C O N F E R E N C E A P P L I C A T I O N
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1 C O N F E R E N C E A P P L I C A T I O N This is not a contract NAME OF CONFERENCE/CAMP: CONFERENCE ORGANIZER (PERSON SIGNING CONTRACT) NAME: ADDRESS: PHONE: FAX: RETURN NO LATER THAN OCT 18TH TO: Conference Services SMU Box 220 Dallas, TX (214) phone (214) fax WEB-PAGE (if available): CONTACT/PLANNING PERSON (if not same as above): CONTACT PHONE: CONTACT WHO IS YOUR CAMPUS SPONSOR?: DEPARTMENT: (If your conference/camp has multiple sessions, please fill out a separate application for each.) REQUESTED CONFERENCE DATES (For Participants): ARRIVAL DEPARTURE STAFF/ADVISORS/COACHES DATES: (if different from participants) ARRIVAL DEPARTURE NUMBER OF EXPECTED PARTICIPANTS: PARTICIPANTS STAYING IN RESIDENCE HALLS = RESIDENTS (Summer Only): PARTICIPANTS TRAVELING DAILY TO CAMPUS FOR CONFERENCE = COMMUTERS : STAFF/ADVISORS/COACHES STAYING IN RESIDENCE HALLS = RESIDENT STAFF (Summer Only): STAFF/ADVISORS/COACHES TRAVELING DAILY TO CAMPUS = COMMUTER STAFF : TOTAL OF ALL CONFERENCE ATTENDEES:
2 HOUSING IS CAMPUS HOUSING REQUESTED? (available summer only) Yes No (Provide details below.) Total Number Expected In Residence Halls (Staff & Participants): numbers in the spaces directly below.) (This number should be the sum of the Female Adult (18 or older): Female Youth (under 18): Participants under 12y/o? Male Adult (18 or older): Male Youth (under 18): Yes / No ***The University requires a minimum of one adult for each 12 youth if all participants are 12 years of age or older. If your participants include children years of age the required ratio of adults to children for your conference is one adult for each 10 youth. These adults are responsible for supervising the youth at all times while on campus. No one under the age of 10 will be allowed to stay in residence halls. This policy will be strictly enforced.*** TOTAL NIGHTS STAYING ON CAMPUS: PARTICIPANTS: STAFF/ADVISORS/COACHES: REQUESTED CHECK-IN TIME: (Must be 2hr. period between 12PM-5PM) PARTICIPANTS: STAFF/ADVISORS/COACHES: REQUESTED CHECK-OUT TIME: (Must occur between 8AM-12PM on date specified) PARTICIPANTS START: COMPLETED BY: STAFF/ADVISORS/COACHES START: COMPLETED BY: PREFERRED RESIDENCE HALL(S) (if known/important to group): ALTERNATE(S): ***Expressing a preference for a particular residence hall in no way assures the assignment of any particular residence hall. We will try to accommodate each conference to the best of our ability.*** PREFERRED ROOM TYPE: PARTICIPANTS: DOUBLES SINGLES STAFF/ADVISORS/COACHES: DOUBLES SINGLES ***There is a limited availability for single rooms. We will try to honor requests for single rooms, but cannot guarantee availability. Housing rates differ for single and double rooms.*** LINEN REQUEST: (Request must be applicable to entire group. Charges differ by selection and will be included in the package rate.) NO LINEN = No linen provided for bed or bath. Trash emptied daily. FULL LINEN = Bed is made when guest arrives. Towels; two large and one washcloth are in room. Service item provided (hotel size soap). Each day room is cleaned, bed is made and fresh towels are provided. If in suite bath, bathroom is straightened up each day, heavy cleaning done once a week. Bed linens are changed at least once per week. Similar to hotel service. LIMITED SERVICE LINEN = The room is made up upon move-in- Sheets, pillow, blanket, towels and washcloths. No service item provided. The room is cleaned with exchange of linens with bed made and towels provided on or after the 7 th night and every 6 or 7 nights after. Suite style bathrooms are only attended to once per week with Limited Service Linen. LINEN EXCHANGE = A top sheet, bottom sheet, and pillow case are furnished. Packaged in a plastic bag. Once a week a linen exchange will occur during a scheduled 2 hour window on a designated day. Participants must turn in their dirty linen to pick up clean linen.
