SCHEDULING
The Office of Conference Services coordinates the scheduling of the Hunter Conference Center, the Mountain Center, and the Sheepherders Cabin. When determining your needs for a successful conference (meeting, retreat, banquet, etc.), consider the event’s general requirements: meeting rooms and setup, audiovisual equipment, breaks and meal functions. Some activities such as hands-on workshops, dance workshops, picnics or barbecues associated with conferences will be scheduled in the most suitable locations on campus or in the community.

THE HUNTER CONFERENCE CENTER
A minimum of five working days notice prior to an event is required for all requests for space where special setup is necessary. A minimum of two working days notice is required for requests for use of a conference room where special setup is not requested.

Scheduling by University Affiliated Groups

Reservation Request Form: A copy of the registration form can be found online at www.suu.edu/scps/confer/pdf/hccresform.pdf . The form is the official document requesters use to schedule facilities in the Conference Center. The form identifies space to be used, date and time of use, request for food services, special setups, audiovisual equipment needs, and/or other arrangements. For coordination, the form is distributed as follows: Building Supervisor, Audiovisual Technician and/or House Manager, and Food Services, if food is requested. Upon receipt of the reservation request form, Conference Services will schedule the room(s) requested, email a copy of the form to the originating department as confirmation. All reservations are considered tentative until the form is processed by Conference Services.

Stipulations for Use of Facilities

• Furniture and equipment are not to be moved when using the facility. Any moving necessary will be done only by making the request through a Conference Center staff member and could incur additional charges.
• Arrangements for equipment should be made at least two weeks before your scheduled event through the Office of Conference Services.
• A house manager and/or technician (depending on requirements) must be present for any events scheduled in the Hunter Conference Center before 8:00 a.m., after 5:00 p.m. and during all weekend hours.
• Cork boards and push pins are provided to hang materials in meeting rooms. Tape, pins, staples, or nails are not permitted on walls or whiteboards. Other supplies and equipment are available for use with prior arrangement through the Office of Conference Services.
• If you wish to use the piano in the Great Hall or the Whiting Room, arrangements must be made in advance. There is a charge for use of a piano. To avoid an additional tuning charge and/or damages to the pianos, we request that they not be moved.
• Organizations using the Conference Center facilities and equipment shall safeguard and care for the facilities. The organization or person using the facilities shall be liable for any property damage to the building, facilities, or equipment. In the event of damage or vandalism, repairs shall be made by the Conference Center and the sponsoring party shall promptly reimburse the Office of Conference Services for the repair. Charges will also be incurred by the sponsoring organization or person for excessive cleaning following an event.
• Fire exits cannot be covered under any circumstances. All groups and individuals using the Conference Center must abide by the Utah State Fire Code and Utah State Laws. There shall be no open flames of any kind. The Office of Conference Services reserves the right at all times to control facilities and to enforce all applicable laws, rules, and regulations.
• Sidewalks, entrances, stairways and halls shall not be obstructed. Conference Services reserves the right to approve all physical arrangements in the meeting rooms for safety.
• All arrangements for food service in the Conference Center will be made through the Office of Conference Services. The Conference Center menu can be found at www.suu.edu/scps/confer/menus.html . Guests are not permitted to bring food and beverage into the facility for their events.
• Use of the Conference Center for purely commercial purposes may be denied unless the public welfare is significantly served by such use, because of, or directly attributed to the educational, service, or cultural value of the event. Additional charges are assessed for exhibitors/vendors at any event.
• All advertising, marketing programs, or other promotional efforts for events in the Hunter Conference Center must be approved by the Dean of School of Continuing and Professional Studies.

CONFERENCE CENTER FEES
University Affiliated Groups

• University affiliated groups sponsoring a conference held in the Conference Center will be subject to a charge of the direct, event-related expenses. An event will be considered University affiliated if the sponsoring department or organization is actively involved in the planning and on-site coordination of the event or if the sponsoring department or organization has given financial support to the event. The Conference Center is available for use by University affiliated groups for educational related purposes which are academically related to the area sponsoring the event.
• Any department or campus organization that sponsors or co-sponsors an event must provide the Office of Conference Services with an account number to which all direct expenses can be charged. Examples of such charges would include food or refreshments, audiovisual or computer equipment, technicians, house manager for evening/weekend use, computer lab fees, supplies, phone/fax charges, photocopies, and program facilitators when needed.
• Notice of cancellations by a University affiliated group must be given to the Office of Conference Services no less than five business days prior to an event or the applicable rental fee for the scheduled space(s) will apply.
• Those University affiliated groups charging a registration or admission fee or otherwise receiving revenue as a result of a conference or event will be charged an administrative fee by the Office of Conference Services. To determine the fee, an assessment will be made of the group’s purpose, number of rooms and equipment to be used, length of time, and the involvement of Conference Services staff prior to and during the event.

Conference Center Fees for Non-University Affiliated Groups

• Pursuant to Regent’s policy, groups not affiliated with the University shall be assessed a fee for use of the Conference Center. Fees are of two types: facility rental and direct costs (technical, catering, materials, etc.)
• Meetings and conferences of national and regional academic and professional organizations or political, civic and service organizations will negotiate final arrangements for events with the Office of Conference Services. Such arrangements will include discussion with the user of projected expenses incident to use of the Conference Center facilities and services, execution of a conference agreement, and review of the user’s insurance arrangements.
• To simplify charges made to groups not affiliated with SUU and to implement the policy of the Board of Regents that a fair rate be assessed for use of state buildings, a flat rental charge per space will be assessed. In the event of multi-day or multi-room events, groups may enter into a contractual agreement with the Office of Conference Services for negotiated rates based on the number of rooms to be used, the number of participants anticipated, the number of days, and the involvement of Conference Services staff in such activities as planning and marketing, pre-registrations, budgeting, financial services, invoicing, and coordination and facilitation prior to and during the event.

THE MOUNTAIN CENTER
Scheduling by University Affiliated Groups

• Call to schedule the Mountain Center any time during the year for the current year. During the months of April through June, departments may make reservations for the next calendar year (January through December). This scheduling procedure does not apply to campus faculty or staff who wish to schedule the Mountain Center for private use.
• Any department or campus organization that sponsors an event at the Mountain Center must give the Office of Conference Services an account number for the rental fees and to hold the reservation. Although a deposit is not required for campus groups, the department is financially responsibility for any cleaning and/or damage charges incurred as a result of their use of the Mountain Center facility.
• Notice of cancellations by a University affiliated group must be given to the Office of Conference Services no less than one month prior to the event to avoid incurring the rental fee.

Scheduling for Private Use by Campus Members and Community Members

• Call to schedule the Mountain Center any time for the current year. Scheduling for private use activities cannot be made until July 1 of each year for the following calendar year (January through December).
• A deposit is required to hold a reservation at the Mountain Center. The deposit will be refunded for cancellations received more than three months prior to the check-in date less a cancellation fee. The deposit will not be refunded for cancellations received less than three months prior to the check-in date. Cancellations received less than two months prior to the check-in date will result in forfeiture of the deposit and 50 percent of the total rental amount.
• Full payment for the use of the Mountain Center is required three months in advance of the check-in date.

Stipulations for Use of the Mountain Center

• For information about the facility and stipulations for use, call the Office of Conference Services (435-865-8219) to obtain additional printed materials. The Information and Procedures for use of the Mountain Center are considered a part of the SUU Scheduling Policies and Procedures.