Booking & Billing
When contacting us about your conference, please be prepared to answer the following questions:
- What type of space do you need?
- How many participants are you expecting?
- What are your program dates?
- Do you need housing? For how many?
If your requested dates are available and we can meet your needs, we will send you a Contract to reserve your requested facilities and dates. You will then need to sign the contract agreement and return it along with the required deposit. Your reservation is assured upon your receipt of the signed contract.
Contract
Upon agreement, we will prepare a contract and forward to you for review. This document outlines the dates for your conference, rates for both residential and commuter guests, housing accommodations, meals, required deposits, and important deadlines for reporting guaranteed counts and remitting payment. The contract is based on preliminary information and tentative agenda you provide. The contract also outlines the financial penalties for program cancellation and the impact of significant fluctuation in numbers.
The Contract between you and Elizabethtown College serves as a legal and binding contract. We encourage you to contact us with any questions or concerns before you sign the contract or remit any deposits.
Deposit
Within thirty days following the date of the contract, a five percent (5%) deposit is required (calculated at five percent (5%) of the conference estimated package price, including: housing, food, and the facility use fee). The deposit will be applied to your final invoice.
Guaranteed Counts
When we prepare your contract, you will be required to provide a minimum guaranteed count of participants who will be housed and fed on campus. The minimum guaranteed count is the amount of participants whose attendance can be assured. The figure will be used to develop rates, reserve beds in housing, and to determine the suitability of College facilities and support services for your program. This number will also be used as the default for billing purposes.
Fourteen (14) days prior to your conference, you will be required to provide a final guaranteed count of participants. Your final guaranteed count cannot be reduced from the minimum guaranteed count stipulated in the contract. Guarantees can be increased provided there is space available. Upon completion of the conference, you will be charged according to the actual amount served or the final guaranteed count, whichever is greater.
We do not refund for cancellations and "no shows." Failure to submit guaranteed counts by the specified deadline will result in a financial penalty equal to 5% of the expected total conference cost.
Thirty (30) days prior to your conference we require:
- Conference Agenda listing start and end times
- Meeting space needs and set up diagrams
- Audio/visual needs
- Catering and beverage service needs
- Phone, photo-copying needs
- Parking permit needs
- Check in/out needs
Fourteen (14) days prior to your conference we require:
- Final guaranteed counts for housing and food service
- Final Agenda
- Completed Housing List
- Certificate of Insurance
Upon your arrival on campus, we require:
-
New Groups: A fifty percent (50%) deposit, equal to 50% of the total projected base cost. This amount is subject to a late charge of the greater of five percent (5%) or $25 if not paid upon arrival. You will receive an invoice for this estimated deposit from the college approximately two weeks prior to your conference date.
Billing and Payment
Shortly after the completion of your conference we will send you an itemized final bill. After you receive your invoice, full payment is required within thirty (30) days. Please make all checks payable to Elizabethtown College. For your convenience we also accept Visa. If you have any questions about your final bill, please contact the Special Events & Summer Programs Office.
Insurance
Elizabethtown College requires conference groups and all special event clients to provide proof of liability insurance in the amount of one million dollars per occurrence and two million dollars aggregate.
The policy must name Elizabethtown College as an additional insured party. Certificate documentation must be supplied to Special Events & Summer Programs at least four weeks prior to the start of your conference.
