"Conference Services Yavapai College"
Conference Services Service Area Program Review – Auxiliary Fund Student Services Finance and Facilities Human Resources The Office of Institutional Planning, Research and Assessment Fall 2005 Conference Services Service Area Program Review – Auxiliary Fund Committee: Julie Moss, Campus Activities and Conference Services Coordinator Paula Fuhst, Assistant Dean of Student Development and Retention Bob Hoskovec, Recruitment Director (former Conference Services Coordinator) Student Services Finance and Facilities Human Resources The Office of Institutional Planning, Research and Assessment 2005 Table of Contents A. Mission, Historical sketch 1 B. Service Personnel 2 C. Program Outcomes 6 D. S.W.O.T. 7 E. Recommendations 9 F. Action Plan 10 G. Budget Information 12 H. Appendix 13 Service Area Review – Conference Services, 2005 A. Mission 1.) Mission Statement The mission of Yavapai College Conference Services is to facilitate a safe, structured and comfortable environment for camp and conference participants; to promote educational opportunities available at the College; and to provide revenue for the enhancement of residence hall facilities. (Conference Services is limited to the Prescott campus due to access of housing, extensive meal service/catering, Performance Hall, gym, pool and field facilities.) 2.) Historical Sketch Conference activities have been a part of Yavapai College’s history for over thirty years. The degree to which the college was involved during those early years is undocumented. Randy Powell coordinated conferences through the Auxiliary Services department from the early 1980’s until the time he left the college in the early 1990’s. Bob Hoskovec, who was a residence hall director and student activities specialist, added responsibility for coordinating summer programs in 1995. Conference programs ranged from a significant Elderhostel program, averaging about 20 events per summer, to youth sports camps, including Arizona Sports Camp and camps led by YC coaches. Marapai and Supai residence halls housed up to 298 conference participants and summer school students during those early years. The lack of air conditioning contributed to the decision by Elderhostel to move to area hotels in the late 1980’s. The addition of A/C to these halls greatly enhanced their attractiveness to summer guests. In 1994, Kachina Hall opened adding another 99 beds. In September 2002, the Summer Conference program was turned over to Julie Moss, Student Activities Coordinator, as Bob Hoskovec’s recruitment duties required his full attention. The program name was updated to reflect our ability to conduct conferences year round not just during the summer. This program is now known as Conference Services. Conference use obviously depends on availability of indoor facilities and field space. The availability during the Master Plan construction implementation greatly reduced Conference Services revenues for 2003, 2004 and 2005. The remodel of two Residence Halls and parking lot construction (summer 2003) and the lack of gym facilities for three years (2003 – 2005) reduced our client base to 5 camps. The impact on revenues was significant as shown below: 2003: Residence Hall remodel on Marapai and Supai reduced sellable space to less than 50 beds in Kachina. Long time repeat clients (AZ Sports Camp, Catalina Foothills Band Camp) forced to locate alternate housing. Lost revenue from these 2 programs 1 alone amounted to ($35,100.00 – AZ Sports Camp plus $15,845.00 – Band Camp = $50,945.00) Gym and parking lot remodel Lost revenue from Antique Show, Quilt Show, Classic Cruise Car Show, Prescott Home Show amounted to approximately $10,910.00 2004: Gym closed again, entire summer, due to warranty issues with the floor AZ Sports Camp notifies Julie they have signed long term contract with ERAU and won’t be coming back to Y.C. Lost revenue approximately $35,100.00 per year. Band Camp lost due to lack of adequate field space. City of Prescott uses 2 softball fields for Senior Olympics and Little League playoffs during the time the band camp needs space. Band camp occurs same week as Nike Baseball camp. Lost revenue due to lack of field space $15,845.00. 2005: Gym closed again due to pool construction and utilization of gym as classroom swing space, storage and weight training room Six new programs were scheduled for summer 2005. However due to budget cuts which lead to inadequate staffing, Elderhostel cancelled three of those new programs. NAU outbreak of Norovirus generates camp relocation inquiries however due to relocation of Chartwells to Bldg. 3 we were unable to accommodate those camps. Estimated lost revenue: $50,000.00 in two weeks. Projections for 2006: Gym anticipated to be back on line and available for conference reservations starting in May. YC athletic coaches planning multiple programs using housing and gym Elderhostel adding three new programs, each one week in length YC Education department adding four new programs, each one week in length (English immersion certification). Current reservations stand at 25 programs as of 12/06/05. B. Service Area Personnel 1.) Description This is a one person department. Currently this position is held by Julie Moss, Campus Activities and Conference Services Coordinator, on a yearly, 12 month contract. Julie Moss had 10 years previous experience in the event planning and tourism field (tour guide at Universal Studios, convention services manager in Los Angeles and Scottsdale, travel agent, group tour and cruise coordinator in Phoenix). In 1997 she earned a B.S. degree from ASU-WEST in Recreation and Tourism Management with an emphasis in Special Events. 