Event Scheduling
Procedures:
SUMMER CAMPS
Valley City State University
Event Services
Contents
GUIDING PHILOSOPHY..................................................................................................................................................................2
SPECIAL CARE................................................................................................................................................................................2
ELIGIBILITY ....................................................................................................................................................................................3
PRIORITY FOR FACILITY USE..........................................................................................................................................................3
FEES FOR FACILITY USAGE ............................................................................................................................................................3
SCHEDULING PROCEDURES ..........................................................................................................................................................3
APPROPRIATE CAMP ENVIRONMENT...........................................................................................................................................4
QUALIFIED COUNSELORS/STAFF ..............................................................................................................................................4
PARENT AWARENESS................................................................................................................................................................4
PARTICIPANT GUIDELINES ........................................................................................................................................................4
PARTICIPANT SAFETY ................................................................................................................................................................4
SAFE ENVIRONMENT ................................................................................................................................................................4
DISCIPLINARY PROCEDURES .........................................................................................................................................................5
RESPONSIBILITIES OF AN EVENT SPONSOR ..................................................................................................................................5
RESPONSIBILITIES OF THE RESIDENT MANAGER ..........................................................................................................................5
DINING SERVICE ............................................................................................................................................................................6
LODGING.......................................................................................................................................................................................6
BILLING PROCEDURES...................................................................................................................................................................6
SECURITY.......................................................................................................................................................................................6
INSURANCE REQUIREMENTS ........................................................................................................................................................6
1|Page
GENERAL
Valley City State University hosts a variety of activities, camps, clinics, and workshops each summer. This procedure
manual is intended to provide guidance to those involved in aspects of these activities. For the purpose of definition,
this procedure guide covers the following types of summer programs:
a. Those which include minor child participants under the age of 19 who are here for some type of
instructional program or activity.
b. Those in which participants remain overnight in on-campus residence halls.
Other activities or programs may still need to follow campus event scheduling procedures.
GUIDING PHILOSOPHY
The intent of these guidelines is to encourage the use of VCSU facilities, ensure that VCSU Facilities Services and all
departments on campus are working together for the best outcome, to protect participants and University facilities.
Though summer programs and activities should not take precedence over programs for enrolled students, there are
many important reasons why the summer camp program is to be encouraged by the University and its employees.
Summer programs provide the following benefits for the University:
-
Summer programs attract many young people to the University, many of whom will be highly qualified for
future admission;
Impressions gained by young people as a result of a summer camp experience can have a significant
impact on choice of college;
Facilities which might otherwise be relatively idle during summer months can be used in support of
programs that are available to the public;
Summer programs provide an excellent opportunity to acquaint a large number of people with Valley City
State University in a short period of time;
The reputation of VCSU is enhanced by effective summer programs.
SPECIAL CARE
In many cases, summer programs attract youth under the age of 19 to campus. The level of care and supervision
appropriate for an enrolled student at the University is not necessarily the same as that which is appropriate for a summer
camp participant, even though the oldest camp participants are sometimes older than the youngest of
our enrolled students. It is imperative that campers be overseen in a fashion that is appropriate and intended to
keep them healthy and safe while visiting the University. VCSU and its employees should provide a reasonably safe
environment for participants in the various programs sponsored by the University and attempt to ensure that the
individuals using University facilities for their activities do the same.
2|Page
ELIGIBILITY
Any University department or agency is eligible to conduct summer programs intended to promote the mission of the
University. Requests by an outside person or organization wishing to use University facilities to conduct a camp, clinic,
workshop, or conference at VCSU will be reviewed by the following criteria: intent, availability of facilities, size, history
of person/organization, and potential for risk by the Event Coordinator.
PRIORITY FOR FACILITY USE
Priority for facility use at VCSU will be given to internal activities, particularly academic activities intended for VCSU
students. Other top priorities are camps and activities sponsored by VCSU or departments of VCSU, activities that are
seen as benefiting the Valley City and Barnes County community, and activities and programs that benefit or are
sponsored by the State of North Dakota.
