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Conferences

Policies and Procedures


Click on any of the links below to reveal the corresponding policies

 

Criminal Records Checks for Youth Groups

 Ohio Revised Code Section 2151.86 requires that all camp counselors and staff members responsible for the care, custody or control of minor program participants receive a criminal records check. Conference Services staff members, including all student staff, receive a criminal records check on an annual basis. In addition, this is required for all counselors provided by the conference group. If a staff member, camp counselor or chaperone has been convicted of or pleaded guilty to crimes listed in Ohio Revised Code Section 2151.86 or Chapter 109.572, then the individual is prohibited from being employed, unless they have met certain rehabilitation standards as defined in the Ohio Revised Code.

Dining Halls

 All Ohio University dining halls provide an all-you-care-to-eat option and are open to the public at walk-in rates, which are available by contacting the Conference Services office or visiting www.ohio.edu/food/. Special group pricing is available for conference events. All dining menus offer vegan and vegetarian options at all meals. Dining Services staff will work with individuals or conference planners to accommodate other special dietary needs.

Baker University Center also offers West 82, an ala carte food court, and Latitude 39, a casual fine dining option.

Fire Alarms

 All Ohio University buildings are equipped with fire safety equipment and alarms. In the event that a fire alarm should activate, all participants should immediately leave the building through the nearest exit. During the initial orientation with conference staff, participants will be instructed where to meet after evacuating the building. All participants must not reenter the building until authorized by emergency personnel.

Guest Mail

 If a participant wishes to receive mail while staying at Ohio University, they should have their mail addressed:
Participant's Name
Conference Group Name
Residence Hall Street Address, Room #
Athens, Ohio, 45701
Please visit this site for individual residence hall mailing addresses.

Insurance

 Campus Care services will be provided to the participants during the Center's business hours for the duration of the period at the rate of $2.50 per person. The conference group must provide a list of participants to the Conference Services Office ten days (10) in advance of the start of the event.

If the conference group does not wish to utilize the Campus Care services, written notification must be provided to the Conference Services office no later than 10 (ten) days prior to the group's arrival.

Ohio University does not carry insurance covering the personal property, medical claims, or liability of the conference group and participants at its events. The conference group shall furnish a certificate of insurance for $1,000,000.00 to the Event Services office with the signed contract at least sixty days (60) before the activity will commence. The certificate shall provide that the insurance be neither amenable nor cancelable during its term without written permission of Ohio University.

Key/Lock Replacement

Conference participants are responsible for the room key and exterior key/card they are issued at check-in. Replacement costs for these are $85 for the room key and $10 for the exterior. Fees will be assessed to the conference group or participant(s) after the group has departed campus. For added security, if a room key is lost during a participant's stay, the key core can be changed and new keys issued. The participant or conference group is responsible for the cost of these replacements.

Medical – First Aid Requirements

 All youth groups are required to have a live-in, first aid provider who will hold participant medical release forms.

Parking

 Parking is available on a space available basis in Ohio University lots. Conference participants must obey all posted signs and regulations for parking. Conference Services staff can work with specific groups to accommodate parking needs. A campus parking map and current parking availability/restrictions are available from Parking Services.

Phone/Internet

 Each residence hall has an active landline telephone connection, and if a participant wishes to utilize this connection they must bring their own phone. In addition, each residence hall room also has an active Ethernet connection. If participants wish to connect to the university's wired internet system, they must provide their own Ethernet cable. In addition, Ohio University's campus has 100% wireless coverage. If your group wishes to gain access to the wireless network, a request can be made for guest accounts to be created for your group. Access by youth participants requires consent and supervision by adult chaperones.

In using the university's internet, the conference participant agrees to not engage in Peer to Peer file sharing or other illegal activity. Anyone found in violation of this policy, may have their access revoked and will be subject to any applicable charge, fees or penalties.

Recreation Facilities

 Ohio University Campus Recreation outlines its own policies for use of its recreation facilities. These facilities (aerobics, weight rooms, aquatic center and gymnasiums) are available to the public, but guests must pay the walk-in rate. In addition, only clear liquids are allowed on hardwood courts. Your conference planner will advise you of other policies as they affect your group.

Reservations

 All conference accommodations and reservations must be cancelled no later than thirty (30) days prior to the start date of the event. If the event is cancelled more than 30 days prior, the group will be reimbursed the deposit minus any costs already assessed to Conference Services for the group. If the event is cancelled on or after 30 days prior to the start of the event, the deposit will not be reimbursed.

Residence Hall/Rooms

 Conference Services staff will assess the condition of all rooms and spaces to be utilized prior to your group's arrival. Participants are responsible for any damage above normal wear and tear to the facilities. In addition, participants who stay overnight in the residence halls will be required to remove their own trash to the dumpsters. Fees of up to $25/hour may be assessed to remove excessive trash.

Safety and Security

Safety and security of all participants is of the utmost concern for Ohio University. Conference Services will provide one resident manager that will stay in the building overnight to insure the safety and security of the residence hall. All youth groups are required to provide 1 counselor for every 12 participants for supervision of youth and to handle bed checks. In addition, all youth groups are required to have a live-in first-aid provider who will hold participant medical release forms.

Ohio University reserves the right to provide additional staffing at the rate of $55/night if a conference group fails to provide adequate supervision.

The Ohio University Police Department is a full-service agency providing patrol services 24 hours a day, 7 days a week on the Athens campus.

Smoking/Alcohol

 In accordance with Chapter 3794 of the Ohio Revised Code, smoking is prohibited in and around all public places in the state of Ohio. This includes all buildings on the Ohio University campus; specific areas on campus have been designated for smoking.

Alcohol consumption is allowed in the rooms of conference participants provided that they are 21 years of age. Consumption of alcohol is not permitted in any public space including residence hall lounges.

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