GUEST GROUP LEADER 

Every group shall have a designated Guest Group Leader who is at least twenty-three (23) years of age. It is preferable that this individual serve as the primary contact between the Guest Group and PLNU during the planning stages and throughout the course of the event. Certain events, such as weddings, may require that one individual handle all pre-event arrangements while another handles all on-site logistics.

The Guest Group Leader shall be responsible for all the group members and events; shall be responsible for the condition of all equipment, materials and facilities used by their group; shall pick-up messages for group members from the Conference Services Office; shall handle all emergency phone messages; and shall insure that all areas utilized are returned to their original condition upon conclusion of each usage (i.e. decorations removed, trash deposited in receptacles, etc.)

The Guest Group Leader is also responsible for informing group members about and insuring that their guests adhere to the provisions of this Handbook as well as all local, state, and federal laws concerning health, safety, and public order. Failure to comply with these regulations may result in removal of the offending individual(s), forfeiture of the privilege of using University facilities and services, and/or termination of any Agreement existing between PLNU and the Guest Group.

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CONFERENCE SERVICES STAFF 

Throughout this Handbook, key dates are noted when certain events should occur during your planning process (these milestones are noted on page 22). Conference Services staff members will be in contact with you throughout the planning and implementation process to make sure that these milestones are met and that PLNU is ready for your arrival.

When you arrive on campus, staff members will assist you with checking your group in and will be available throughout your stay to help with your needs as they arise.
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SUPERVISORS/COUNSELORS

PLNU requires that each group provide at least one adult Supervisor/Counselor over the age of twenty one (21) for every eight (8) minors in attendance. Since PLNU is open to public access, it is recommended that Supervisors/Counselors accompany minors at all times. If the group requires lodging, Supervisors/Counselors must be present any time younger guests are in the residence halls.
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MEDICAL STAFF/SUPPLIES

Since PLNU does not have a full-time medical facility or staff, it is recommended that each Guest Group Leader secure the services of a Doctor or Registered Nurse certified in First Aid, CPR and Rescue Breathing to handle medical and/or emergency situations. It is recommended that prescriptions and medications be entrusted to the group’s nurse or medical personnel for disbursement.

All groups must supply their own first aid supplies. The Guest Group Leader should bring a first aid kit suitable for most minor emergencies.

The Guest Group Leader shall also ensure that all group members are in good health and free from infectious or contagious diseases and/or parasitic infestations prior to arrival and will be responsible for all medical and health issues and incidents during the Group's stay.

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FACILITIES, FURNISHINGS AND FUN 

A variety of facilities are available for your use including meeting rooms, classrooms, gymnasium, recreation room and ball fields. Most facilities may be reserved separately in as little as two hour blocks provided that the facility is vacated completely after each use.

In addition, PLNU can provide limited furnishings, recreation equipment, table decor and media equipment. Additional needs may be met through local “party rental” vendors, florists etc. All such arrangements must be made by the Guest Group Leader.

A Conference Services staff person will contact you during the planning process to help you determine your group’s needs and schedule facilities best suited to meet those needs.

Prior to your arrival, the Conference Services Office will send you floor plans of each contracted facility where you can designate where you would like to place chairs, tables, media equipment, etc. During your stay, PLNU staff will be available to help with the setup of your designated facilities and will handle moving all PLNU furnishings and equipment. Remember, use of some media equipment and furnishings may result in increased costs.

As you plan your event and decorating needs, please keep in mind that the following activities are prohibited:

• Attaching any object to any University premise by nail, screw, and/or tape.
• Altering the layout of any facility by removing or relocating interior and/or exterior furnishings and/or equipment.
• Tampering with or removing windows or window screens from any part of any building.
• Accessing locked electrical and/or sound/media equipment.
• Using and/or unlocking common area doors which are to be locked or are in areas not contracted for your group’s use.

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LODGING DETAILS

PLNU’s lodging consists of traditional dorm-style rooms that are modestly furnished with beds, desks with chairs, a closet and storage drawers. Bathrooms and shower facilities are dorm-style and shared among several rooms. Please be advised that no other amenities are provided either in the rooms or bathrooms.

Guests provide their own toiletries, alarm clocks, irons, hangers, reading lights, etc. Group Leaders may rent linens (see next page) or have their guests bring their own. Hot plates and appliances are not permitted.

Some items such as shampoo, lotion, sunscreen, etc. are available for purchase at the front desk of each residence hall or at the Express Store in Nicholson Commons during normal operating hours.

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LODGING ASSIGNMENTS AND FLOOR PLANS

Specific residence hall requests cannot be guaranteed. Due to PLNU’s summer residence hall renovation program and other considerations, Guest Groups cannot be guaranteed a particular residence hall until shortly before their arrival. Every effort will be made, however, to honor Guest Group requests.

