Summer Party 2008 Lodging Options

On Campus Lodging Options

See Rules Below For Payne Dorm

On-Campus: See Dorm Rules Below
Payne Hall – Building 39 (Next to Owens Dining Hall)
http://www.vt.edu/where_we_are/maps/campus-map-highres.pdf
Sign Up Here: Enter Your Info and Choose Conference
http://www.online.studentprograms.vt.edu/conferences/
Options Exist for Single, Double, 1 Night, 2 Nights
Per person per Night: $39 Single/ $27 Double + 5% Tax + $2 fee
Reservations Must be Made By 7-17-08
Make Sure You Read the Rules for Lodging in PAYNE DORM Below
http://vt.thetaxi.org/2008Upgrade/PayneDormRules.doc
If Any Questions, call 540-231-5721

Off Campus Lodging Options

(or anywhere else you arrange)

Ramada Inn (changing to Days Inn during July after full renovation)

3503 Holiday Lane, Blacksburg, VA 24060
(540) 951-1330 Ask For Theta Xi Alumni Group Rate of $77
This Rate NOT Available for Online Sign Up – You Must call
Reservations Must be Made By 7-17-08
(Or you can check other Hotels in the area)

VT Rules for Use of PAYNE HALL: Building 39

Where is Payne Hall?

http://www.vt.edu/where_we_are/maps/campus-map-highres.pdf

Conference: Theta Xi
Conference Contact: Wally Newton – cell (540) 537-9481 wanewton@vt.edu

Arrival Date: August 1, 2008

Departure Date: August 3, 2008

Room Assignments and/or Roommates – You Must Specify at Online Sign Up:

http://www.online.studentprograms.vt.edu/conferences/

Room Conditions and Damages
The Client accepts full responsibility for the condition of their assigned facilities. Direct any questions or concerns regarding pre-existing conditions or any incurred damages to the manager of Conference and Guest Services! C&GS recommends a building walk-through with your conference aide prior to participant check-in. There is a damage report done at check-in and check-out by the C&GS staff members assigned to each building. The determination for billing charges and damages is based upon this report. C&GS will provide room condition forms (RCFs) to the Client wishing to do individual room checks. When the building is unoccupied, the Client, or an authorized representative, is allowed into the building to check the rooms. Final room checks must be complete within 24 hours of the final guest departure or at least five (5) hours prior to the arrival of the next guests.

Trash Removal
Guests are responsible for removal of all their trash, which must be bagged and placed in the appropriate dumpsters. C&GS will provide trash bags in the rooms. There will be an additional assessment added to the bill for groups leaving excessive trash at the time of check-out. Charges for trash removal will be billed at the rate of $15 per staff member per hour and added to the Client’s bill.

Reservations
All reservation requests, changes, and cancellations made by the Client must be in writing. For some conferences, prearranged, online registration may be available. Prearrange online registration with the C&GS staff members. When the C&GS staff members are doing registration, the only guarantee for special housing requests is for the disabled. While there is no guarantee all participants will be housed together, C&GS will make every effort to house all participants in the same facility.

Check-in and Check-out
If a guest fails to vacate his or her assigned room by the check-out time, it will result in an additional charge for one extra bed for one night. It is the Client’s responsibility to clearly communicate check-in and check-out times. If there are special circumstances, C&GS will work with the client to explore possible alternatives; however, there may be an additional charge for special arrangements, depending upon the type of request.

Room Key Arrangements
Room keys are provided for each participant staying in the residential facilities and will require a signature of receipt upon check-in. There are only two (2) keys available for each room. Each participant will sign the key back in at check-out. Failure to return a key will result in a $50 fee assessed to the Client. For security reasons, any key reported as lost during a conference will require a lock change. The charge to the Client for any lock change is $50 for each change. During check-out the conference aide and the Client will work together to audit the keys. In the event the building is not immediately occupied after a group completes its conference/camp, C&GS may be able to offer a 48-hour grace period before charging for a missing key.

Linen Service
Linens are counted prior to and at the conclusion of each conference. C&GS will provide each participant with a pillow, pillowcase, two flat sheets, two towels, a washcloth, a trash bag, soap, and a cup in the assigned rooms. Participants must return and sign for linens at check-out. C&GS will log all returned items. Failure to return all linens to C&GS at check-out will result in a $50 charge to the Client. The charge for replacement of any lost or damaged linen per item is as follows: mattress cover $15, blanket $10, sheet $5, $8, pillow $10, pillowcase $2, towel $5 each and washcloth $2. Pillows do not need to be returned to check-out.

Sharing of facilities
Many campus buildings are open to the public and serve a variety of functions. Though you have reserved space within such a building, other space and access to the building will often be available to the public or other conference groups. For reasons of security, conference participants should stay out of residential buildings not assigned to their conference. Every effort is made to reasonably separate groups.

Disability Accommodations
There may be a requirement for conference guests with special needs to request certain assistance services in accordance with the provisions of the Americans with Disabilities Act. The Client assumes the sole responsibility for determining whether these types of needs exist. After making this determination, the Client must notify C&GS of these needs at least ten (10) days in advance of the conference arrival date. Please note that this may mean moving participant(s) to a handicap-accessible building. In addition, the University assistive services may need to be consulted regarding proper accommodations and availability.

