Rental Rates and Policies

Rental rates

Please see our rental rates (pdf) for details.  

Policies for summer conference groups

General policies

• At least 50% of the total number of participants registered must be housed in university housing, space permitting.

• The minimum group size is 30 full-priced residential participants.

• The minimum group size for day camps is 100 full-priced participants.

• Groups must guarantee 75% of the total number of reserved beds.

• The minimum stay is two consecutive nights. If a participant stays only one night, the group will be charged for a two-night stay.

• Final bills will reflect actual numbers or minimum guarantees, whichever is greater. Guaranteed spaces will be billed at the full price of housing.

• Cancellation of a resident camp or conference must be submitted in writing a minimum of 90 days before the program's start date, as stated in the contract.

  • In addition to forfeiture of advance deposit amounts, the university reserves the right to charge for direct costs incurred before the cancellation.

  • Cancellation after the 90-day deadline will result in charges for 50% of the estimated numbers for residential space and food service.

Supervision

Adequate supervision of visiting groups is the total responsibility of the sponsor’s group leaders. Youth groups that lack adequate adult supervision account for most of the problems that occur. The university requires at least one adult supervisor (an individual 18 years of age or older) for every 20-25 youth and at least one adult supervisor per residence hall floor. Camp participants may not serve as supervisors.

Supervisors must be in the residence halls at all times when participants are present and must observe and enforce the group curfew, which should be no later than 11 p.m. The program director should reside in the residence halls with participants and has ultimate responsibility for ensuring that participants are in by 11 p.m. and follow university rules.

University regulations

Each summer group and its participants must abide by the following university regulations. The university prohibits:

• The possession or use of alcoholic beverages on university property
• The unlawful possession and/or use of drugs not prescribed by a physician
• Tampering with fire alarms, extinguishers, fire safety equipment, and residence hall doors
• Disorderly conduct that infringes upon the rights, privacy, health, or safety of others or poses a danger to property
• Firearms, weapons, ammunition, fireworks, open flames, explosives, or highly flammable materials on or in university property
• Propping exterior residence hall doors
• Smoking in any buildings, including residence halls
• Latex products (e.g., balloons, gloves)
• Disregard for parking regulations

Violations of any of the above regulations may result in fines, event cancellation, and/or guest dismissal from campus property. 

Assignment of residence hall rooms

Groups are responsible for assigning residence hall rooms to participants, issuing room keys and building access cards, performing all registration functions, and collecting all university keys and building access cards at the conclusion of the conference. The university will send each group coordinator floor plans of the assigned housing space at least four weeks prior to the group’s arrival.

• A completed roster is due five business days prior to the start of the conference for groups of 100 or fewer. Groups of 101 or more must return the completed roster seven business days prior to the start of the conference.
• Leaders and counselors should be clearly indicated on the housing roster.
• All conference participants staying in residence halls must be housed in double or triple occupancy unless prior arrangements have been made for single occupancy.
• Rooms must be filled floor by floor and room by room so that all unused rooms are contiguous.
• Any changes to the housing roster must be reported to the conference office by 10 a.m. the day following registration.
• All rosters should be accompanied by a general conference schedule, including locations and activities, so participants can be contacted in case of emergency.

Confirmation of group size

Two weeks prior to the group’s arrival on campus, the group coordinator must communicate a final number in writing to the the conference services office. This notification should include guaranteed numbers for both housing and meals. Charges will be based on the actual meals and housing used or the minimum guarantee numbers, whichever is greater.

Facilities services charges

Up to two tables and four chairs will be provided for registration purposes. If a group has additional needs or requires special setups during its stay on campus, these services must be booked in advance, and cost estimates must be prepared through the conference services office.

Athletic facilities

Only indoor athletic shoes may be worn in the campus gymnasium and student recreation center. Unless previously arranged, all groups must furnish their own athletic equipment. The student recreation center is not air-conditioned. Coordinators using this facility must schedule hydration and rest breaks appropriately.

ADA-accessible facilities

Heritage, Lissner, and Nelson Halls are the only campus residence halls available during the summer with elevators and accessible showers. Groups with participants who have special needs should notify the conference services office of these needs as soon as possible.

Charges for lost or damaged keys/access cards/excessive custodial needs

• The charge for lost keys is $60 per key.
• The charge for lost or broken access cards is $20.

To help avoid discrepancies related to lost keys and access cards, the group leader and a member of the conference services staff must inventory the keys and access cards together prior to the group’s departure. Otherwise, the inventory noted by the Conference Services Office staff will determine the final key charges without exception. Groups reporting missing keys or access cards have 24 hours to locate them to avoid charges.

When an unusual amount of custodial labor is required due to water fights, shaving cream battles, excessively littered rooms, or similar activities, a labor surcharge will be added to the final invoice.

Advertisements

Brochures, advertisements, and other promotional materials for activities not sponsored by Bethel University must clearly state the name of the sponsoring individual or organization. Promotional literature should be carefully written to ensure Bethel sponsorship is not implied. Program coordinators are required to provide three copies of the promotional brochure to the university once it becomes available.

Insurance

All summer groups must provide a certificate of insurance at least 30 days prior to the camp or conference opening, certifying that the following coverages have been secured. The certificate of insurance must name Bethel University as an additional insured on the General Liability policy.

• Comprehensive General Liability Insurance: $1,000,000 occurrence/aggregate limit for bodily injury and property damage, including blanket contractual liability.
• Automobile Liability Insurance (if applicable): $1,000,000 combined single limit for bodily injury and property damage, including coverage for owned, non-owned, and hired vehicles.
• Worker’s Compensation Insurance (if applicable): Statutory limits plus employer’s liability of $100,000 per accident, $100,000 per employee, and $500,000 policy limit.
• Accident/Disability Insurance: Required for any group using the facilities for physical education or sports-related activities. The university does not provide accident or medical insurance for summer groups. Any medical costs resulting from injuries or sickness are the responsibility of the participants, not the university.

Filming and photography

It is the policy of Bethel University that any commercial productions taking place on campus must complete an agreement before being allowed on campus.