Every attempt will be made to arrange a mutually agreeable solution among all parties. In the event that is not
possible, a decision will be made which is in keeping with the best interests of the University.
FEES FOR FACILITY USAGE
In accordance with ND SBHE Policy 909.5, Valley City State University charges fees in order to recoup certain costs.
In the case of VCSU sponsored activities and certain activities sponsored by political subdivisions of the State of
North Dakota, these costs will be assessed from the Mandatory Fee list outlined in Appendix A. In the case of third
party sponsored events, a rental feel will be charged in addition to applicable fees from the Mandatory Fee list.
Rental rates will be reviewed regularly. Current rental rates are outlined in Appendix B.
SCHEDULING PROCEDURES
By May 1st, the EVENT SPONSOR will notify the EVENT COORDINATOR of their desired times and locations of summer
activities and give an estimate on number of expected participants by turning in a SPECIAL EVENT APPROVAL FORM
(see Appendix C). At that point, the EVENT COORDINATOR will review the form in conjunction with VCSU’s SAFETY
COORDINATOR. The SAFETY COORDINATOR will assess the need for insurance (Appendix F) or waivers (Appendix E) and
the EVENT COORDINATOR will assess possible fees associated. A price quote will be given previous to the start of
activities but not before the EVENT COORDINATOR meets with the EVENT SPONSOR to discuss the activity, possible
fees, and the FACILITY USE AGREEMENT (FUA, see Appendix D). After the meeting, the EVENT COORDINATOR will draft
an event quote, collect the necessary signatures on the quote and the FUA and send a copy of both to the EVENT
SPONSOR.
3|Page
APPROPRIATE CAMP ENVIRONMENT
In order to provide a reasonably safe environment for participants in summer camp activities, each EVENT SPONSOR
should ensure that certain precautions are taken. All campus rules and regulations remain in effect. Other
precautions that should be considered are:
QUALIFIED COUNSELORS/STAFF
• Background screening should be accomplished, particularly for those who will be directly involved with
children;
• Care should be taken that those who will be driving as a part of their duties have a valid license to
operate the type of vehicle to be used.
• Adequate training should be provided in order that staff members are qualified to direct the
activities scheduled.
PARENT AWARENESS
•
•
•
•
Parents should be aware of the type of activities in which their child may participate;
Known risks associated with each activity should be clearly explained to parents and participants;
Safety instructions should be made available and should be easily understood; and
Waivers should be signed by all participants or parents/legal guardians if the participants are under the
age of 19. See Appendix E for appropriate waiver forms.
PARTICIPANT GUIDELINES
• Participants should be in appropriate physical condition for the activity in which they are
participating;
• Participants should be placed in the correct skill level for the activity scheduled, and
• Questions designed to ensure a participant’s level of ability are appropriate, however questions
about disabilities are not.
PARTICIPANT SAFETY
• An adequate ratio of staff to participants should be maintained AT ALL TIMES; particularly when in
residence halls;
• Water related activities require certified lifeguards;
• Safety equipment should be inspected prior to and during camp for safe conditions;
• Acceptable procedures for releasing children from camp should be followed.
SAFE ENVIRONMENT
• Grounds should be inspected prior to and during the camp for safe conditions; and
• Equipment should be kept in safe condition and suitable for intended use.
4|Page
DISCIPLINARY PROCEDURES
VCSU is committed to the idea that each camper should have a positive and enjoyable experience at summer camp,
and the misbehavior of one camper, or a group of campers, should not be allowed to negatively impact the experience
of others. Most camps are short in duration, so prompt action may be required. Parents and campers should be aware
of the disciplinary policy. It is recommended that parents and participants sign a form to indicate they clearly
understand the disciplinary procedures to be followed.
RESPONSIBILITIES OF AN EVENT SPONSOR
1.
2.
3.
4.
5.
6.
7.
8.
9.
