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Conference Housing Policies

AGREEMENT

All of the terms, conditions and information contained in this Illinois Institute of Technology (“Illinois Tech”) Facilities Use Agreement for Room and Board (“Contract”) are an integral and binding part of this Contract. This Contract is made and entered into between Illinois Institute of Technology (“Illinois Tech”) and the undersigned campus partner(“Campus Partner”), groups or guest.  Campus Partner, group or guest liaison will be responsible for ensuring that their program’s guests/attendees comply with the with all rules, regulations, policies, and procedures set forth in the Illinois Tech Conference Handbook, Residence Life Handbook and Illinois Tech Student Handbook, all of which are hereby incorporated by this reference. Residence Life reserves the right to deny the stay of a guest/group and request a guest/group to leave for failure to adhere to policies. 

A. BOARD (MEAL) PLANS

All conference guests/attendees not living in apartments must hold a board plan, unless otherwise noted on their contract.

B. MINORS

All guest or groups in which the primary participants are minors (youth under 18 years of age) must have an adult to youth ratio of 1 adult chaperone to 12 youth is required and must stay on campus with guest or group.  In addition, Campus Partner, guest or groups will be solely responsible for the supervision of the minors. All guest and groups should have their own chaperone and emergency contacts. 

C. CHECK-IN/CHECK-OUT

Guests/attendees check in will occur on the first day at 12:00 noon of the Contract’s Term unless written arrangements were made in advance. A guest/attendee will not be considered officially checked out of their room until all personal possessions are removed and room keys (or access cards) are returned. Guests/Attendees must agree to follow outlined check-out policy when moving out of the residence hall.  Campus Partners, groups or guest may incur fees including but not limited to cleaning fees, damage fees, and a nightly fee for each additional day a guest/attendee from their program stay past the contract end date.

D. DAMAGES

Campus Partner or guest will be held financially responsible for damage or cleaning fees (other than normal wear and tear) of their guests/attendees’ room and in other areas of the residence hall complex (including, but not limited to, fire damage). Damage assessments will be invoiced to the Campus Partner or guest within 14 business days of their group’s move out.

E. LIABILITY

Illinois Tech assumes no responsibility or liability for the personal property of guest/attendees. This includes, but is not limited to, damage or loss due to fire, theft, flooding, vandalism, abandonment, and the like. If the guest/attendee desires this kind of protection, they must make their own arrangements for renter’s insurance. All guest who are residing on campus at Illinois tech are required to follow all policies and procedures that can be found in the ORL handbook: https://goo.gl/4rsTMV.

F. CONCEALED CARRY AND PROHIBITION REGARDING FIREARMS AND WEAPONS ON IIT CAMPUS POLICY

Illinois Institute of Technology (“IIT” or “University”) hereby establishes the IIT Concealed Carry and Prohibition Regarding Firearms and Weapons on Campus Policy (the “Policy”) pursuant to the 2013 Illinois Firearm Concealed Carry Act (430 ILCS 66/1 et seq.) and its enabling regulations. As IIT is committed to providing a safe and secure environment for the IIT community and its guests, IIT establishes restrictions on the ability to carry firearms or weapons, concealed or otherwise, on the Campus (as defined below) in accordance with the 2013 Illinois Firearm Concealed Carry Act and other applicable laws. Persons Covered by this Policy: This Policy applies to all employees, students, persons conducting business, or individuals visiting the Campus. Visitors include, but are not limited to, members of the general public as well as prospective students, former students and their respective families.

G. RESERVATION OF RIGHTS

Illinois Tech reserves the right to make assignments of space within the conference group membership; to authorize or deny room or roommate changes; or to consolidate vacancies.

 H. NON-DISCRIMINATION

Illinois Tech is committed to the exploration of values and new ideas. Illinois Tech, therefore, seeks to provide a learning environment free of harassment and discrimination against any person or group based on race, gender, sexual orientation, age, national origin, religion, marital status, disability, or other applicable statutorily protected factor. It is understood that any such discriminatory or harassing behavior on the part of Student shall be a material breach of this Contract

I. CONTACT INFORMATION

Campus Partner, groups or guest must provide overall program contact information to Event Services. For groups in which the primary participants are minors, youth under 18 years of age, parent or guardian contact emergency might be requested as well.

Information requested will include the following:

  • Client’s Organization or Company Name
  • Contact Person
  • Contact information (address, phone number, e-mail)
  • On-site Contact Person’s Name if applicable
  • On-site Contact Person’s Contact information (address, cell phone, e-mail- must be reachable on-site while program is in progress) if applicable
  • Number of participants coming to campus
  • Written Statement of Purpose describing the scope of the program

J. NOTICES

All notices and other communications should be directed to:
Event Services
Attention: Conference Housing
3241 S. Federal
Suite 102
Chicago, IL. 60616
events@iit.edu
Phone: 312.567.3700
Fax: 312.567.3701

K. PAYMENT

Payments must be made a minimum of two weeks before stay. No Personal Checks will be accepted.

L. PARKING AND BOARD (MEAL) PLANS

The housing arrangements do not include parking or meals you will need to inquire with Event Services for these matters.

Parking is also open on campus from 7p-7a. There is also free street parking on Michigan Ave.

M. CANCELLATION POLICY

This Contract is for the check-in and check-out date listed on this contract. To cancel, Conference individuals or groups must submit a request in writing to conferencehousing@iit.edu indicating the changes. Cancellation fees and penalty are outlined below. Conference individuals or groups will receive an invoice for penalty and fees as outlined below. Conference individuals or groups are responsible for the room and board charges of no-shows. No refunds will be issued out if a guest and/or group is asked to leave for failure to adhere to set policies.

N.  NO SHOWS

Campus Partners, guest and groups will be responsible for the total stay amount for individuals if there are no shows after roster approval deadline.