check-in.
Check-In
When a guest checks in, most will receive a key
and/or meal pass (card or band). Guests must return their key and meal card to
PLU staff at the conclusion of the camp or conference. Keys will be handed in
upon check-out at the residence hall front desk, while meal cards will be taken
by the dining hall staff at the conference's last meal.
In Hall Check-In
For smaller groups, or groups that need only one
residence hall, guests will check in at the assigned hall where they will
receive their key and/or meal pass (card or band).
Check-Out
After the last night of a group's stay in a
residence hall, guests must officially check out at the hall's front desk by
11:00 AM. Guests must return their keys to the front desk of the hall in which
they stayed. Meal cards will be collected from guests by the dining hall staff
at the conference's last meal. Cards may also be turned in to the residence
hall front desk, the central registration area, or the Conferences and Events
Office in the University Center. Meal bands do not have to be returned. A $25
fee will be assessed to the sponsor for each lost key. All personal items must
be removed from the rooms. All trash should be placed in garbage cans located in every hall.
Additional Charges
Fines may be assessed for rooms that have not
been properly cleared or any other damage known to have occurred during a
group's stay. Guests must turn in their room key at the front desk of the
residence hall upon check-out, or a $25 fine will be assessed for each
unreturned key. If a guest must leave early, arrangements may be made for early
return of the key and meal card. These charges will be billed to the conference
group, not to the individual.
Billing
The
Conferences and Events Office will base its
minimum charges on the guaranteed count provided two weeks prior to the
start
of the conference. No less than 95% of the meal, housing, facility fee
and
athletic fee costs associated with the guaranteed count will be charged
to the
conference group, allowing some cancellation flexibility without
penalty.
All billing is done according to the Meal/Housing Plans arranged prior
to the
conference. Meal charges are based solely on age, and do not relate to
housing
arrangements. It is important to designate age group and the
Meal/Housing Plan
in the registration information sent to PLU. Children (ages 4 - 6) must
be
assigned to a regular meal plan with the appropriate meals, but their
plans
will end in C (example: plan AC or BC for a child on plan A or plan B).
It is
not necessary to designate a plan for toddlers, though it is important
to
register them. All registrants four (4) years and older will be charged
the
facility fee and/or commuter fee. PLU's deposit structure
normally
requires an initial deposit of 20 percent of the total estimated costs
for the
conference to secure dates and facilities. A second deposit of
60% of the total estimated costs for the conference is due
approximately one month
prior to the start of the conference.
Full payment is due 30 days after the invoice date.
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