Serve as a liaison with all University agencies supporting camp;
Coordinate arrangements for the use of University facilities in accordance with VCSU scheduling policies;
Assist with check-in of campers;
Be accessible in emergency situations;
Maintain necessary reports and documentation;
Assist with check-out of campers;
Check on any damages reported;
Coordinate approval of invoices for University services and facilities;
Provide counselors and staff for the camp (at a ratio no smaller than one counselor/staff member to 15
campers);
10. Inspect camp facilities immediately prior to and after the camp session;
11. Advise participants of appropriate check-in and check-out procedures including charges for damages and lost
keys;
12. Familiarize participants with University policies, especially those pertaining to fire and emergency
evacuation procedures, appropriate conduct, possession of controlled substances and fire arms, and
authorized entry into rooms;
13. Maintain discipline of participants;
14. Advise Resident Assistant of supply and maintenance issues in residence hall;
15. Collect and have readily available Medical Release and Consent forms for all participants. Forms should
contain emergency contact, phone number, and known medical conditions.
16. Ensure that programs and activities conducted on the University campus are in compliance with the
Americans with Disabilities Act.
RESPONSIBILITIES OF THE RESIDENT ASSISTANT
1.
2.
3.
4.
5.
Issue keys and make room assignments as needed to provide the best possible service to campus guests;
Familiarize camp staff with overall building layout (elevators, fire alarms, etc.);
Interpret, support, and enforce University policies, procedures, and regulations;
Complete work orders and maintenance requests as needed for efficient hall maintenance;
Assess all housing charges at the conclusion of the conference and advise camp staff of any damages
charged.
5|Page
DINING SERVICE
Food Service is available through VCSU’s contracted provider, SODEXO. Arrangements for meals and other types of
dining services should be made through them. More information about the services SODEXO provides
can be found at www.vcsudining.com and they can be contacted at 701-845-7131.
LODGING
Requests for workshops or camps should be clear about whether they are commuter/day programs or residential. VCSU
Housing will make residence hall lodging available to camps on a space available basis during the summer months.
Camp staff is solely responsible for providing supervision and security in the residence halls. VCSU housing does not
employ staff for that purpose.
BILLING PROCEDURES
After the program is completed, invoices for services rendered will be submitted to the EVENT SPONSOR. The EVENT
SPONSOR will be responsible for securing payment within 30 days of the invoice date. All checks should be payable to
Valley City State University and a copy of the applicable invoice should be enclosed with payment.
SECURITY
During the program day, camp staff will be expected to stay with campers at all times except for specific activities in
which it might not be reasonable or appropriate to remain with them. At night a sufficient number of camp
staff/coaches/sponsors/counselors should remain with youth campers in the residence halls to provide control and
security. An appropriate ratio of counselors/staff to campers is 1 for every 15 campers.
It is the responsibility of the EVENT SPONSOR to retain in a safe, easily accessible location, a list of all camp
participants and their emergency contacts.
EVENT SPONSORS should recognize that VCSU does not provide accident/medical insurance for camp
participants. In the event of illness or injury requiring treatment, hospitalization, or surgery, family medical
insurance must be used.
INSURANCE REQUIREMENTS
Programs that are hosted by VCSU but not sponsored by the University are not provided insurance coverage by VCSU.
The vendor shall, at own expense, procure insurance of the kinds and limits listed below. Certificates of insurance
issued by the EVENT SPONSOR’S insurance carrier shall be furnished to the EVENT COORDINATOR no later than 30 days
before the camp is scheduled. The certificate of insurance shall name Valley City State University and the State of North
Dakota as Additional Insured on the liability policy for the duration of the camp.
Ask your regular insurance provider to make the State of North Dakota and VCSU an additional insured party on your
liability insurance.