When assigning rooms, the Guest Group Leader should keep in mind that each guest must be assigned to a single bed. The only exception to this rule is that one child (ages 3-9) may sleep on the floor in a sleeping bag or air mattress provided that they are staying in a room with their parents or legal guardian.

Residence hall assignment sheets and floor plans will be mailed to the Guest Group Leader four to six weeks prior to arrival. To help in case of emergency, the Guest Group Leader will be expected to present: 1) an alphabetized list of all campers and their room numbers and 2) a list of campers by residence hall within 24 hours after arrival.

Please keep in mind that, due to the dorm-style shower facilities located in most PLNU residence halls, men and women are typically assigned to separate buildings. In the event that space does not allow such accommodation, Conference Services will make every effort not to house guests of different genders on the same wing or floor.

Residence halls may be shared with other groups. To protect the privacy of others, therefore, guests should always be respectful of areas designated for other groups.

If male and female guests are required to share floors, they will be assigned separate bathroom facilities. Shared rooms are limited to married couples or occupants of the same sex. Cohabitation is prohibited.

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LINENS

Guests using PLNU lodging are expected to provide their own bedding unless other arrangements are made in advance. Linen sets may be rented from Conference Services. Each set includes bed linens, face cloth and bath towel. All linens must be returned to the appropriate residence hall’s front desk at time of check-out.

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MEALS/CATERING 

Throughout the year, Guest Groups may take advantage of PLNU’s buffet style dining program. Menus for the dining program are determined by PLNU’s food service staff and, although they provide variety, they do not allow for much personal adaptation by Groups. The dining facility is shared by a variety of guest groups and University staff/students. Breakfast is served from 7:00 to 8:00 a.m., Lunch from 11:45 a.m. to 12:45 p.m., and Dinner from 5:00 p.m. to 6:00 p.m.

Meals in the Dining Hall may be purchased with cash on a daily basis for day-only guests. Please keep in mind that tickets purchased this way are in addition to the meals guaranteed on the Facilities & Services Agreement and do not apply toward the group’s contracted minimum financial guarantee.

For an additional fee, guest groups may have customized meals and/or snacks catered at other times of the day. The location of such meals/snacks may vary depending on group needs and the availability of suitable facilities. Fees depend upon facility, time, table decor and menu selection and are arranged through the Conference Services Office.

Students, staff, and faculty will be sharing the Dining Hall with your group during meal times. Because of often tight class schedules, these individuals are permitted to enter the line ahead of Guest Group participants. Please observe this and be respectful.

Because of San Diego health regulations, groups are not allowed to do their own cooking nor are they allowed to host pot-luck dinners.
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MEAL TICKETS

Groups contracting to eat meals on campus will be issued meal tickets for all full-time attendees. The tickets will allow each individual to eat all contracted meals. As mentioned above, additional meal tickets may be purchased with cash for individual meals throughout your stay. There will be no refunds for unused tickets or portions of tickets.

PLNU cannot be responsible for lost tickets. In the event that a meal ticket is lost, the individual or Group Leader will be required to purchase daily meal tickets for each meal during the remainder of their stay.

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TRANSPORTATION

Due to limited parking, it is recommended that groups travel by van or carpool. Because of sharp turns and steep hills, however, bus transportation on campus is prohibited unless pre-approved by the Conference Services Office. Vehicles should not to be driven through the campus unnecessarily and drivers must adhere to all California laws and posted restrictions (please see Public Safety - Campus Community for additional campus driving restrictions).

Bicycles are allowed on campus, however, they are not allowed within any buildings. Riders must adhere to all California laws. Skateboarding and roller-blading are not permitted on PLNU property.

PLNU cannot provide any form of public transportation. If you have guests arriving by air or other form of mass transit; if you desire on-campus shuttle service; or if you desire to host off-campus activities, you will need to make arrangements with a private transportation firm. Use of on-campus shuttles must be previously approved by the Conference Services Office.

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ANIMALS

Animals, except seeing eye dogs, are not allowed on campus.

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BEACH ACCESS

Despite its proximity to the ocean, PLNU owns NO "ocean front" property. Although there is a public overlook accessible through the campus, it is not recommended for beach access due to the steep cliffs and rugged shore. The remaining land surrounding PLNU is private and should be respected as such. Individuals trespassing on private property near the campus may be asked to leave the campus permanently.

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INCOME GENERATING ACTIVITIES

Guest Groups may conduct limited income generating activities provided that they do not compete with PLNU activities. Such activities must be approved in advance by the Conference Services Office.

No outside vendor sales are allowed on campus.

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USE OF THE UNIVERSITY'S NAME 

PLNU’s name may be used for the purpose of referencing the location of the Guest Group’s event. Unless authorized by the University, however, the Guest Group agrees that it will not use the name Point Loma Nazarene University in any printed material, brochure, mailer, web site, or similar items in a manner that infers the University is a sponsor or co-sponsor or is in any way affiliated with the Client unless such use is previously approved by the University Cabinet.
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