CamdenMiramar
MiramarSummer Conference Agreement
Agreement between Camden Miramar hereinafter referred to as “Miramar” and Texas A&M University – Corpus Christi (Program:______)
hereinafter referred to as “Sponsor.” In consideration of their mutual promises and obligations hereunder, Miramar does agree to provide and their Sponsor does agree to pay for the rooms and services designated below under the terms and conditions hereinafter stated.
Conference Title / Name:
Dates for conference ______
Sponsoring Organization’s Contact Name:______
Sponsoring Organization’s Contact Phone:______
The following terms and conditions will be in effect during the length of this Agreement:
- Sleeping Room Charges
Miramar will provide lodging for the Sponsor’s participants in residence hall rooms. The Sponsor will coordinate assignment of the sponsor’s participants to rooms. Miramar will select the residence hall rooms to which the Sponsor’s participants will be assigned. There is to be no movement of beds or other Miramar furnishings by the Sponsor or Sponsor’s participants. Failure to comply will result in a charge for replacing any item.
The Sponsor will notify Miramar seven (7) days before the beginning of the conference of the guaranteed number beds actually needed. Miramar reserves the right to release to other Sponsors any beds that were reserved but not guaranteed. If no guaranteed number is provided seven (7) days before the beginning date of the conference, Miramar may charge the sponsor for the amount of beds reserved, regardless of the number actually used.
Residence Halls
Shared Style units with two beds (sleeps two): Can be utilized as singles or doubles
$40.00 /per room per night
- Conference Services Fee
A one-time service fee of $100.00 per conference will be assessed to the Sponsor to defray the administrative cost involved in coordinating the summer conference program.
- General Information
A.Office Hours:Monday – Friday 9am – 10pm
Saturday – Sunday10am – 8pm
B.Residence Hall exterior doors will be locked 24 hours a day. The Sponsor is responsible for securing SandDollar cards from the SandDollar Office in the UniversityCenter.
C.Provided Room Amenities – shower curtain, toilet paper, garbage bag, small microwave/refrigerator combination.
D.Sponsor’s participants will need to bring the following: standard twin size linens, blanket, pillow, towels, toiletries, snacks, Ethernet cord and any other items that might make a Sponsor’s participants stay more comfortable.
E.All Sponsor’s participant’s trash should be disposed of in the dumpsters located adjacent to the residence halls by Sponsor’s participants. Failure to comply may result in a cleaning fee.
F.Check in/Check out: Check in time will be after 9am on weekdays and 10am on weekends. Check out will be before 1pm. Check in and Check out for groups must occur in two hour time blocks each. Changes to the times and/or failure to check out by the assigned timeand/or date may result in billings for additional night.
G.Parking: To park at Camden Miramar and on-campus, a visitor’s parking permit must be obtained from the kiosk at the entrance to the University.
- Additional Facilities and Services
Sponsors can arrange for any of the following additional facilities and/or services, which will be needed for their conference program. Use of any Miramar facility is used at the Sponsor and Sponsor’s participants own risk. Sponsor’s staff member must be present while Sponsor’s participants use additional facilities and services. Requests must be submitted in writing on contact sheet and will be approved based on availability.
- Swimming Pool
- Recreation Room
- Study Lounges
- Kitchens
- Laundry Rooms
- General Rules & Regulations
- In the event of serious disturbances involving Sponsor’s participants which may or may not result in damage to property, injuries to person, or interference with other activities at Miramar, Miramar reserves the right to require offending conference participants to depart from Miramar premises prior to the expiration of the term of this agreement. In such an event, an appropriate adjustment will be made between Miramar and Sponsor.
- The Sponsor will provide sufficient personnel to adequately supervise the activities and conduct of its members.
- The Sponsor agrees to coordinate housing reservation requests, to collect all appropriate fees from participants, and provide Miramar with an alphabetical list of all conference participants 24 hours prior to check in date. Miramar will not become involved in individual fee collection.
- Payment in full is due within thirty (30) days from the date of the conference invoice.
- Sponsor will abide by the Miramar conference rules and polices distributed at check in. It will be the Sponsor’s responsibility to ensure Sponsor’s participants are informed of Miramar conference rules and policies.
- At the completion of the conference program after all Sponsor’s participants have departed, a representative from the Sponsor and a Miramar representative has the opportunity to inspect all facilities used by the Sponsor for damages and/or loss. Should any problems be located, notes will be made by a Miramar representative and appropriate charges for repair or cleaning will be determined by Miramar at a later date.
- Lost keys will be added to the total conference bill, at a charge of $25 per key.
- Camden Miramar Summer Conference Contact Sheet is an addition to the agreement. As set forth in this agreement, this shall cover specific information regarding sponsor.
Camden Miramar: I will provide lodging for the Sponsor’s participants in residence hall rooms.
Name: ______
Signature: ______
Title: ______
Dated:______
The Sponsor: I have read and acknowledge that I will follow the full terms and conditions of the CamdenMiramar Summer Conference Agreement.
Name:
Signature:
Title:
Dated:______
TAMU-CC Contracts: I have read and acknowledge that I will follow the full terms and conditions of the Camden Miramar Summer Conference Agreement.
Name:
Signature:
Title:
Dated:______
(template approved OGC 2014-2017)