Summer conferences begin the Thursday after the Sunday of Reunion weekend and go through the first week in August. Day conferences and one-day workshops/seminars may be scheduled during the academic year if space permits and at the approval of service departments.
Conference & Camp Regulations
- Head Coach and one guest will be given free lodging.
- All other staff members, including BU personnel, will be charged for lodging and, if requested, linens.
- Campers must provide own bedding, towels, etc.
- Beds may not be moved from room to room, unless specifically arranged for in advance. Any beds moved must be returned to original room at the end of camp, or a Facilities labor charge of will be applied.
- If residence hall is not air-conditioned, campers and staff members may want to bring small portable fans. As windows are not screened, campers and staff may wish to bring extendable window screens.
- Staff members' room assignments will be spaced among the campers, emphasizing their supervisory function. Staff members' doors should be clearly marked.
- An early arrival charge of is assessed if a camper comes a day early or leaves a day later. The Events Management Office must be notified in advance.
- Charge per linen set.
- All campers, staff and guests will use access cards. All meals will be taken through the cafeteria, unless prior permission has been given.
- A specific count will be given to the conference office indicating how many commuters there are, and what meals they will be eating.
- Campers will not be allowed to leave the cafeteria and then re-enter. Rest rooms should be used before and after dining.
- It is the responsibility of the coaching staff, and not Dining Services, to see that the campers are properly supervised. A minimum of two coaches must be present throughout the meal, including when campers arrive.
- Assigned meal times will be agreed upon with each camp director prior to arrival of campers.
- Campers are not permitted on the cafeteria level earlier than 5 minutes prior to the assigned meal hour, and are to keep aisles in stairwells clear.
- Campers are requested to take only one plate of food at a time and come back for seconds.
- Food is to be consumed in the cafeteria. No food is to be taken out of the cafeteria.
Facilities and Service Fees
- This fee covers the general use of campus buildings, grounds, athletic facilities; routine custodial services during normal hours and conference staff services. There will be additional fees for extra Facility assistance.
- Special set-ups, exceptional clean-ups, staff overtime, building or property damage, etc., will be billed separately.
- Commuters are billed per person per day.
- Arrangements may be made with the Events Management Office to pick up your set of keys before campers arrive.
- If a director requires a master key, he/she must maintain possession of the key at all times.
- Keys must be promptly returned the day following the end of camp.
- There is a $50.00 charge for each room key not returned within 48 hours after the end of camp. The Camp Director is responsible for payment to Events Management Office.
- A camp brochure draft advertising the camp must be sent to the Events Management Office and the compliance coordinator for approval, prior to printing. "Bucknell University" must not be part of any camp's name, only as the location of the camp.
- A copy of the camp's daily schedule is to be submitted to the Events Management Office when picking up keys.
- The Events Management Office requires that a complete and fully updated camper and staff roster, both alphabetically and by room, be submitted immediately after registration. This can be given to the Langone Center Switchboard. The Events Management Office should be notified if any changes are made.
- Permission must be given for early arrivals or late departures by the Events Management Office.
- The Bucknell coach responsible for the camp will be housed in the residence hall assigned to the camp.
- Each camp will have adequate live-in staff (at least 1:10 ratio) whose rooms will be spaced among the campers, designating "staff" on the door.
- Any early arrivals must have live in supervision, as well as campers staying an additional night, or between camps.
- At no time can the residence hall be left unattended. Designated staff must be present unless all campers are involved in activities elsewhere.
- Two or more assigned staff members will be with the campers during the assigned meal times, or during free time when a concentration of campers is in the Bison Snack Bar.
- Alcoholic beverages are prohibited in all rooms and public areas of the residence hall or meeting rooms.
- While the camp is in session, staff members as a group may not leave campus, leaving the supervision of the entire camp to only one or two individuals.
- Camp staff are to police areas used every day for trash left around buildings.
- Campers are not to yell out of the windows, lean out of the windows, throw things from the windows or sit on the ledges of windows.
- At least 30 days prior to the start of the Event, Purchaser must provide a roster of all individuals who will be working or volunteering at the Event. Purchaser must also provide the names of all Participant chaperones (if any).
- Purchaser certifies that it will confirm all appropriate background checks have been performed on every individual working or volunteering at the Event, in accordance with Pennsylvania's Child Protective Services Law, as well as any other state or federal law applicable to the Event. Purchaser further certifies that the participation of any employee or volunteer upon the completion of such background checks will be consistent with applicable law. Purchaser acknowledges its failure to adhere to the requirements of the Child Protective Services Law may constitute a criminal offense.
- Although Lewisburg is a "safe" area, it should be made clear to each camper and staff member that room doors should be locked, and checked after locking, when leaving a room. Valuables and cash are the responsibility of the individual.
- The director will be responsible for the hiring and expense of their own security to patrol the residence halls at specific times. This security personnel will be responsible to the coaches for any unwarranted behavior.
- Outside doors of residence halls will be locked at a given time as requested, by Bucknell Public Safety.
- Bucknell University Health Services is not available over the summer. Campers who have medical problems may be taken to the emergency room at the Evangelical Community Hospital.
- The director of the camp is required to provide medical coverage for the camp(s) at his/her expense.
- It is the policy of the University to require those who use its facilities to carry appropriate liability insurance and to include Bucknell University as an additional insured. This insurance certificate should be received by the conference office no later than four weeks prior to the camp(s).
- There is a room charge for registered staff members. Families of staff members must be registered and will also be charged.
- No refunds will be made for unexpected late arrivals or early departures, except when the Events Management Office is notified of an emergency and given a copy of the refund/receipt of money returned to the camper(s).
- At least 90% of base charges must be paid before the close of the camp. A deposit determined by the Events Management Office is required when picking up the keys. Bills must be paid within two weeks of receipt of bill.
- Holding a camp is a privilege, not a right.
- A camper must be 12 years of age or older.
- A daily meeting time or call-in time will be established with each camp coach to touch base with both the Events Management Office and the residence hall supervisor of the residence hall.
- Campers' and staff rooms will be vacated by 5:00 pm on the final day of each camp, unless arrangements are made in advance with the Events Management Office.
- The Events Management Office, with counsel from the Vice President for Finance & Administration, has the right to refuse a camp should they not comply with the regulations, and/or with recurring camper problems.
- Rooms should be inspected before and after camp by the director, so it can be determined if any damage was done by that particular group. Any damages found in rooms must be reported to the Events Management Office in advance of the arrival of the camp.
- Campers are prohibited to use elevators.
- Curfews should be specified and strictly adhered to.
- All camps must comply with all athletic department compliance procedures as per compliance manual, especially, but not limited to, chapter 6.