2 Julie was hired in August 1999 to a part time position – Student Activities Coordinator. In March 2000, her position became full time – Student Activities Coordinator and Summer Conference Assistant. In fall 2002, the position became Student Activities and Conference Services Coordinator, taking on full responsibility for Conference duties. In spring 2005, the position was renamed to Campus Activities and Conference Services Coordinator reflecting the change in focus from Student Activities to a more campus wide approach. Oct. 1, 2005 revealed new job classification from B4, OSA, to grade 10; 10% salary increase received as of that date as well. Julie holds memberships in the following professional organizations: Association of Collegiate Conference and Event Directors – International Utilizes Residence Hall membership to Association of College and University Housing Officers-International for Conference Services support Year round duties include: Conference Services - Organize, negotiate, synchronize, implement, monitor, administer, manage and evaluate conference programs and activities. Conduct site visits with potential clients. Create and maintain Y.C. web page. Monitor and maintain budget, generate contracts, deposits, payments and collections for delinquent payments. Hire, train and supervise summer student workers. Secure all supplies necessary for program. Please note: A separate Service Area review is being concurrently submitted for Campus Activities. Campus Activities and Conference Services Coordinator position is multifaceted and difficult to compartmentalize as duties frequently overlap on a daily basis throughout the year. Duties of this current position include: Campus Activities (conducting 25 – 35 events in an academic year) Club Liaison (20 clubs) Game Room supervisor New Student Orientation co-chair Adequacy of staff This is an area of great concern. In order to maintain the quality, increasing quantity, pace and extended work hours required to plan, coordinate, implement and evaluate meaningful campus activities and efficient conference programs throughout the year, an assistant, at MINIMUM 29 ¾ hr, is needed. The work is very detailed, requiring long hours, evenings, and weekends to assist with campus activities and conference service events, well beyond the scope and responsibility level of a student worker. When the Campus Activities and Conference Services Coordinator is sick, on holiday or dealing with family medical emergencies – very limited progress is made as currently only a student worker provides Conference Services support. 3 Potential conference clients should receive preliminary pricing and facilities information from the coordinator, not a student worker. Staffing History: When Conference Services was under Bob Hoskovec, he had a part time student assistant, a 29 ¾ hour assistant, in addition to summer assistance from the Student Activities Coordinator. When the transfer of conference services duties came to Student Activities in the fall of 2002, this coincided with the upcoming Master Plan implementation. Therefore, in 2003 and 2004, having a 29 ¾ hour assistant was not warranted for the number of summer programs remaining. Subsequently, the budget for part time employees was not utilized. With the plan for 25 programs for summer 2006, there is obviously the need to reinstate the part-time help. In September, 2004, Julie advised Michael Dougherty, Dean of Student Services, that she could no longer operate without help if the College wanted the Summer Conference program to reach its potential for revenue generation and recruitment of students. The Dean’s response was “let’s get you an assistant.” Anticipating Conference Services recovery from construction during summer of 2005 and beyond, Conference Services had $19,500 to provide for a part time, 29 ¾ hrs position. Hiring documents were signed in September 2004. However, due to administrative decisions, this position was put on hold shortly thereafter. Subsequent budget cuts were made in spring of 2005 for the following fiscal year. Budget allotment for part time staff in 2005 - 2006 stands at approximately $4,500 – a 70% cut. Staffing remains woefully inadequate for the amount of work required of and generated by the Coordinator, and we recommend reinstatement of the $15,000. 