Conference pre-planning
The following practical information is provided to assist in planning your conference/event on our campus. As always, should you have any questions please contact Conference Services at 570-389-4112.
Services
Our Conference Services staff can offer assistance with information in the following areas:
- A.V. equipment recommendations
- "Best Space" recommendations
- Campus and building policies
- Catering requests
- Changes / cancellation procedures
- Facility drawings
- Internal and external directional signage
- Large event planning assistance
- Personnel requirements
- Police presence at events
- Scheduling campus facilities and services
- Shuttle bus reservations
- Technology assistance
- Scheduling Periods
Conference groups are encouraged to request space during the following time periods:
| January - First two weeks | March - Spring Break |
| May - Last two weeks | June - all month |
| July - all month | August - First week |
| December - Last two weeks | Fall Break weekend |
Availability during the academic year is offered around our student groups' use of campus facilities. Please ask well in advance of your event.
Access and Event Times
Facility access and use must be within the allotted contracted time. Contracted times must include event preparation, decorating, and/or rehearsal time, as well as time after the event to remove decorations, user equipment and other items. Events that have not removed all decorations, equipment and other items by closing time of the facility will be assessed the extended facility hours charge. The Kehr Union/Monty's staff shall have the right to access and enter the facility for any reasonable purpose during the contracted time.
Equipment
All BU equipment (e.g., tables, chairs, risers, stages, audio-visual, etc.) will be set-up by BU staff. Equipment must be in place prior to user access. A.V technicians may be required to operate equipment, or to supervise others operating the equipment. Charges for technicians are borne by the user. The user will be responsible for all BU-owned equipment and will be held liable for the equipment if lost, stolen, damaged or misplaced.
Special Requirements
Special requirements, such as overnight guarding of equipment; drayage (receiving, shipment or storage) services; activation of data/phone lines or signals; access for news/media; or other such requirements must be coordinated in advance with the Conference Services staff. Charges for such services will apply.
Technical Support Staff
A technician will NOT be on duty unless requested for your event by the Conference Services staff. However, BU reserves the right to require technicians for events with complicated lighting and/or sound requirements. When the Ballroom Performance Sound System is requested, a technician must be on duty. A minimum two-hour fee is charged whenever a technician is required. Requests for a technician should be made well in advance.
Estimated Fees
Estimated fees are based on your group's specific requests including information you provide regarding access and event times, number of event participants, type of activity, audio-visual service requirements, and other support services/personnel. Special features of an event may involve additional fees.
Liability Insurance Requirements
The facility user shall purchase and maintain, at its expense, insurance covering property damage liability and bodily injury in amounts of no less than two hundred fifty thousand dollars ($250,000.00) per person and one million dollars ($1,000,000.00) per incident. The University must be named as an additional insured on the certificate, and the certificate shall provide that the insurance carrier will provide at least 30-days advance notice to the University of any terminations, cancellation or discontinuance or modification in coverage of the insurance. Policies shall be on an occurrence basis only.
Facilities Use Agreement (Official Contract)
Once you've selected Bloomsburg University as the site for your conference or event and details have been arranged through Conference Services, the official paperwork will be drawn up. You will receive two copies of the Facilities Use Agreement, the official contract. After reviewing the contract, please sign, date and return both copies to the Conference Services office. Upon receipt of your signed copies the university's representative will sign the contracts and one fully-signed copy will be returned to you.
Post Agreement Requests
Conference Services staff will attempt to comply with post-agreement requests, but cannot guarantee same. Should your group request any additional facilities, equipment, or services, your group will pay for same at the appropriate rate; administrative fees may apply.