Door Alarms Temporarily Disabled
In certain residence areas, public access doors are armed to sound an alarm after remaining open for a predetermined length of time. These alarms may be disabled for a maximum of 5 hours during check-ins and check-outs only. Alarms may not be turned off at any other time during a group’s stay. Please coordinate this need with C&GS.

Residential and Lounge Space
Groups using lounges and hallways or outside areas for functions and/or activities are responsible for removing trash and transporting trash to the dumpsters. The Client will be charged a rate of $15 per person per hour for the housekeeping staff for failure to remove trash.

Per-person Program Fee
C&GS charges $2.00 per person for all conference participants and staff members as an administrative fee. This fee covers the services listed under each heading in this contract. This charge applies to all participants who utilize any summer camp or conference arrangement made by C&GS, such as parking, dining, facilities, catering, etc., regardless of how many guests stay in housing.

Parking
Limited parking is available for conference participants at no charge. C&GS will negotiate with Parking Services to arrange parking for your guests. All on-campus parking is subject to the approval of Virginia Tech Parking Services. All guests parking on campus must adhere to University parking rules and regulations. C&GS will not be responsible for tickets issued to guests while on campus.

Building Security
Instruct all participants to keep their room doors locked at all times. All exterior doors will be locked 24-hours and each participant will need a card to gain access to the building. All cards must be kept on the same schedule, participant cards will have the same access schedule as chaperone cards. Cards either have access for a particular time period of the day or 24-hour access to the building. The building’s main door may be opened during check-in and check-out. Please indicate below if you would like 24-hour access on the cards or what time you would like the cards to have limited access to the building.

Virginia Tech Police Department
Virginia Tech Police Department is available to respond to emergency matters, suspected violations of the law, or other related concerns. VTPD can be reached at (540) 231-6411 or by dialing 911.

Student Programs Contacts
Student Programs staff members are available around the clock during the summer months. Clients should direct all residence hall questions, problems, concerns, etc., to the C&GS 24-hour Hospitality Desk at (540) 231-9811 May 20 through August 8, 2008. Direct any questions regarding planning and logistics to the Office of Conference and Guest Services at (540)231-5721 or email conferences@vt.edu. 

Loss/Theft/Damage
Virginia Tech assumes no responsibility for the loss or theft of personal property, or damage to personal property of the Client or its conferees. Virginia Tech assumes no responsibility whatsoever for any property placed by the conference group in University buildings, properties, or facilities.

Curtailment
In the event that Virginia Tech buildings, property, or facilities are destroyed or substantially damaged by fire or other casualty, or in the event other circumstances, such as accident, strike, labor dispute, sickness or death of key personnel, energy shortage, governmental directive, act of God, or circumstance beyond the control of the University, render the fulfillment of this agreement impractical or impossible, the Client hereby waives any claim for damages or compensation resulting from these circumstances causing curtailment of this agreement. Virginia Tech’s obligations under this agreement are contingent upon its ability to perform and accordingly are subject to the circumstances described above or any circumstances beyond the control of Virginia Tech, which prevents the University from performing its obligations. Virginia Tech will, in good faith, provide all items and services agreed upon, but reserve the right to make a substitution with a similar item or service for any item or service not readily available in the open market with the prior consent of the conference and at a reasonable price.

Ethernet/Phone
Each room has an Ethernet connection as well as a telephone for local calls and for calling cards for long distance. Each Client must sign and is responsible for assuring the enforcement of the Agreement of Usage.

Tax
State law requires that all groups be subject to a 5% sales tax on all housing and food services.

Cancellation Policy
This agreement is subject to cancellation without penalty by either party, sixty (60) days prior to the date of arrival. Said cancellation must be in writing. If the contracting client/conference sponsor cancels within sixty (60) days of the arrival date, a penalty service fee of 10 percent of the estimated total conference costs will be assessed.

Virginia Tech Regulations

A. Parking: Parking permits are required when parking on campus. C&GS must receive any request for parking at least two weeks prior to arrival. All requests for parking passes are subject to the approval of Parking Services.
B. Hanging Banners/Posters, etc: Student Programs must approve all banners, posters, or similar items in advance.
C. Pets: Pets are not permitted in the residence halls, with exception of guide dogs who are accompanying impaired individuals.
D. Alcohol/Drugs: Virginia law requires that a person be twenty-one (21) years of age to purchase or consume beer, wine, or liquor. All guests will abide by Virginia and Federal laws and University regulations regarding intoxicants, narcotics, and drugs.
E. Use of Name/Advance Publicity/Endorsement: The Client agrees to submit to Virginia Tech, for all advance publications, approval regarding conference programs prior to printing and mailing. Approval of all materials is approximately three working days, after which the Client may assume all materials are approved. Authorized use of the facilities does not in any way constitute University or state endorsement of the conference, its view or objective, or program content. Conferences are required to accurately represent our rates in any publications.
F. Firearms/Weapons: Firearms, weapons, ammunition, fireworks, and explosives are not allowed in the residence halls, buildings, or grounds of Virginia Tech.
G. Smoking: All residential and dining halls are non-smoking facilities.