An “additional insured”:
Means the State of North Dakota and the University are considered an “insured” party on the insurance policy (usually
the general liability, commercial auto liability and umbrella/excess liability policy) of another person or entity (i.e.,
6|Page
contractor) who is the “named insured.” The Intermediate “additional insured” endorsement should specify:
1. The full legal name of the additional insured:
State of North Dakota Valley
City State University Facilities
Services
101 College St SW
Valley City, ND 58072
2. The specific location or operation for which the coverage applies
3. The time frame of when the coverage begins and ends
4. That a 30-day notice of modification or cancellation will be provided to the additional insured at above
specified address
5. That the insurance company waives any right of recovery it may have against the State.
6. That the coverage required under this agreement shall be primary for the State and shall not be affected by
any other insurance or coverage obtained by the State on its own behalf
7. That cross liability/severability of interest coverage is provided
8. The legal defense provided to the State under the policy must be free of any conflicts of interest, even if
retention of separate legal counsel for the State is necessary
9. The insolvency or bankruptcy of the insured will not release the insurer from payment under the policy, even
when such insolvency or bankruptcy presents the insured contractor from meeting the retention limit
under the policy.
If insurer chooses to issue a “blanket additional insured” endorsement the State will have to evaluate such
endorsements on a case-by-case basis to ensure compliance with the contract.
7|Page
Appendix A & B: Facility Rental Rates
Alumni Room
0-4 hours: $20.00
4-8 hours: $40.00
Foss Music Hall
Select Classrooms:
0-4 hours: $20.00
President's House Guest Inn
Special Event Pricing:
$35.00/half day
Vangstad Auditorium
0-4 hours: $100.00
4-8 hours: $200.00
4-8 hours: $40.00
W.E. Osmon Field House
Froemke Auditorium:
0-4 hours: $75.00
Gym:
Hourly Rate: $35.00
4-8 hours: $150.00
Shelly Ellig Field/Lokken Stadium:
Graichen Gym
0-4 hours: $50.00
4-8 hours: $100.00
Hourly Rate: $35.00
Half day: $500.00
Full day: $1,000.00
Shelly Ellig Field (lights):
Hourly Rate: $40.00
Memorial Student Center
Conference Rooms (Skoal, Norway, Denmark, President's,
Lower Level):
0-4 hours: $40.00
4-8 hours: $60.00
Hallway:
Flat Rate: $80.00
Swimming Pool:
0-4 hours: $50.00
Housing
Workshop Housing Rate or Five-Week Summer Session:
Weekly rate (4-7 days): $110.00
Daily rate (less than 4 days): $35.00
VCSU Student Summer School All Summer Rate:
$750/Summer
Conferences & Family Reunions:
Contact the VCSU Housing Office at (701) 845-7124 with your
desired dates and the number of guests requiring
accommodations
Additional Time: $40.00/hour
Lifeguards: For more than 35 people: $8.00/hour for additional
lifeguard
*Please Note: These rate are subject to review based on the type of event and
extent of facility use. Each event will be handled on a case-by-case basis. Rates
are determined by the Athletic Director and Campus Event Coordinator.
8|Page
Appendix C: Special Event Approval Form
Please complete this form and submit to Event Services at least two weeks prior to the event. Activity approval/denial will be
communicated to the Event Sponsor via the contact information provided.
Activity/Event Name:
Activity/Event Type:
Social
Activity/Event Description:
Educational
Preferred Location/Facility/Room:
Date(s) of Event:
│ Start Time:
Room Unlock Time:
Room Lock Time:
Occurs: Weekly
Monthly │Week: 1st
2nd 3rd
Other:
End Time:
│Reoccurring Activity/Event: Yes
4th │ Day: S
M
T
W
R
F
S
Event Sponsor(s):
No
Nonprofit or Small Group*
*See definitions of Nonprofit and Small Group in Event Process Guide.
Contact Person(s):
Contact Email:
Participants/Guests:
Campus Community
Expected Number of Participants/Guests:
Concessions/Vendors: Yes No List:
Food: Yes No Describe:
Contact Phone:
Sponsor(s) Address:
General Public Invited Guests Other:
Admission Fee: Yes No Amount: $
Please Contact VCSU Food Services: 701-845-7130
*All food and beverage catering is to be coordinated through the University’s Food Service Provider
Special Arrangements:
Reserved Parking
Yes
No Please describe:
Furniture
Yes
No Please describe:
IT Equipment
Yes
No Please describe:
Guest Internet Access
Yes
No Number of guest accounts:
Would you like to have the Event Coordinator present 15 minutes prior to start of event?
