Rules for Hosting on Campus Events
- All staff members, including Bucknell University personnel, will be charged for lodging and, if requested, linens. The charge for linens is per set.
- Campers must, unless requested, provide their own bedding, towels, etc.
- Beds may not be moved from room to room unless specifically arranged for in advance, or a Facilities labor charge will be applied.
- If a residence hall is not air-conditioned, campers, overnight guests and staff members may bring small portable fans. As window are not screened, campers and staff may wish to bring extendable window screens.
- Staff member room assignments will be spaced among the campers/overnight guests, emphasizing their supervisory function. Staff members’ doors should be clearly marked.
- An early arrival charge will be assessed if a camper comes a day early or leaves a day late. The Events Management Office must be notified in advance.
- All campers, staff and guests will use access cards. All meals will be arranged through the Bucknell Dining Services, unless prior permission has been given.
- A guaranteed count will be given to the conference office 72 hours prior to the event, indicating how many campers and commuters there are, and what meals they will be eating.
- Campers will not be allowed to leave the Bostwick Marketplace cafeteria and then re-enter.
- It is the responsibility of the camp/coaching staff, and not Dining Services, to see that guests/campers are supervised. A minimum of two coaches/directors must be present throughout the meal, including when campers arrive.
- Assigned meal times will be agreed upon with each camp/conference director prior to arrival of camp/conference.
- 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.
- Food is to be consumed in the cafeteria. No food is to be taken out of the cafeteria.
Facilities and Service Fees
- A facility fee covers the general use of campus buildings, grounds and athletic facilities, as well as some routine custodial services during normal hours and conference staff services. There will be additional fees for extra Facilities 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 lodging keys before the camp/conference arrival.
- If a director requires a master key, the director must maintain possession of the key at all times.
- Keys must be promptly returned the day following the end of camp.
- There is a $29.50 charge for each room key not returned within 48 hours after the end of camp. The Camp/conference director is responsible for payment to the Events Management Office.
Camp/Conference Program Roster
- A brochure draft advertising the camp/conference 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 conference/sport camp’s name, only listed as the location of the event.
- A copy of the program’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 guest list and staff roster, both alphabetically and by room, be submitted immediately after registration. This can be given to the Elaine Langone Center Switchboard if the business office is closed. 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.
- Each supervisory director responsible for the camp/conference will be housed in the residence hall assigned to the camp.
- Each camp must have adequate live-in staff (at least 1:10 ratio) whose rooms will be spaced among the campers, designating “staff” on the door.
- Live-in supervision is required for all campers arriving early, staying an additional night, or remaining on campus between camps or conferences.
- A residence hall cannot be left unattended at any time when minors are present. Designated staff must be present unless all campers/overnight guests are involved in activities elsewhere.
- Two or more assigned staff members must be with the campers/minors during the assigned meal times, or during free time when a concentration of campers is in the Bison dining area.
- Alcoholic beverages are prohibited in all rooms and public areas of residence halls and meeting rooms.
- While the camp/conference is in session, staff members as a group may not leave campus, leaving the supervision of the entire camp/conference to only one or two individuals.
- Camp/conference staff are to patrol areas used every day for trash left around buildings.
- Campers/guests are not to yell out of windows, lean out of windows, throw things from windows or sit on the ledges of windows.
- It should be made clear to each camper/guest 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.
- Outside doors of residence halls will be locked at a given time as requested, by Bucknell Public Safety.
- Bucknell University Student Health services are not available over the summer. Should summer guests have medical problems, they may be taken to the emergency room at Evangelical Community Hospital.
- The director of each camp or conference is required to provide medical coverage for the camp(s) at their expense or ensure that each participant has medical coverage.
- 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.
- 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).
- Campers or summer guests must be 12 years of age or older.
- The Events Management Office, with counsel from the vice president for finance & administration, has the right to refuse a camp/conference should they not comply with these regulations.
- Rooms should be inspected before and after programs by the director/coach, 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.
- Curfews should be specified and strictly adhered to.
- All athletic camps must comply with all athletic department compliance procedures as per compliance manual.
This agreement shall be governed by the laws of the state of Pennsylvania. The University is an equal opportunity institution and subscribes to all requirements of federal law not to discriminate with respect to students, employees, applicants or University programs on the basis of sex, race, color, national origin, religion, age, handicap or veteran status.