|
|
Request Process The request process begins as soon as you return the completed Summer Conferencing Services Request form to Surbeck Scheduling. Please be as specific as possible when completing the form. Requests for Summer Conferencing Services are required at least three (3) months in advance of the event for groups of 50 persons or more (smaller groups may be accommodated with a 30 – 15 day advance notice) in order to provide you with the best possible service. Surbeck Scheduling staff will review the request to determine our ability to meet your event needs and then schedule the facility. Upon request, an estimate of charges specific to your group may be provided. Rates are always in the official letter of agreement.
Confirmation Once your request has been received, we will review it to determine whether we are able to accommodate your requests. Surbeck Scheduling staff will schedule the appropriate meeting facilities and housing accommodations for your conference or event. Confirmations and specific information will be conveyed to appropriate service departments (Residence Life, Dining Services Facilities Services, etc.) by the summer conferencing coordinator. Surbeck Scheduling acts as a liaison between the off-campus and affiliated groups and the university’s service departments. The group’s sponsor maintains ultimate responsibility for verifying that all arrangements have been made.
Letter of Agreement Following approval, a letter of agreement will be drawn up based on the information provided on the original application and on the confirmations of sleeping rooms and meeting facilities. At the time you return the signed agreement, we require a 25 percent deposit of the total to guarantee your reservation. (Note: A deposit greater than 25 percent and/or a nonrefundable deposit may be required for unique or campus-wide reservations.) The deposit is due no less than 60 days prior to the start of your event and is forfeit if cancelled less than 31 days from the start of your event. If your conference is being sponsored by a department, faculty, or staff member of the university, your sponsor must also return the "Sponsor Confirmation Form" to hold your reservations. Service arrangements and publicity should not be printed until the group receives written confirmation (generally made in the form of a written letter of agreement) from Surbeck Scheduling.
Interim Guarantee Approximately four months prior to the first day of your conference, you will be asked to make an interim guarantee. This initial count must include numbers for housing accommodations, requests for meeting facilities, dining services and equipment. Special accommodations including wheelchair-accessible rooms, first floor rooms and dietary requests must also be made at this time. Since South Dakota Tech is typically booked to capacity at certain points throughout the summer, it is important that your numbers be accurate. Our staff can assist you in determining accurate counts.
Activity Confirmation The Activity Confirmation is the cornerstone of a successful conference. It is a written confirmation of everything to take place during your conference. The Activity Confirmation is organized by each day of your conference, and then further broken down by meeting facilities, sleeping rooms, dining services, equipment and miscellaneous items.
Surbeck Scheduling staff will create the activity confirmation approximately 21 days prior to the first day of the event/conference. The staff will verbally review it with the client, make any necessary changes and fax it to the client 14 days prior to the first day of the conference. The client will review the activity confirmation, make any necessary changes and fax it back to the conferences staff, no later than seven days prior to the first day of the conference/event. The Activity Confirmation is the basis for the final billing, and the final balance is due on the first day of the conference/event.
The Summer Conferencing staff will inform the client that we will be checking all keys, access cards and meal cards to ensure that they were returned. Surbeck Scheduling will then send an invoice or balance statement to the client. Any additional charges are due within 30 days of receipt.
Guaranteed Count A Guaranteed Count must be provided. This count is included in the written terms of your agreement. It applies to your “Cafeteria Plan” and/or catering and lodging. There is no credit for missed meals or lodging nights. Charges are based on the guarantee or actual number of participants, whichever is greater.
Checking In All conference guests check in at the Surbeck Center upon arrival to campus. Check-in begins at 3:00 p.m. The Surbeck Center is open from 8 a.m. to 10 p.m.
All guests will be greeted by Conference Services staff and will be issued their room keys, access, and meal cards, where applicable.
Throughout your stay on campus, Conference Services staff will be on hand to help you with any conference needs you may have. All staff members are knowledgeable about each conference and can help you if your conference assistant is unavailable.
Conference guests are advised to carry their access card or keys at all times – these will indicate eligibility for access to the swimming pool and wellness center.
Checking Out Check-out is from 8 to 10 a.m. in the Surbeck Center. At this time, guests are required to return their keys, access cards, and meal cards to the conference assistant. Failure to check out or return any campus-issued items during the specified check-out hours will result in an additional charge to the conference. Linens should be left in the room; excessive trash should be taken to the dumpsters located near dorm (failure to do so could result in additional charges).
Billing
Information to submit and to confirm with the Surbeck Scheduling
|
;