Conference Housing - Closed

Conference Housing services have been SUSPENDED indefinitely due to higher than usual demand for on-campus student housing.

Summer 2012- Residential Halls Availability

This Summer 2012, our Summer Conference Program will run from June 1st, 2012 – July 29th 2012.

The following residential halls will be available for our conference guests:

At Modesto Maidique Campus (MMC)

• Everglades Hall (single occupancy). Residence Hall description. Physical address. This hall is available for adults’ conference groups only.
• Lakeview North (single and limited double occupancy). Residence Hall description. Physical address. This hall is available for conference groups with minors only.

Conference Housing Rates (Per Person, Per Night)

• Single Occupancy (Only available)
• No Linen: $30.00
• With Linen: $40.00

Note: 7% Sales Taxes may apply.

A linens packet includes: one pillow, one pillow case, two flat sheets, one blue cover blanket, one wash cloth, one hand towel, two body towels, and one shower floor towel.
Linen will not be changed on a daily basis.  There are extra blankets available for those guests requesting them.  There is no charge for blankets.

Conference Housing Features:

• Everglades Hall offers 3 bedroom single suites and Lakeview North offers 4 bedroom single suites that are fully-furnished; including bed, dresser, desk and chair; all units are air-conditioned with a bathroom and a kitchen. Linens are provided upon request only (extra fee will apply per guest⁄per night).
• High-speed wired (Ethernet) access is available inside all units. We advise for guest to bring their own Ethernet cable.
• Wi-Fi internet service in lounges only.
• Study Lounges access. If your group is planning to have a gathering and/or meeting in one of our lounges please make a reservation ahead of time, by including date(s) and time(s) into your Conference Housing Request.
• Each Residence Hall has a laundry room, vending area and study⁄social lounges.
• Housing & Residential Staff members are ready to assist you with all you Conference Housing needs while at FIU.

Process for Conference Housing

Our summer conference program is currently full. We are no longer accepting Conference Requests.

1. Complete a Conference Housing Request Form

Complete the form and e-mail back to xvegag@fiu.edu or fax to 305-348-4295. Reservations are based on space availability.

2. Conference Agreement & Invoice

Once availability has been confirmed, the Housing Office will contact you through a confirmation e-mail, including a Conference Housing Agreement and an Invoice. Please note that availability is limited so please, place your request ahead of time (3-4 months minimum). If space is unavailable, written verification will be sent.

3. Submit Original Signed Housing Agreement, Signed Addendum, Deposit Payment, Insurance, and Policy Endorsement, (five items are due together). Insurance and Policy Endorsement do not apply to FIU Affiliated Conference Groups.
1. About Original Signed Conference Housing Agreement (Applies to FIU Affiliated and NON-FIU Affiliated Conference Groups)

Upon receiving your Conference Housing Agreement and Invoice, the Conference Group Contact person and a witness must review, sign, and date the Conference Housing Agreement, and return it with a 20% deposit payment by indicated due date in the confirmation letter to: Cindy Galdos, Housing Office, Florida International University, University Park Towers, Room 121, Miami, Florida 33199

2. About Original Signed Addendum (Applies to FIU Affiliated and NON- FIU Affiliated Conference Groups)

If your conference group involves the participation of minors (under 18 years of age) and adults, then your group (Program Provider) will be required to comply with the following additional requirements:

• Level 2 Screening under Florida statutes Section 435.04.

The Program Provider and any other employees, agents or other representatives of the Program Provider that shall be working with Program Provider in providing the Program on FIU's Premises pursuant to this Agreement shall be required to complete a Level 2 screening which complies with the terms and requirements of Florida Statutes 435.04. For more details see "VIII, Addendum with Additional Requirements for Programs Involving Minors" in the Conference Housing Agreement.

• Medical Authorization Forms (one per minor)

The Program Provider shall require to obtain proof of valid and current medical insurance coverage on behalf of every minor participant prior to the contracted arrival date. The Program Provider shall also obtain a signed Medical Authorization (Exhibit A to Addendum to Conference Housing Agreement, MEDICAL AUTHORIZATION) on behalf of every minor participant that provides parental consent and authorization allowing FIU, as necessary, to take whatever steps necessary to secure medical treatment for the minor participant. . For more details see "VIII, Addendum with Additional Requirements for Programs Involving Minors" in your Conference Housing Agreement.