3 DINING IS CAFETERIA SERVICE DESIRED? Yes No If YES, for approx. how many total? Resident Participants Meals begin on with B L D and end on with B L D. The meal plan includes B L D (please circle which meals will be included in meal plan). PER PERSON - TOTAL NUMBER OF: BREAKFASTS: LUNCHES: DINNERS: (Example: Each participant, for the time that person is at SMU, might eat 4 breakfasts, 5 lunches, & 4 dinners.) Resident Staff (if different from Resident Participants) Meals begin on with B L D and end on with B L D. The meal plan includes B L D (please circle which meals will be included in meal plan). PER PERSON - TOTAL NUMBER OF: BREAKFASTS: LUNCHES: DINNERS: Commuters (Off-Campus Participants & Staff) Meals begin on with B L D and end on with B L D. The meal plan includes B L D (please circle which meals will be included in meal plan). PER PERSON - TOTAL NUMBER OF: BREAKFASTS: LUNCHES: DINNERS: PLEASE INDICATE ANY SPECIFIC MEALS THE GROUP PLANS ON NOT ATTENDING THAT FALL WITHIN THE ABOVE REQUESTED MEAL PLANS. (Ex: Your group is here for several weeks on campus, but meals over the weekend (Friday dinner Sunday lunch) are not provided by the conference. Or your group attends a social event off-campus one evening while you are here.) Give date(s) & which meal(s) is/are skipped. CATERING (BANQUETS, RECEPTIONS, COFFEE BREAKS, ETC.) ARE ANY CATERED EVENTS DESIRED? Yes No Event Date(s) Time (Begin End) # Of People Preferred Location
4 NON-ATHLETIC FACILITIES Please refer to enclosed supplement to request Dedman/Moody/Or other recreation facilities, pools, or fields. ARE MEETING/CLASSROOMS REQUESTED? Yes No Classroom(s) Number Auditorium Computer Rooms Other Date(s) Required Room Capacity Time (Begin End) AUDIO-VISUAL EQUIPMENT Will you need any AV equipment? Yes No Equipment Needed Date(s) Times (Begin End) Location/Or Event Associated With Facility or Catering Requests DEDMAN RECREATION ARE YOU INTERESTED IN OFFERING RECREATIONAL ACCESS TO DEDMAN CENTER FOR YOUR GUESTS? Yes No IF YES, PLEASE INDICATE APPROXIMATELY HOW MANY PEOPLE IN YOUR GROUP WILL NEED ACCESS: ***Additional rules and charges may apply, limited availability, and group s access will be for entire duration of the conference. Any group composed either entirely or partially of participants under 18 years of age are not permitted to have group general access to the recreation center. Such groups must request specific times/dates/venues to use only as part of an organized, structured, and supervised group activity within the Dedman Center. All participants under 18 must be accompanied by an adult at all times. Minors will not be allowed in weight room/cardio or rock-climbing areas without prior arrangements and approval. *** DATE OF APPLICATION SIGNATURE A P P L I C A T I O N S A R E D U E B Y O C T O B E R 18 T H ( S e e b e l o w / n e x t p a g e f o r s u p p l e m e n t t o r e q u e s t o t h e r f a c i l i t i e s. )
5 201 2 C o n f e r e n c e A p p l i c a t i o n S U P P L E M E N T (ATTACHMENTS ARE ENCOURAGED IF THIS FORMAT IS NOT SUFFICIENT) MOODY COLISEUM IS USE OF MOODY COLISEUM REQUESTED? Yes No Date start Date end Times (Begin End) Set up (platforms, AV, etc.) CRUM CENTER (AVAILABLE BY REQUEST TO BASKETBALL & VOLLEYBALL ONLY) IS USE OF CRUM CENTER REQUESTED? Yes No Date start Date end Times (Begin End) Set up (platforms, AV, etc.) DEDMAN CENTER FOR LIFETIME SPORTS IS USE OF DEDMAN CENTER REQUESTED (for organized group activity)? Yes No PLEASE INDICATE FACILITIES NEEDED: COURTS/ GYM FLOOR (2) DATE TIME (BEGIN END) SET-UP NOTES AEROBIC ROOM COMBATANT ROOM CLASSROOM(S) RAQUETBALL COURTS SWIMMING POOL* ROCK CLIMBING WALL* INDOOR SOCCER COURT SAND VOLLEYBALL COURT(S) * Limited availability and additional rules apply. ** Additional charges apply. Valid only during camp/conference dates. Any group composed either entirely or partially of participants under 18 years of age are not permitted to have group general access to the recreation center. Such groups must
6 request specific times/dates/venues to use only as part of an organized, structured, and supervised group activity within the Dedman Center. All participants under 18 must be accompanied by an adult at all times. Minors will not be allowed in weight room/cardio or rock-climbing areas without prior arrangements and approval.** FIELDS IS USE OF FIELDS REQUESTED? Yes No FIELDS REQUESTED: * IM Field not available in June. Date(s) Times (Begin End) Set up (platforms, AV, trashcans, etc.) * TO ENSURE PROPER SET UP FOR YOUR EVENT, PLEASE INCLUDE A SPECIFIC LIST OF NECESSARY COMPONENTS, DIAGRAMS, ETC. NATATORIUM (OUTDOOR POOL) ARE YOU INTERESTED IN USING THE NATATORIUM S OUTDOOR POOL?: Yes No IF YOU ANSWERED YES, PLEASE ELLABORATE ON YOUR INTENDED USE: CUSTODIAL NEEDS ***PLEASE PROVIDE ANY SPECIFIC REQUIREMENTS REGARDING CUSTODIAL SERVICES:
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