Thank you for choosing Lenoir-Rhyne University as the location for your program.

Carefully complete this form in its entirety. Your contract will be assembled from the information provided.

Submit a copy of the brochure used to advertise for this camp / conference.


Contact Information

Registration Details

Registration must be limited to a 2 hour window of time.

If a key or access card is lost, the Contracting Group will be charged.​​
Note: Rosters with room assignments for participants including staff, chaperones, parents, etc. must be submitted to Conferences & Events 14 days prior to check–in.​​

Arrival/Departure
1) Staff Check-In Date/Time 2) Staff Check-Out Date/Time 3) Participant Check-In Date/Time 4) Participant Check-Out Date/Time​​

*Staff may check in one day prior to participants with permission. You will be billed for this night. Staff must check out the same day/time as participants.

You must check-out by 11 am. Client must receive prior approval from Conferences & Events to have modified arrival and/or departure times.



Lodging

Contracting Group is encouraged to be as realistic as possible when determining the anticipated number of participants/staff.
- 30 days prior to the start of the event, Contracting Group will provide University with a revised estimate of the number of participants/staff.
- 14 days prior to the start of the event, Contracting Group will provide University with a final count of participants/staff for lodging and food service.
- Contracting Group will be charged according to this guaranteed or actual number of participants; whichever is higher, furnished at the fourteen-day point in accordance with the contracted rate schedule.


Linen

Each set of linen consists of 2 sheets, 1 pillow, 2 towels, and 1 wash cloth. Blankets are NOT available. Fee charged per linen packet.


Dining Service

ARAMARK provides all food service. They require a guaranteed number of participants no later than 14 days prior to the day of registration. Contracting Group will be bullied for either the guaranteed or actual number of attendee, whichever is higher.

Residential participants are expected to eat all meals on campus except when a program activity takes the groups off campus.

1) Breakfast 2) Lunch 3) Dinner​
*include number for each day you are on our campus​
1) Breakfast 2) Lunch 3) Dinner​​
*include number for each day you are on our campus​​

- Meal times are set by ARAMARK to ensure service and food preparation. If different meal times are needed to fit your program, please contact Conferences & Events immediately. Groups will be charged for extra labor to extend meal times.
- All participants will be given meal tickets, which must be presented to enter dining hall.
- To ensure proper service, you may be given a specific mealtime for your group if there are several groups on campus.

Breakfast: 7:30 am - 8:30 am
Lunch: 11:30 am - 1 pm
Dinner: 4:30 am - 6 pm


Venues, Rooms, & Fields

Equipment

Pool

If Contracting Group participants would like to use the pool during their free time and during our hours of operation, they are welcome to do so at no additional charge. However, if Contracting Group would like to reserve a block of time for exclusive use of the pool, a fee for lifeguard(s) will be added to the invoice. Summer pool reservation time blocks are from 2 pm - 4 pm only.


Conferences & Events Policy

Initial each statement, verifying agreement.

INSURANCE: Contracting Group shall obtain, at its expense and provide to the University a general liability insurance certificate, which shall name LRU as additionally insured. The policy must provide coverage of an amount not less than $1 million per occurrence; $2 million general aggregate. Sports Camps should provide $2 million per occurrence; $2 million general aggregate. If the event involves the use of LRU's pool, coverage limit should be $2 million per occurrence; $5 million general aggregate with no athletics activities exclusion. The term of coverage shall coincide with the dates of the contract. The certificate shall provide 30 days notice of cancellation or material change of coverage to the certificate holders.

Registration must be limited to a 2 hour window of time.

If a key of access card is lost, the Contracting Group will be charged.

Rosters with room assignments for participants including staff, chaperones, parents, etc., must be submitted to Conferences & Events 14 days prior to check-in.

Staff must check-in one day prior to participants with permission. The Contracting Group will be billed for this night.

Staff must check out the day day/time as participants.

Client must receive prior approval from Conferences & Events to have modified arrival and/or departure times.

30 days prior to the start of the event, Contracting Group will provide University with a revised estimate of participants and staff.

14 days prior to the start of the event, Contracting Group will provide University with a final count of participants/staff for lodging and food service.

Contracting Group will be charged according to the guaranteed or actual number of participants; whichever is higher, furnished at the fourteen-day point in accordance with the contracted rate schedule.

It is the responsibility of the Contracting Group to determine if a participant has special needs. This information must be communicated to Conferences & Events before your event.

Contracting Group is aware that linen packets consist of 2 sheets, 1 pillow, 2 towels, and 1 wash cloth. Blankets are NOT available. Fee is charged per linen packet. Contracting Group understands there is no maid service.

Residential participants are expected to eat all meals on campus except when a program activity takes the groups off campus.

Conferences & Events must be notified in advance if participants will be taken off campus for an outing. If notification is not received, Contracting Group will be charged for each meal missed.

Meal times are set by ARAMARK to ensure service and food preparation. If different meal times are needed to fit your program, please contact Conferences & events immediately. Groups will be charged for extra labor to extend meal times.

To ensure proper services, you may be given a specific mealtime for your group if there are several groups on campus. ARAMARK reserves the right to alter meal service if your group numbers are below 50.

All participants will be given meal tickets, which must be presented to enter the dining hall.

Supervision: Adult live-in supervision is required with any youth or high school group aged 0-18 years of age. Your staff must be in the building at all times when participants are in the building(s). The ratio of adult counselors to youths for this conference will be 1:__ (1:15 is the maximum number permitted unless special prior arrangements are made in writing with Conferences & Events).

Adult supervision is required with any youth or high school group ages 0-18 years of age, at ALL times.

Contracting Group staff will act as the liaison between the Conferences & Events in the event of discipline, noise, or destructive behavior.

Contracting Group will be charged if damaged occur to campus facilities.

If the Contracting Group wishes to reserve a block of time for exclusive use of the pool, the fee for lifeguard(s) will be added to the invoice.


Lenoir-Rhyne University and the Conferences & Events staff looks forward to your arrival and a successful summer program.