2.) Development/Achievement Professional growth activities include: Attends Association of College and University Housing Officers - International conferences (specifically for institutions that offer conference services programs) in 2003, 2004. In partnership with conference services directors from Northern Arizona University and University of New Mexico, we presented two (2) 90 minute sessions on “Sports Camping on Your Campus” – October 2004. Department achievements: Developed professional relationships with conference coordinators at Northern Arizona University in Flagstaff and Embry Riddle Aeronautical University in Prescott. Conference group referrals are obtained from each institution if they are unable to accommodate reservation. Conference Coordinators at each institution serves as resource and support system. Expanded guest services to conference participants to include morning coffee/newspaper service in residence hall lobby. 4 Provided access to Student Health Clinic - $3.00/person charge built into room charges. Implemented improved system of conference deposit/payments wherein conference programs pay 80% of estimated program cost upon check-in. Created early bird discount program to entice and secure reservations. Previous summer prices guaranteed if under contract and deposit received by Nov.1 of preceding year. Establishing Conference Services web page – pending as of this writing Established Conference Services satisfaction survey Appendix A Established use of I.D. cards for camp attendees. Provides tracking ability for Chartwells meal count and security of knowing who is on campus and why Purchased of lanyards for I.D.’s and room keys, as marketing tool, for each attendee. Side benefit is lowered incident of lost room keys. As of summer 2006, implemented $3.00/hr/day to help pay for staff presence at front desk of each hall occupied by conference groups. Unmet needs 1. Adequate part-time staff assistance, i.e. 29 ¾ hour position. 2. Conference Services needs to be able to access program revenues to: Reestablish budget to fund 29 ¾ hr. support staff Improve conditions in the Res. Halls (new carpet, building signage, new furniture, washers/dryers, replace mattresses when necessary, etc) Augment funding for student summer staff wages. Staff needs to be present in all halls from 5:30pm – 7:30am when groups utilize facilities. As of 2006, groups will be charged for this service however funds currently can not be accessed to support operational needs of Conference Services 3. Conference Services would benefit if a mid sized multipurpose room were available, such as was designed for building 19 (Current Learning Center). Conference Services programs attract small groups due to our limited housing space Groups of 60 – 250 were not uncommon prior to construction Currently, meeting space consists of the largest classroom which accommodates 60 people, the music rehearsal room with capacity for 80, or the Performance Hall. Priority is given to academic needs, leaving conference groups with limited meeting space options. The multipurpose room would provide a medium size group (100-300) adequate space to conduct general sessions – frequently a basic requirement for conference programs Potential revenue source throughout the year to community groups, etc. 4. Conference Services would attract additional clients if we had available a multipurpose field. This field could be utilized by our intercollegiate athletics teams, for an intramurals program, and by conference programs (band, soccer, football camps). 5 The college constantly loses out on significant revenues generated by summer band camps, soccer camps, cross country camps, football camps, as well as throughout the year to community groups, etc. Adequacy of growth activities Department achievement and improved services to conference customers is adequate. Due to inadequate staffing and limited budget, it is difficult to participate in additional professional growth activities as no support staff to continue processing the work load in Julie’s absence. ACCED-I offers a Collegiate Conference and Events Professional Certification Program (CCEP) - APPENDIX B - that would add professional growth and distinction to our Conference Services Program. Anticipate pursuit of this certification once an assistant is hired. 3.) Support from Other Areas Conference Services office works closely with multiple departments on campus. Departments directly involved with providing services to groups utilizing campus facilities are: Chartwells Food Service Residence Life Facilities (Custodial, facility equipment and grounds) Campus Safety Performance Hall Office of Instruction for classroom space Enrollment Services for I.D. cards City of Prescott Parks and Recreation department (field space) Reservation inquiries, site visits and bookings occur throughout the year. Julie confers with Chartwells, Performance Hall, Office of Instruction and Facilities frequently to see if space is available to accommodate a particular group. Weekly meetings are held during the summer, with departments previously mentioned, to share information and confirm weekly group activities. All departments listed provide ample support. C. Program Outcomes 1.) Products and Services Conference Services currently holds reservations for 25 programs during the eleven week 2006 summer session. Conference Services ensures opportunities for our clients and attendees to