Group Classification

Internal vs. University Sponsored vs. External

The Office of Conference Services is responsible for managing use of the College facilities during the summer and for administration of these policies.  Applications for use of space during the summer should be submitted to Conference & Event Services.  The office supports a wide variety of College programs by providing a comprehensive system of meeting management services and coordinates many services (such as catering, dining hall meals, transportation, audio visual, etc.) required by summer conferences and camps.  The office also provides full logistical support to these groups and offers registration services to groups requiring assistance in processing attendee registrations.

Please review the following approved policy defining the institutional priorities in scheduling usage of College facilities during the summer. This policy also defines user group categories and fee structures that apply to all conferences, camps, meetings, clinics, workshops, seminars, etc. conducted at the College.  The policy is effective for the 2008 summer conference season.

Scheduling priorities

Priority for scheduling use of facilities is given to internal academic/research programs, contractual obligations to coaches, and maintenance and renovation projects scheduled for the summer.  Remaining space is then made available for scheduling of all other groups.

Three types of groups are defined in the policy as follows: Internal, University-Sponsored, and External.  Institutional determination of a group's status is based on the following criteria:

Internal
  • Schools, departments, official university organizations, programs and projects conducting official university activities, as well as sports camps administered by the Athletic Department
  • Finances related to the conference and payment for services are received from a university E&G account
  • At least 90% of the attendees are affiliated with the College, and
  • A fee is not being charged for the conference

University-Sponsored
  • Professional conferences hosted by schools or departments, where more than 10% of the attendees are not affiliated with the university
  • Conferences where a fee is charged to attendees
  • Grant-funded programs
  • Community partners, defined as events that contribute to the College's mission

External
  • Off-campus, non-affiliated groups
  • Businesses, profit organizations, non-university agencies

Insurance Requirements

University-sponsored and external groups are required to provide liability insurance with a combined single limit liability of not less than $1,000,000 per occurrence covering participants in the conference or camp. Learn more about your liability insurance requirements.