CONTRACT
Once you have determined that you would like to use PLNU’s facilities for your event, please contact the Conference Services Office. A Conference Services representative will discuss your facility needs and prepare a
Contract Summary. The
Summary will itemize the
minimum fees for lodging, facilities and/or meals for which you will be responsible.
Once Conference Services has confirmed that PLNU can meet your group’s needs, the
Contract Summary will be forwarded to you along with a
Facilities & Services Agreement. The
Agreement will serve as a legally binding agreement between you/your organization and PLNU stating your contracted minimums.
By signing the
Agreement, you will be agreeing to pay the minimum contracted amount plus any additional amounts that may become due because of increased attendance or because of the use of additional facilities, equipment, etc. Because of this,
you should be as realistic as possible when contracting the minimums for your event. Reductions to the contracted minimum amount and/or cancellations are possible
only if PLNU is able to arrange a replacement group generating comparable income for the selected dates and facilities.
If the Group chooses not to utilize any or all contracted facilities or lodging, and/or chooses not to eat a contracted meal after the group’s arrival, there will be no reduction of fees below the agreed upon minimum.
PLNU will be agreeing to provide the minimum contracted facilities and services plus it will summarize the maximum number of meals and/or residence hall rooms that PLNU will set aside for your group perchance you exceed your minimums. If, for any reason, Point Loma Nazarene University is required to make a facility change after the signed
Facilities & Services Agreement has been received, the Guest Group will pay the lesser amount between the contracted facility and the facility utilized. If PLNU is negligent in providing contracted services or equipment, reimbursement may be negotiated.
You will have 10 business days to sign and return the
Agreement to the Conference Services Office with the required deposit or your requested dates will be released.
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FEES AND CHARGES
You may request a rate sheet, however, due to the complexity of the PLNU pricing structure, most groups find it easier to obtain an estimate by calling the Conference Services Office. An estimate will be provided based upon lodging, facility and media needs.
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DEPOSITS AND PAYMENTS
An initial deposit is due at the time the
Facilities & Services Agreement is returned to the Conference Services Office. The initial deposit shall be twenty percent (20%) of the contracted minimum amount, but not less than $100.00.
Full payment of the balance of the contracted minimum is required before arrival as per the terms listed below. Access to PLNU facilities will not be granted until payment is received. Groups may make payment prior to scheduled dates.
- 40% of minimum contract due 30 days prior to arrival.
- 40% of minimum contract due upon arrival.
- All additional fees resulting from increased attendance or contract changes are due within 15 business days from the date that a final invoice is issued.
- Interest charges may be assessed from the due date on any unpaid balance.
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CONTRACT ADDITIONS
The Guest Group Leader may request equipment by submitting an
Equipment Request Form. Additional lodging, meals, meeting space, etc., may also be requested on the form. Since the availability of facilities and certain equipment may be limited, you should complete the request form and return it to the Conference Services Office as soon as you know your group’s needs, but no later than 30 days before your event.
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INSURANCE
Churches, organizations and/or businesses conducting public events should submit an insurance certificate with the signed
Facilities & Services Agreement. The certificate must evidence liability insurance for all of the Group’s members, including not less than $1,000,000 bodily injury and $300,000 property damage or single limit coverage of not less than $1,000,000.
The certificate should name PLNU as an additional insured and should include the dates of coverage for your event. An insurance rider usually can be provided through an existing business/organizational policy. The Guest Group Leader agrees to provide PLNU immediate notice of any cancellation or modification of the required coverage.
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ADDRESSING MAIL FOR PARTICIPANTS
Please instruct persons sending participants mail to put attention the name of YOUR ORGANIZATION on the envelope so when mail arrives, they can be located easily.
The address should read: Point Loma Nazarene University
Conference Services
Attn: YOUR ORGANIZATION NAME
3900 Lomaland Dr.
San Diego, CA 92106
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