experience: Excellence in education – Elderhostel, Education program and athletic conferences and camps provided by Y.C. faculty Leadership development through civic, religious and co-curricular camps (band, cheerleading) OUTCOMES: Generate revenue for needed facilities improvements Market the College to potential students and their families 6 Develop partnerships with community groups such as the Farmers’ Market and Quilt Show. FTSE generator – Recruitment booth at 2005 Farmers’ Market generated 204 prospective student contacts which resulted in 42 students enrolled, 222.5 credit hours, 18.542 FTSE (information provided by Sue Sammarco) APPENDIX C - See attached 2006 conference schedule D. Strengths, Weaknesses, Opportunities, Threats Analysis 1.) Objectives of Service Area a.) Revenue generator – Conference Services generates a considerable amount of revenue in 10 weeks (estimated revenue for summer 2006 when all services are back on line - $73,280.00). Utilization of Conference revenues has allowed the purchase of: 142 new mattresses July 2003 @ $14,072.66 10 armoires for the residence halls in May 2004 @ $3,110.34 6-seater golf cart was purchased to help transport students during construction June 2003 @ $6,944.04 Student Services orientation CDs in Aug. 2003 @ $4,756.40 However, these purchases created a Conference Services budget deficit as Conference revenues are allocated to the General Fund. Total expenditures for Student Services equipment – 2002 – 2003 $6,944.04 2003 – 2004 $21,939.40 (out of Conference Services operation budget) See budget report page 12, FY 2003 -2004; $21,939.40 over budget. b.) Recruitment tool – Conference Services needs to be viewed as an investment in the future. At the ACUHO-I conference services conference, a study was cited that showed that first year traditional age students are more likely to attend college where they had a positive experience through a summer camp. Beginning in 2006, Conference Services contract will request 30 minutes for recruitment/information session at the beginning of each age appropriate conference/camp, and make available YC publications and other marketing materials. c.) Marketing tool – Since several of our clients reside outside Yavapai County, a successful conference program can boost name recognition and interest for future conference programs To our local clients, Conference Services provides opportunities for the College to be a willing and reliable community partner 7 2.) Strengths a.) Customer service provided to our camp coordinators and clients – By providing a one-stop-shop sales method early bird reservation discounts access to on campus student health clinic (which parents of young campers appreciate) on site liaison while camps are in progress Our repeat clients have provided anecdotal evidence stating how much they appreciate the care and attention Conference Services staff show to their programs. Prior to the implementation of the Master Plan, 80% of conference clients were repeat clients of long standing, proving satisfaction with services provided. During construction, we have maintained 5 repeat clients (their programs did not require gym or pool space) and added 3 repeat clients (summer 2006 will be their second year with Y.C. Conference Services). In conjunction with Institutional Research, a Conference Services survey in will provide evidence of satisfaction, strengths, and needs for improvement, as well as participants’ interest in attending Yavapai College. APPENDIX – A See attached samples of surveys. b.) Ability to Multi task – The Campus Activities and Conference Services Coordinator is able to multi task a wide ranging heavy work load requiring detailed attention on a daily, continuous basis although this is beginning to take its toll c.) Location – The location of this college ensures a continuous client base as we are close to downtown Prescott and for clients looking to get out of the dessert heat without having to drive long distances 3.) Weaknesses a.) Due to competing tasks and insufficient staffing, this office is unable to - Maintain a high degree of conference client contact throughout the year due to competing demands of Campus Activities, clubs, new student orientation. Closer client contact: 1. Provides tighter and earlier control over client information 2. Decreases chances for mistakes 3. Facilitates flow of housing information to Y.C. housing staff, staffing requirements and scheduling 4. Solidifies relationships with clients, 5. Research and seek out new clients Research and seek out alternative housing space in order to accommodate groups conducting conferences during the academic year OR over flow accommodations so that larger groups could be booked 8 Keep up with current work load if Julie is out sick, on vacation or at a conference b.) Insufficient meeting space – There is no medium sized meeting space for groups over 60 participants. The Community (bldg. 19) room is vital to accommodate groups from 60 to 300. Housing can accommodate up to 325 – 350 (depending on number of summer school students). If a group of 300 requires a general meeting location for all attendees, the