Policies and Procedures
Below you can find a basic summary of policies and procedures for external meetings and events taking place on Kutztown University’s Campus. This does not include all policies and it does not replace the Hold Harmless Agreement and the Facility Use Agreement (Contract), which contains a detailed explanation of all policies and procedures.
To obtain availability and pricing please fill out a Request for Proposal or contact the Coordinator of Conference Services at firstname.lastname@example.org. Please be to include the following details in your request:
- Brief Description of your event and organization
- Event Dates (first, second, and third choices)
- Meeting Room needs
- AV and Catering Needs
- Other event Details
Once you have secured a Facility Use Agreement (contract) you will work directly with the Coordinator of Conference Services who will assist you during the planning process.
Deposits and Payments
If event is quoted over $250 the following payment schedule is applied:
Signed Agreement 60 days prior to event First Payment - 20% of Quoted Balance 60 days prior to event Second Payment - 30% of Quoted Balance 30 days prior to event Certificate of Liability Insurance 30 days prior to event Final Facility needs (personnel, technology, etc...) 30 days prior to event Meal Count Guarantee (if applicable) 10 business days prior to event Third Payment - 25% of Quoted Balance Day of event Remaining Balance Within 30 days of receiving final invoice
If the event is quoted $250 or less - Payment is due upon returning signed agreement
All Clients are required to secure a General Liability Insurance policy for a minimum limit of two hundred fifty thousand dollars ($250,000) per person and one million dollars (1,000,000) per occurrence. Kutztown University must be listed as additionally insured on the above insurance requirements.
The recommended supervision ratios are as follows: 5 years and younger /1 staff per 5 campers (6 if day camp); 6-8 years/1 staff per 6 campers (8 if day camp); 9-14 years/1 staff per 8 campers (10 if day camp); 15-18 years/1 staff per 10 campers (12 if day camp).
Identification, Selection, and Screening of Authorized Adults or Program Staff
Conference and Event Services Staff will confirm with the Program Director the following forms and have been completed:
- Non-University Sponsored Event Approval Form
- Certification Form
- Facility Use Agreement
Provide Staff Training
Program Directors are required to ensure that their staff receives training as required by the KU Protection of Minors Policy, on the topics listed below:
- Mandatory Reporter Training
- Camp, Conference, Clinic, & Event Staff Code of Conduct Training
- Kutztown University Immediate Emergency Response and Evacuation Procedures
Resource materials to assist with training on these and other related topics are available on this site in the Resources and Forms Section.
Final meeting room needs must be received no later than 30 days prior to the date needed and are subject to availability.
The booking start time is when the client, its staff, or any vendors need to access the room(s) for any event preparations. Similarly, the booking end time is when the client its staff, or any vendors have already vacated the facility. Clients must remove all signs, decorations, equipment and other items by the end of the scheduled move-out time.
Catering and Alcohol
Outside caterers or food vendors are not allowed on Kutztown University property. Requests can be made for special consideration but are subject to approval by the University. Kutztown University provides on-site catering and dining facilities serviced by Aramark.
Kutztown University is a dry campus. Alcohol (Beer or Wine only) at meetings or events must be approved by the University President or his/her designee. For more information on obtaining approval, please speak to any Conference and Event Services staff member during the planning stages of your meeting or event.
Audiovisual (AV), video, and other technology requests are due no later than 10 business days prior to the event. The University cannot guarantee services for late requests and late fees may apply. In addition, canceling scheduled services less than 10 business days prior to the event may result in late cancellation fees.
All vehicles on campus must park in a white-lined space. Please be sure to discuss parking options with Conference and Event Services Staff.
It is both the client’s and the University’s responsibility to provide facility accommodations for guests with a disability or medical condition. It is imperative that the client inform the Coordinator of Conference Services if any guests or potential guests need such accommodations.
In some cases, Conference and Event Services Staff may request additional information from the guest in order to determine appropriate measures.
It is the client’s sole responsibility and expense to provide disability or medical accommodations pertaining to the program or content of the event. If necessary, Conference and Event Services office may ask the client to contact the Office of Disability Services to provide further instruction on accommodating the guest.
Candles and Fireworks
The use of candles on Kutztown University property requires approval by the Health and Safety coordinator. They are prohibited in all residence halls and most facilities. Should the client wish to light candles, the client is responsible for securing the terms and agreements before the event date with the Coordinator of Conference Services.
All Kutztown University buildings, including residence halls, are designated smoke-free. The use of smoking devices or equipment that includes but is not limited to electronic cigarettes (e-cigarettes), vaporizers, hookahs, and pipes are strictly prohibited within University Facilities. Each building will have one entrance designated as an outdoor smoking area. Smoking is not permitted with 25 feet of any window or main entrance to a residence hall or apartment.
Only service animals trained to assist the disabled are allowed in University Facilities. Emotional Support Animals must be certified and documentation is to be provided before the event. All Service animals must be reported to the Office of Conference and Event Services, prior to the start of the event.