Summer Conference Terms and Conditions

Housing Reservations

•  Summer conference facilities are available to departments, faculty and staff at the University of Chicago. If not affiliated with the University of Chicago, non-profit organizations must be represented by a department at the University of Chicago.
•  Residential space will be reserved only after a final contract with a guarantee number is issued and signed by the authorized representative.
•  A decrease in the guarantee number outlined in the contract may be made up to two weeks prior to arrival and must be made in writing. After the two week time frame no changes will be allowed and the department or organization will be liable for the guarantee number.
•  If the guarantee number should increase, the summer conference program will make every effort to accommodate the request, but additional residential space cannot be guaranteed.
•  The summer conference program reserves the right to reassign residential facilities to assure maximum utilization of space.

Dining Reservations

•  Any change to the dining guarantee number outlined in the contract must be made in writing up to two weeks before the first meal. After the two week time frame no changes will be allowed and the department or organization will be liable for the guarantee number.
•  Any missed meals will not be refunded.
•  The summer conference program offers a variety of dining options provided by ARAMARK:
◊ Meal plan: Breakfast, lunch and dinner offered as all-you-care-to-eat in the summer conference dining hall. Special meals such as barbeques are available upon request as part of the meal plan.
◊ Flex dollars: Flex dollars work like a debit card and are accepted at any ARAMARK location on campus. All unused flex dollars expire at the end of the summer conference program and are non-refundable. Taxes apply to flex dollar purchases.
◊ Take away meals: Bag breakfasts and lunch boxes are available for pick up upon request. All orders require a one-week notice. Take away meal prices vary.

Payment

•  Payment in full is required no later than thirty days after the final invoice has been sent.
•  Payment options include Company Check, Cashier’s Check or University of Chicago Form 62.

Cancellations

•  Written notification is required for all housing and dining cancellations. The following charges will be incurred:
More than 60 days No payment is required
60-30 days 25% of total charges
29-15 days 50% of total charges
14 days or less 100% of total charges

Fees

•  There is a charge of $25 for each room key card that is replaced and/or not returned.
•  There is a charge of $25 for each dining card that is replaced and/or not returned.

Supervision of Minor Participants

•  Summer conference groups are required to make arrangements satisfactory to the summer conference program at the University of Chicago for the supervision of minors.

On-site Contact

•  All summer conference groups are required to have a designated on-site residential staff member who is responsible for the group and who will be contacted in case of emergency.

Check-in/Check out

•  Check-in and check-out time is 12 pm. Special arrangements may be made upon request.

Insurance

•  Non-affiliated summer conference groups are required to have a comprehensive general liability insurance coverage in an amount not less than $1,000,000/$3,000,000 and shall have the University named as an additional issued on the policy.
•  The summer conference program at the University of Chicago must be provided with a certificate of insurance evidencing the coverage not less than thirty (30) business days prior to the date the program begins.

All participants using the summer conference facilities at the University of Chicago agree to abide by the above terms and the polices outlined in the contract.


For further information, please contact:

Kate Heilman

Summer Conference Manager

The University of Chicago

Housing & Dining Services

1450 E. 59th Street

Chicago, IL 60637

Office: 773-702-2310

Direct: 773-834-7403

Fax: 773-702-2312

kheilman@uchicago.edu

http://housing.uchicago.edu/conference_housing