Yes
No
* The Event Coordinator will be present for all Third-Party events.
Please indicate below if you’d prefer to have EC present at a time other than 15 minutes prior.
Other necessary information:
**Event Services will work with the Event Sponsor and campus departments to make any necessary arrangements for the event.
Signature:
Date:
*By typing your name you are digitally signing this form
Special Event Approval—for Event Services office use ONLY
Yes
No: Nonprofit or Small Group (liability insurance or waiver requirement may be waived)
Yes
Yes
Yes
No: Liability Insurance Waived
No: Liability Waiver Needed (copies of waiver will need to be provided for the Event Sponsor)
No: Liability Insurance Needed
3rd Party Certificate of Insurance
TULIP Coverage (contact Event Services for more information)
Other, please explain:
Approval Signatures:
Facility Representative:
Facilities Services Representative:
Safety Office:
Other:
Yes
Yes
Yes
Yes
Approved
No
No
No
No
Initials:
Initials:
Initials:
Initials:
Denied
If denied, provide reasoning:
Event Coordinator:
Signature:
Date:
Appendix E: Agreement of Waiver of Liability,
Indemnification, and Medical Release
To be signed by parent or legal guardian if the participant is under 18 years of age.
Acknowledgment and Assumption of Risk
The undersigned participant or parent and/or legal guardian does hereby acknowledge that he/she is aware of the dangers
and the risks to the participant’s person and property involved in participating in:
_____________________________________________________________________________________________
The undersigned participant or parent and/or legal guardian understand that this activity involves certain risks for physical
injury to the participant. We also understand that there are potential risks of which may presently be unknown. Because of
the dangers of participating in this activity, the undersigned participant or parent and/or legal guardian recognize the
importance and the participant agrees to fully comply with the applicable laws, policies, rules and regulations, and any
supervisor’s instructions regarding participation in this activity.
The undersigned participant or parent and/or legal guardian understand that the State of North Dakota (State) does not
insure participants in the above-described activity, that any coverage would be through personal insurance, and the State
has no responsibility or liability for injury resulting from this activity.
The undersigned parent and/or legal guardian acknowledges that the participant voluntarily elects to participate in this
activity with knowledge of the danger involved, and hereby agrees to accept and assume any and all risks of property
damage, personal injury, or death.
Waiver of Liability and Indemnification:
In consideration for being allowed to voluntarily participate in the above-referenced event, on behalf of myself, the
participant, his/her personal representatives, heirs, next of kin, successors and assigns, the undersigned parent and/or
legal guardian forever:
a. waives, releases, and discharges the State of North Dakota and its agencies, officers, and employees from any and
all liability for the participant’s death, disability, personal injury, property damages, property theft or claims of any
nature which may hereafter accrue to the participant, and the participant’s estate as a direct or indirect result of
participation in the activity or event; and
b. defend, indemnify, and hold harmless the State of North Dakota, its agencies, officers and employees, from and
against any and all claims of any nature including all costs, expenses and attorneys’ fees, which in any manner
result from participant’s actions during this activity or event.
Consent is given for the participant to receive medical treatment, which may be deemed advisable in the event of injury,
accident or illness during this activity or event. This release, indemnification, and waiver shall be construed broadly to
provide a release, indemnification, and waiver to the maximum extent permissible under applicable law.
I, the undersigned parent and/or legal guardian, affirm that I am freely signing this agreement. I have read this form and
fully understand that by signing this form I am giving up legal rights and/or remedies which may otherwise be available to
myself, the minor participant regarding any losses the participant may sustain as a result of participation in the activity. I
agree that if any portion is held invalid, the remainder will continue in full legal force and effect.
Read before signing – all fields required
Participant’s name:
Insurance Company:
Policy number:
PARENT/GUARDIAN PRINT NAME
SIGN
DATE