only option available to them is the Performance Hall which far exceeds budgets for a group this size. 4.) Opportunities a.) Rebuild client base – More educational linked, client base which has recruitment potential 1. Y.C.’s new basketball and volleyball coaches have several camps booked for junior high and high school aged participants 2. A total of 14 camps fall in this age bracket which provides a good opportunity for recruitment efforts 3. Elderhostel has added 3 new programs for 2006 – benefits FTSE Upcoming web site for Conference Services will add to our advertising capability Access to multipurpose community room in Bldg. 19 will allow for medium size groups to have a location for general meetings verses the expense of the Performance Hall Renovated campus easier to sell to potential conference clients There may be potential to build conference opportunities at other College campuses, however this may be limited by the lack of housing, food service/catering ability, lack of facilities such as a gym, pool or field space. 5.) Threats Insufficient staffing will lead to – Current Campus Activities and Conference Services Coordinator advised Dean of Student Services in September 2004 that she has “reached the limits of my ability to keep up with this job” Response time to clients slowing down – conference invoices not completed until mid to late October due to competing duties with New Student Orientation and Campus Activities. Job burnout imminent Lack of proper field space repeatedly puts this college on the financial loosing end – Field space adjacent to campus has to be secured through the City of Prescott Parks and Recreation. They don’t take reservations until late in the year. Band camps call about space during the spring and early summer for the following summer reservations. Example: End of July/August 2005 during NOROVIRUS outbreak at NAU: 1. Yavapai College was not even considered for Cardinals camp 9 2. Unable to accommodate displaced NAU camps directly due to lack of field space: Prescott High School Band Camp (est. potential total revenue @ $30,000.00); Desert Vista Band Camp (est. potential total revenue $25,000.00). Lack of Community Multi purpose room – bldg. 19 This space not available until 2007 Potentially could be used for something other than original purpose? (office or classroom space) 6.) Recommendations: Strongly recommend - MINIMUM of 29 ¾ hour per week assistant position is needed to accomplish all responsibilities of Conference Services and Campus Activities department. $15,000 was cut in 2005-2006 and needs to be reinstated to the part time staff line item. If we continue to have growth in Conference Services, this part time position should include the potential to expand to a full time position. 50% of profits generated by conference services should be allocated back as improvement expenditures for the Residence Halls – per Dean of Student Services. Revenue is generated by sales of the vacant space in the Residence Halls. It is recommended that conference services profits be spent to improve and upgrade conditions in the residence halls for students as well as conference attendees. Allowing access to conference profits will help offset future increases of housing rates (currently competitive with ERAU). Future salary budget allocation for Julie Moss will be split 50/50 between Conference Services and Campus Activities to properly reflect time/work in each area. For security and maintenance of an orderly environment, Conference Services provides nightly front desk coverage at each residence hall. Conference groups pay $3 per hour per night for this service. Access is needed to this fee to augment college-funded student wages. Creation of multi purpose field space supported with revenue generated by Conference Services programs, space rental, sponsorships from advertising on field fencing, and events held throughout the year. The addition of field space in this town would be HUGE and a revenue generator for the college! Utilize the Bldg. 19 community multipurpose room for it’s original design - Community room. This space will enable Conference Services to accommodate groups of 300 or less for general meeting space needs. Potential revenue generator throughout the year 10 E. ACTION PLAN A. Objective Continue to rebuild Conference Services client base to maximize use of facilities, increase revenue for residence hall improvements and college general fund, and support recruitment opportunities. B. Activities Reinstate budget allocation fund part time 29 ¾ hour staff position. Rationale for this position is stated throughout the Service Area Review Provide access to Conference profits for improvements of halls and building of field space. Provide access to $3 per hour per night staffing fee to allow for adequate residence hall desk coverage. Implement surveys to evaluate services and allow ability to follow up with student recruitment information. Establish Conference web page to better market services and facilities. C. Responsibility Budget reinstatement for part time staff – Dean of Student Services and C.F.O. Allow access to conference profits for