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:___________________________________________________________________________

Address:__________________________________________________________________________

City:_____________________________________________  State:__________  Zip:__________

Telephone: (____) ____________________________Fax:(____)___________________________

E-mail address:__________________________________________________________________

Tax Exempt Number (if applicable):________________________________________

Housing Billing Procedure (please circle one):        Invoice               Pay On Arrival
 

CONFERENCE/CAMP DIRECTOR:________________________________________________
TELEPHONE: (____)_____________________________________________________________
E-mail address: __________________________________________________________________

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___________

Will you be collecting a key deposit?  Yes______  No______

Number of Tables__________  Number of Chairs__________

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 the Department of Housing and Residence Life.  The conference will be billed for any linen missing after check-out.  The Department of Housing and Residence Life will require a GUARANTEE COUNT FOR LINEN NO LATER THAN 2 WEEKS 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:
________________________________________________

RESIDENCE HALL CAFETERIA MEALS:

Meals not served in Residence Hall Cafeteria:______________________________________________

Harless Dining Hall 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 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.

Food Service Payment Method:

Off-campus groups:
Organizanization/Group will pay in advance to Sodexo: _______ (please call 304-696-2533 to make arrangements)
Individuals will pay for own meals at register:________

Campus Departments ONLY:

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 Harless Dining Hall.  Menus must be selected with the Catering Office at 304-696-2534 or on-line at www.marshalldining.com

Please note any special services required:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
 

FACILITIES REQUESTS:

List facilities needed, dates and times, as well as any needed equipment/housekeeping requirements. Please be as thorough as possible.

__________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________ __________________________________________________________

PARKING PERMITS:

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

Would you like the Facilities Scheduling Office to order your permits?
Yes________    No ________

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 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