• Release and Assumption of Risk Forms (one per minor, one per adult)

The Program Provider shall also be required to obtain a fully executed Release and Assumption of risk Form from any and all individuals participating in the Program as a prerequisite to using FIU's premises. The Release and Assumption of risk Form shall be in the form hereto as:

• Exhibit B-1 to Addendum to Conference Housing Agreement, Release and Waiver of Liability

(For Parents of Minors participating in the Program)

• Exhibit B-2 to Addendum to Conference Housing Agreement, Release and Waiver of Liability

(For Adults participating in the Program)

Program Provider represents and warrants that it will obtain all required Release and Assumption of Risk forms prior to the contracted arrival date. Program Provider further agrees to maintain the original executed Release and Assumption of Risk forms for a period of no less than four (4) years and to provide FIU with the original executed form upon request.

3. About Deposit Payment (Applies to FIU Affiliated and NON- FIU Affiliated Conference Groups)

Upon signing the Conference Housing Agreement, the conference group will be required to submit a deposit representing 20% of the estimated total cost. This deposit will be applied towards the final itemized bill. Failure to pay the deposit will void the Conference Housing Agreement and relieve Florida International University and the Department of Housing & Residential Life of any obligation to hold or reserve space.

Methods of Payment

The FIU Housing Office accepts the following methods of payment:

1. For FIU Conference Groups Only: Interdepartmental (ID) Transfer Form

Check under "Accounting and Reporting Services Forms".

All FIU Affiliated Conference Groups must pay with Interdepartmental (ID) Transfer Form

2. Check (drawn in United States Bank)
3. Travelers check
4. Money Order
5. Wire Transfer

Note: We do not accept cash or credit cards.

Taxes

(Applies to NON- FIU Affiliated Conference Groups only)

If the Conference Group is not affiliated with FIU, a 7% Sales Tax will be added to the total housing cost. If the Conference Group is a Tax exempt organization, please provide appropriate tax exempt form attached to your “Conference Housing Request Form” at the beginning of this process.

4. About Insurance & Policy Endorsement (Applies to NON-FIU Affiliated Conference Groups only)

The Conference Housing Agreement requires the Conference Group (Program Provider) to provide liability insurance covering the Program Provider and Program Participants for property damage, personal injury, and death in the amount not less than one million dollars ($1,000,000) for each claim, one million dollars ($1,000,000) for each occurrence, and one million dollars ($1,000,000) combined single limit.
This policy is to list Florida International University Board of Trustees, Florida International University, the Florida Board of Governors, the State of Florida, and their respective trustees, directors, officers, employees, and agents are listed as additional insured and as loss payee as its interests may appear. The Program Provider shall provide to the University a certificate and policy endorsement of said insurance no less than fifteen (15) working days before the Agreement arrival date.

4. Check-In Day

Upon receiving the original signed Conference Housing Agreement, 20% deposit, Certificate of Liability Insurance, Policy Endorsement, all participants’ Waivers, and all participants’ Medical Authorization Forms (in the case of groups with minors), all conference guests will be able to check-in at the front desk of the building assigned. Upon arrival, one of our Conference Assistants will ask each guest to sign a “key card” and fill up all guest’s “Emergency Contact Information” on the back of such document.

5. Check-Out

Your Conference Housing Agreement indicates the earliest date of your group arrival and the latest date of the groups’ departure. Guest must check-out by noon of the departure day.

Important Note: No conference guest can remain in Housing & Residential Life facilities after their check-out day.

6. Final Billing

Upon departure of every participant from your Conference Group, you will receive an itemized bill within seven (7) business days of the last day of contracted services. This bill will reflect the actual number of beds used by the group per day, plus taxes (if apply) less the deposit paid. Damages and lost key charges are also placed in your final billing. All payments must be received within thirty 30) calendar days of the billing date.

Cancellations

If the Conference Housing Agreement is canceled by the Program Provider (Purchaser) thirty (30) days or less before the contracted arrival date, the Program Provider (Purchaser) is liable for any direct costs incurred by the University in preparation for fulfilling the Agreement and liquidated damages in the amount of 20% of the total estimated contracted costs for Housing. Cancellation charges and liquidation damages will be taken from the deposit and where necessary, additional billings will be made to the Program Provider(Purchaser).

Maintenance⁄Facilities

In the event of any maintenance or facility related issue with your group’s Conference Housing assignment, please ask to your building Conference Assistant (CA) to place a work order for you. Our facilities and⁄or custodial staff will resolve the issue within 24 to 48 hrs.

Program Provider will be charged for damages and lost keys during their conference stay. Such charges will be included in detail in the Program Provider Final Bill two weeks after the group’s departure.

Parking

If the conference group participants require parking while on campus, please contact the Department of Parking and Transportation Services at FIU.
Parking at MMC: 305-348-3615
Parking at BBC: 305-919-5558
Or go to: parking.fiu.edu or e-mail them at: xparking@fiu.edu to find out more about your parking while at FIU

Dining

If conference group participants require meals while on campus, please contact Panther Dining Services at 305-348-0088 or go to www.pantherdining.com to see all dining locations on-campus.