Scheduling and Billing
Below you will find our scheduling information, timeline information and other important details regarding your agreement with Elizabethtown College for the 2015 year.
When contacting us about your conference, please be prepared to answer the following questions:
• What are your program dates?
• How many participants are you expecting?
• What type of space do you need?
• Do you need housing? For how many?
If your requested dates are available and we can meet your needs, we will send you a conference/event agreement to reserve your requested facilities and dates. You will then need to sign the agreement and return it along with the required deposit. Your reservation is assured upon your receipt of the signed agreement.
The agreement 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 payment. The agreement is based on preliminary information and tentative agenda you provide. The agreement also outlines the financial penalties for program cancellation and the impact of significant fluctuation in numbers.
The agreement 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 agreement or remit any deposits.
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.
When we prepare your agreement, 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 agreement. 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.
Six (6) Weeks prior to your conference we require:
• Certificate of liability insurance
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
• Parking permit needs
• Check in/check out needs
Fourteen (14) days prior to your conference we require:
• Final guaranteed counts for housing and food service
• Final Agenda
• Completed Housing List
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 at 717.361.1418.
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.
Maps & Brochures
Special Events & Summer Programs will provide our guests and visitors with a Summer Guest Guide, which includes a Campus Map and important information about our campus. Information about Elizabethtown and the surrounding area is available by asking one of our staff members.
Meeting Space Set-Up
Special Events & Summer Programs has a well-trained staff to configure meeting areas to your specifications. We have a limited supply of different kinds of tables: 5' & 6' rounds, 6' and 8' rectangular tables, and classroom tables in a range of sizes. We use standard folding plastic chairs for many of our events. During the planning discussions, please be prepared to discuss your equipment and set-up needs with our staff.
Special Events and Summer Programs staff create and place all directional signs for events. If guests would like to place their own directional signs, permission must be obtained before the conference or camp arrives on campus.
We also request that our summer camps and conferences refrain from using any handwritten signs. All signs must be professional looking. The use of any type of duct tape or masking tape to place signs is not allowed; scotch tape is preferred.