Marshall University
Summer Conference Planning Sheet

Print this form, complete it, and return it to:
Facitlites Scheduling Office, MSC 2W17, Marshall Univeristy, Huntington, WV 25755

CONFERENCE/CAMP TITLE: ________________________________________

NAME AND ADDRESS OF PERSON TO BE BILLED:

Name:______________________________________________________________________________

Card Number:__________________________________________  Exp. Date: ______________
 

CONFERENCE/CAMP DIRECTOR:_____________________________________
TELEPHONE: (____)_________________________________

REGISTRATION INFORMATION:

12:00 Noon check-out is mandatory.  Camps will be charged an additional night for each person not checked out by 12 noon.  For groups with a mid-week check-out/in, the registration for check-in must be after 5:00 p.m.

Requested Location__________________  Day_______Date_______Time______

Other Registration Requests? ________________________________________________________________________________ ________________________________________________________________________________ ___________________________________

RESIDENCE HALL INFORMATION:

Housing is not available after July 31st.

Building Requested: 
Twin Towers (air conditioned) _____
Marshall Commons (air conditioned, all suites) _____

Total to be housed:______  Singles______ Doubles______           

Do you require linen?   Yes _____     No _____

Linen provided by Residence Serivces.  The conference will be billed for any linen missing after check-out  Residence Services will require a guarantee count for housing no later than 48 hours prior to check-in.  Cancellations for rooms must be received 48 hours prior to scheduled check-in.  Contact the Facilities Scheduling Manager for linen rates.

Conference pre-registration deadline: ____________________________________________

Facilities Scheduling Office must receive housing reservations at least 48 hours prior to check-in.

    Payment Method:

     Individual pays own housing:______
     Invoice Director for housing charges:______

If your organization is tax exempt, please enter your exemption number:
________________________________________________

A purchase order issued to Facilities Scheduling to cover housing, parking permits, lost keys and linen, facility use fee, etc. must be received before your event begins.

RESIDENCE HALL CAFETERIA MEALS:

Meals not served in Residence Hall Cafeteria: ____________________________

Harless Dining Hall / Towers Cafeteria Hours:

How many persons not living in the residence halls will need meals? __________
Which meals? _______________________________

An alphabetical listing of all persons (staff, resident participants and commuter participants) who will be eating in the Twin Towers Cafeteria or Harless Dining Hall must be given to the conference staff at check-in.  A person will not be allowed access to the cafeteria unless his/her name is on the meal list.

    Payment Method:

     Individual pays own meals:______________________
     Invoice Director for meals:______________________

A purchase order must be issued to Sodexho for all meals before your event begins.  Services will not be provided if purchase order(s) are not received.

CATERING REQUESTS:

For food service in locations other than the Twin Towers Cafeteria or Harless Dining Hall.  Menus must be selected with the Catering Office at 304-696-2534 or on-line at www.marshall.edu/dining-services

Please note any special services required:
________________________________________________________________________________ ____
________________________________________________________________________________ ____
________________________________________________________________________________ ____

FACILITIES REQUESTS:

List facilities needed, dates and times, as well as any needed equipment/housekeeping requirements.  You will receive Special Events Reservation Requests based on this information.  Please be as thorough as possible.

__________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________

PARKING PERMITS:

Does your group need parking permits?  Yes_______   No_______
If yes, how many_________________

Parking permits are $2.00 per automobile.
Credit cannot be given for unused parking permits.

MISCELLANEOUS REQUESTS:

_________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ ___________________________

This worksheet is provided for the convenience of the camp or conference director.  Services, rates, or facilities should not be considered a commitment until they appear on the Special Events Reservation form and the Rental/Lease Agreement signed by the Facilities Scheduling Manager.

CONFERENCE/CAMP DIRECTOR SIGNATURE:

_________________________________________________

Date:____________________

***PLEASE GET YOUR PLANNING SHEET IN PROMPTLY***
Your Planning Sheet must be received by Facilities Scheduling
within two weeks of your initial booking inquiry or your dates
will not be held.

Office of Facilities Scheduling
Memorial Student Center, 2W17
Marshall University
Huntington, WV 25755-5460

Tel: (304) 696-3125          Fax: (304) 696-4350

©All photographs copyright Bernie Elliott

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