What is required to book an event?
In order for outside organizations to book an event at Kutztown University, they will need to be in contact with the Office of Conference Services. We will serve as their liaison with the University and will be responsible to reserve the requested facilities as well as coordinate the venue set up. We will provide what we can for the event and/or coordinate outside vendors to help supply equipment that we do not have available.
The University requires a contract between the organization requesting facility usage and the State System of Higher Education. In order to process this contract, we will need all of the following:
- the official name of the organization or the individualís full name
- an address (including a street address, city, state and zip code)
- a contact telephone number
- a contact name (usually person signing contract)
- either the federal identification number of the organization or the contact
- personís social security number
If a social security number is used, this person must be listed as the contact for the event and they will be ultimately responsible for all contractual issues. Also, a contract cannot be generated without having a specific location, date and time determined.
The outside organization must provide liability insurance (for itself and all of its participants in the camp/conference/event) for each person and/or occurrence for bodily injury and/or property damage. The policy should include insurance covering property damage, automobile liability, general liability and bodily injury in amounts of no less than two hundred fifty thousand dollars ($250,000.00) per person and one million dollars ($1,000,000.00) per incident. The organization must provide the university with current certificates of insurance. These certificates shall contain a provision that the coverages afforded under the policies shall not be cancelled or changed until at least 30 daysí prior written notice has been given the university. Kutztown University must be listed as additionally insured on the certificate of insurance. Certificates that do not list the University as additionally insured will not be accepted. This is a minimum requirement. Your group may wish to purchase additional insurance.
A University Harmless Agreement must also be kept on file with the Office of Conference Services.
Harmless Agreement Health History Permission (PDF)
It states that:
or Right Click here and Save As
This policy is for the protection of members of our group while we are on the Kutztown University campus from ___/___/___ to ___/___/___. The organization shall be responsible for and agrees to indemnify and hold harmless the university from damages to property or injuries (including death) to any person(s) and any other losses, damages, expenses, claims, demands, suits, and actions by any party against the university in connection with the work performed by the organization.
A deposit of at least $200.00 - $1,000.00 is required upon return of contract. A second deposit of 25% of your estimated invoice will be required 30 days prior to the event. A deposit of 50% of your estimated invoice will be required on the day (or first day) of your event/conference. At the conclusion of the event/conference an invoice will be sent showing both prior deposits credited and any unpaid balances due. A second invoice may be sent to include and damages or miscellaneous charges incurred by the User during their event/conference.
Once billing has been provided, all invoices are due within 10 days of receipt. Any charges not paid within 30 days of the final invoice will be charged interest on the amount of the overdue amount at the highest legal rate permissible but in no event more that 1.5% interest per month from the date that the charge became due.
Paperwork and Deposits:
All paperwork must be completed in full and must be on file and at least two weeks prior to the event/conference. If all of the information and/or your deposits are not provided within this time frame, your event will be at risk of cancellation.