Conference Billing

Timeline:

• 30 Days Prior need an estimated headcount.
  • Need a Professional CPR and American Red Cross First Aid certification of an on-site counselor.
• 10 business days prior please submit:
  • Housing Roster
  • Meal Guarantee
  • Parking Passes
• 24-hours after camp arrival please provide the final roaster of participants.
• By 9am Monday or by first meal please submit:
  • Alphabetical list of participants and staff names emailed.
  • Return all unassigned wristbands.

Insurance Requirements

• All non-University groups must have a copy of their insurance policy sent to us 60 days prior to the start of the program.
  • Must include program name, date, and indicate they are a UW-Stevens Point certificate holder.
• Two options to get insurance:
  • Campus Risk Management Insurance coverage
  • Provide your own insurance.
• A certificate of Insurance
  • It shall be named “Board of Regents of the University of Wisconsin System, its officers, employees, and agents”
  • Additional insured on your Commercial Liability Policies
• Counselor Background Checks
  • 3rd parties responsible for their own background check
  • If you have issues, we can speak with them.
• Standard Limits:
  • Workers Compensation (WC) for third party’s employees
    • Meet WI Statutory Requirement Limits
• Commercial Comprehensive General Liability (CGL):
  • Commercial General Liability Insurance-minimum limits required:
  • Each Occurrence $1,000,000
  • General Aggregate $2,000,000
• Sexual Abuse/Molestation Liability
  • Each Occurrence $1,000,000
  • General Aggregate $2,000,000
• Automobile Liability: Combined Single Limit $1,000,000
• Products-Completed Operations Aggregate $1,000,000
• Contractual Liability $1,000,000
• Personal & Advertising Injury $1,000,000
• Damage to Rented Premises $100,000
• In addition, the Commercial General Liability Insurance-
  • Policy should be written on an occurrence basis, or if claims-made coverage is provided, coverage must be maintained for a minimum of five (5) years after the termination the program.
  • Policy must cover all activities to be performed by the external party, including athletic/physical activities.
  • Policy must not contain any exclusion for intentional acts.
  • Policy must not contain any exclusion for abuse from sexual, emotional or physical actions and/or misconduct. If such exclusions are included, separate coverage must be purchased and evidenced.

Safety

STAFF MEMBERS ARE NOT PREMITTED TO SHARE ROOMS WITH CAMPERS/MINORS UNLESS THEY ARE HIS/HER OWN CHILD

• The Camp Director will provide one (1) staff member per ten (10) youth 24/7
• Ensuring everyone is informed about emergency procedures for severe weather, fire and lost participants.
• List of all counselors with contact information will need to be emailed to our office one week prior to arrival. All camp counselors need to meet with Conference and Event Services prior to the arrival of participants,
• All counselors need to show the campers the evacuation routes of each building they are in,
• Counselors should make sure no doors are propped open at any time.
• No alcohol is to be on the premise with minors.
• The Camp Director will inform Campus Police if there is an unwanted person on the premise.
• The Camp Director will need to provide a certified lifeguard for pool use.
  • Making sure you are using the 1/10 ratio when going to the pool.
• No one on one contact with a minor or staff with the exception of tutoring settings or parent-child relationships
• Respect minors’ privacy when changing and taking showers.

Cancellation Policy

• A written noticed of cancellation is required 30 days in advanced of your conference/camp start date. Failure to do so, could result in service charges to cover administrative costs.

Emergency Procedures

• Any accident, theft, injury, or damage to property must be reported to the UWSP Police and Security Services 715.346.3456

Facility Use Damages

• It is your responsibility to monitor all events and activities put on by your association.
• Any damages or excessive cleaning after your event will be charged to your organization.

Health Services

• UWSP Health Services will not be available for non-athletic camps.
• UWSP athletic trainers will provide services at $3/Camper Per Day for athletic camps.
• Every organization needs to provide a Professional CPR and American Red Cross First Aid
  • This certificate needs to be provided to Conference and Event Serivces 30 days prior to start of camp.
  • This counselor will be responsible to distribute medications for any participants and maintain the medication log.

Parking

• Parking arrangements must be made before arrival
  • Total count needs to be provided.
  • All vehicles are required to have a parking pass.
    • Unless you have an open lot that has been designated for the camp
  • Need the final confirmation of parking passes 10 days prior to the start.
  • Parking passes are non-refundable

Housing

• Rosters not provided by 3 business days will result in charges:
  • $200 for less than 100-person group
  • $400 for more than 100-person group
• Residence halls are only accessible by the main lobby doors, all other doors will be locked.
• Lost keys and access cards will be charged $50 at the time of check-out and immediately added to the group’s bill. Forsafety, please report all missing keys within 24 hours.
• Housing will staff the front desk for up to three hours of check in and check out time. Additional front desk staffed hours will be charged at $10/hour.
• Housing and Residence Life require 20-person minimum.
• If the participant list is not accurate and is below 95%or over 105% there will be a $10 charge per person.
• If someone leaves early, the housing bill will be adjusted if they check out properly.
  • Name of participant, room number, and check out date.
  • A Student Housing Assistant must be contacted to turn in the key.
• Anyone who is not checked out by the check-out deadline will be billed $25 each hour.
• No-show fee of a participant that does not show up will have a charge of $10 to the organization.
• 1:10 staff to camper ratio must be maintained per floor and per gender on the housing roster. 

Dining

• A food expense approval form must be completed before arrival for UWSP sponsored groups.
• Any outstanding wristbands after the first meal will constitute a basis for payment. 10 days prior to start all group meals and meal count guarantees are considered final. Full meal cancelation needs to be done ten days prior to that meal.
• If someone dropping the program email the Conference and Events office with name and last eaten meal. Dining has the right to cancel meals based on minimums not being met:
  • minimums combined meal counts are total of 75 guests.
  • If the combined meal total is 50-74 – there will be limited AYCE
  • Less than 50, boxed lunches will be made.
• Lost wristband will be a $5 charge to the camp.

Call or email us for questions:

715.346.2501

Conference.and.Event.Services@uwsp.edu