The following Planner Handbook provides you with information regarding important calendar dates leading up to check-in, during your event, and applies to all camp planners. If you have a question or need help, please call the Office of Conference Services (OCS) anytime at 610-519-7790.Ìý
By April 1st or As Advised: Review Confirmation Letter
30 Days Before Arrival - Submit Completed Meeting Info Sheet #1, incl.
14 Days Before Arrival - Submit the Following to Conference Services
Group Arrival
The Day Following Check-In
The Last Day of Your Conference
Following Your Conference
Housing Assignments
Housing assignments are made via an Excel spreadsheet. This building-specific, by-room spreadsheet will be sent to each designated planner electronically via email. The planner is responsible for entering all requested data and sending it back to OCS electronically, via email. The information entered by the planner will be downloaded to OCS software. The style of housing accommodations will be consistent with the group’s original license agreement.Ìý
The blank housing assignment spreadsheet will be emailed to you approximately three- four weeks before check-in, along with floor plans for your building(s). The completed spreadsheet along with all other required information (e.g. Meeting Information Sheet 3, check-in/-out arrangements etc.) is due back to OCS approx. 14 days before your group arrives, by the date specified in the cover letter you will receive from our office. Be sure to plan accordingly when setting your registration deadline for participants.
It is expected that all members of your group will be arriving and departing on your group check-in and departure days that were agreed upon. If special arrangements have been made with Conference Services and this is not the case, please put the different arrival/departure dates next to the names of the respective individuals.Ìý
Housing Occupancy
The number of residents provided to OCS 14 days before arrival will be the guarantee number. OCS will make its best effort to accommodate additional attendees but cannot guarantee availability of bed space. Meeting planner will work with OCS on any potential additions, at the discretion of OCS.Ìý *Ìý
*Subsequently, a post-check-in spreadsheet with correct room assignments for all group members must be received by OCS via e-mail in an Excel spreadsheet by noon on the first business day following your check-in, clearly highlighting any changes. The group will be billed one night’s stay for each cancellation, no-show and/or walk-up bed requested, but not used, unless those changes were communicated by the third (3rd) day prior to check-in. If the planner does not confirm the housing spreadsheet by noon on the first business day following check-in, the group will be billed for all nights of stay for the total number of check-in envelopes/materials originally provided for registration, plus any subsequent additions. There are no refunds for early departures when confirming housing occupancy.Ìý
Housing Check-In
Housing Check-In is 3pm or later. Any other arrangement must be by agreement with Conference Services. Please note: If a guest(s) cannot check-in either during the scheduled group check-in hours OR at the Conference Services Office it is the planner’s responsibility to keep the remaining check-in envelopes/materials and check guests in upon their arrival. (Suggestion: Distribute your contact number to all or at least to late-arriving participants in advance.)Ìý
Housing Check-Out
Housing Check-Out time is by 11am unless arranged otherwise with Conference Services (earlier check-out due to arrival of next guest group or later check-out to due group’s own schedule, where possible). Guest groups are responsible for collecting and returning any keys issued to them. Before final departure, a group representative must return registration bins etc. to the Office of Conference Services, Galberry Hall, and inform the Assistant Director of Conference Reservations (610-519-7790) as to where items were returned.Ìý
Please note: Any shortages will be billed on the group’s final invoice. There is a $75.00 fee for a lost key (standard key) due to the costs associated with a required lock change and key production. Costs for master keys vary by building and are significant. A $25.00 fee for any requested door lock combination change will be billed. Wildcards are disposable and do not need to be returned at departure. However, there will be a $10.00 replacement fee if a Wildcard is lost during your stay and a replacement card is issued.Ìý
Dining Services provides three dining hall buffet meals daily (breakfast, lunch and dinner) in the one Dining Hall operating during the summer. All on-campus meals not eaten in the Dining Hall must comply with the University’s Catering Policy.
Dining Hall Meal Periods:
Specific Dining Hall arrival/departure times for your group within the above meal periods will be scheduled by Conference Services prior to your arrival and must be observed to ensure minimal wait times for you and all other guest groups, guarantee seats and to maximize the efficiency of our Dining Hall operation. To arrange your times and for any questions, contact the Assistant Director of Conference Reservations.Ìý
OCS will provide Dining Services with your guarantee number of diners by meal and your group’s special dietary needs.Ìý
Dining charges are based on the guaranteed number, plus any additional diners. If a group has fewer actual diners than the guaranteed number, the charge for that meal will be based on the guaranteed number. If the group has more diners than the guarantee, then the group will be charged for the actual number. Guaranteed numbers are due ten days before arrival and should realistically reflect the size ofÌýyour group to allow for an adequate amount of food preparation and seating. Example: Group XYZ’s guaranteed number is 70 people for breakfast, lunch and dinner. Only 63 people ate at breakfast, but 75 ate at lunch and dinner. The group will be charged for 70 breakfasts, 75 lunches and 75 dinners.Ìý
Guaranteed numbers do not have to be the same for each meal and/or each day. Please remember and alert your participants that no food may be taken out of the Dining Hall and that there is no room for equipment storage/backpacks, etc.Ìý
The Conference Service Desk opens on Sunday, May 26, 2024 at noon. It is located in Galberry Hall, near TikTok³ÉÈË°æ Stadium, and is open M-F from 7am to 6:30pm (7pm-9pm at Farley Gym), Sat-Sun 7am-9pm. From 9pm to 7am, calls will be referred to the on-duty OCS staff member’s cell phone number to call for assistance. A call to the Service Desk is the fastest route to service!Ìý
Phone Numbers:
We're here to do the following:
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Summer Hours of Operation:
Monday-Thursday: 8am - 9pm
Friday: 8am - 5pm
Saturday: noon - 5pm
Sunday: CLOSED
Arrangements for use of the Connelly Center beyond the stated hours of operation must be made through the Office of Conference Services, more specifically, through the Director of Conference Services.Ìý
Meeting Space
All requests for meeting space should go through the Director of Conference Services. In most cases, these needs are defined within your contract. Any additional space requests should be directed to 610519-7580.
Audio-Visual Equipment
See our page on A/V equipment rentals.
Guest Guides/General Terms and Conditions of Occupancy of University Facilities
Check out our guest guide for essential information to help you during your stay on campus.
Catering Policy
Find more information on our catering page.
Parking
All guests with overnight parking needs to register their cars with OCS to avoid ticketing and looting. (Make/Model/License Plate). The cost is $15 a car a day. All guests coming for drop off and pick up are not required to register vehicles.Ìý
Office of Conference Services
Galberry Hall, 3rd Floor
800 Lancaster Avenue, TikTok³ÉÈË°æ, PA 19085
Ph: 610-519-7580/-7895/-7790 | Fx: 610-519-7869
Summer Conference Service Desk (only open during summer season)
Galberry Hall, 2nd Floor
7am - 9pm, 7 days a week
Staff on call after hours can be reached via the regular phone number
Ph: 610-519-5554
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