residence hall improvements - Dean of Student Services and C.F.O. Allow access to $3 staffing fee – C.F.O Re-allocate salary for Julie Moss to reflect 50/50 split in duties between Conference Services and Campus Activities – Paula Fuhst Implementation of surveys – Campus Activities and Conference Services Coordinator, Conference summer staff, Institutional Research, Recruitment office. Conference Services web page – Campus Activities current student employee and Julie Moss. D. Timeline Part time staff position is needed immediately Access to conference funds within 2005 – 2006 fiscal year Surveys will be ready by May 2006. Web page is currently in the construction phase and should be up and running by April 2006. E. Resource Allocation Funding for part time staff position was within budget line item before implementation of budget cuts for 2005. Reinstate funds or allow access to utilize conference revenues to pay for this position Allow access to conference profits for hall improvements. Allow access to staffing charges to supplement student wages. F. PERFORMANCE OBJECTIVE FOLLOW-UP To be completed in one year 11 IV. Budget Template Program Name – Conference Services Account 1002 6091 FY FY FY 2002 - 03 2003 - 04 2004 - 05 Total Program Operating Revenues: Tuition and Fees (based on ___ FTSE) $ $ $ $ Charges for Services 130,324.00 32,320.00 34,300.00 196,944.00 Other Revenues Misc. Income 1,050.00 4,267.48 3,863.59 9,181.00 Facility Usage 142,538.81 28,052.70 30,436.44 201,028.00 Transfer out NonMandatory - 13,264.00 0 0 Total Operating Revenues 130,324.00 32,320.00 34,300.00 196,944.00 Operating Expenses: Salaries and Benefits ( 2002 – 03 B. Hoskovec salary @11,831.09 student wages @ 10,131.19 2003 – 04 student wages @12,698.00 (see Adjustment of JMoss salary below) 2004 – 05 student wages @ 9,663.00 (see Adjustment of JMoss salary below) - 21,963.00 - 12,698.00 - 9,663.00 - 44,324.00 Professional Services 2002 – 03 adverting @ 995.00 Other contr Services @ 1,546.00 2003 – 04 advertising @ 1,050.00 CD replication @ 4,756.40 Linens @ 1,551.70 2004 – 05 advertising @ 1,095.00 Contr. Services Linens @ 1,337.45 - 2,541.00 - 7,357.00 . 2,432.45 - 12,330.45 General Supplies 2002 – 03 linens @ 3,782.15 Food @ 153.27 2003 – 04 stadium cups, staff shirts, Coffee carts @ 1,989.27 Food @ 112.71 Other supplies (lanyards) @ 1,913.41 2004 – 05 10 armoires @ 3,241.07 Food @ 86.68 Other supplies @ 1,044.12 - 3,935.42 - 4,015.00 - 4,372.00 - 12,322.42 Equipment 2002 – 03 golf cart @ 6,918.00 Image Card System @ 6,940.53 2003 – 04 142 mattresses @14,072.66 2004 – 05 @ 00 - 13,858.00 - 14,072.66 - 0 - 27,930.00 Travel (ACUHO-I Conference) - 0 - 2,055.00 - 2,291.42 - 4,346.42 Scholarship for conference staff (Student room and board & is paid back during - 5,680.00 - 5,952.00 - 99.00 - 11,731.00 12 the summer payroll deductions) Miscellaneous (membership dues, cell Phone, newspaper service to res. Hall) - 797.00 - 905.00 - 1,332.00 - 3,034.00 Total Operating Expenses 48,774.42 47,055.00 20,190.00 116,019.00 Adjustment to reflect 25% of J. Moss salary - 8,424.00 - 8,875.00 17,299.00 Direct Operations Summary 81,559.00 (23,159.00) 5,235.00 63,635.00 Non-operating Revenues: State Aid (based on ___ FTSE) - - - - Total Non-operating Revenue - - - - Net Effect of Operations $ 81,559.00 $ (23,159.00) $ 5,235.00 $ 63,635.00 13 APPENDICES A - Examples of satisfaction surveys Orange colored is for client (camp coordinator) satisfaction Green is for guest satisfaction B – Collegiate Conference and Events Profession Certification program outline C – 2006 Conference Schedule D - Revenue projections for 2005 - 2006 BUDGET DOCUMENTS Budget print out provided by Bob Lynch (2001 – 2004 FY) Budget print outs of FY 2002 – 03; FY 2003 – 2004; FY 2004 – 2005 FORMS Medical History disclaimer Sample contract/agreement Sample Invoice 14 Conference Services Client Satisfaction Survey Reservations and Event Planning: DISAGREE AGREE The site visit provided me with useful information. N/A 1 2 3 4 5 The Conference Services representative was knowledgeable. N/A 1 2 3 4 5 Reservation materials were provided in a timely manner. N/A 1 2 3 4 5 (contract, health forms, campus map, housing assignments, etc.) Reservation materials were clear and concise. N/A 1 2 3 4 5 Concerns that arose during the conference were handled satisfactorily. N/A 1 2 3 4 5 Future reservation needs: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ Welcome Desk and Conference Services Staff: DISAGREE AGREE Check-in was quick and seamless. N/A 1 2 3 4 5 Conference Services staff members were friendly and helpful. N/A 1 2 3 4 5 Welcome materials and promotional items provided were adequate. N/A 1 2 3 4 5 Hours of operation for the Welcome Desk were appropriate. N/A 1 2 3 4 5 Overall my experience at Yavapai College was positive. N/A 1 2 3 4 5 I would recommend Yavapai College to friends/co-workers. N/A 1 2 3 4 5 Future staffing needs: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ Housing and Amenities: DISAGREE AGREE My room and bathroom facilities were clean upon my arrival. N/A 1 2 3 4 5 Both the room and furniture were in good condition. N/A 1 2 3 4 5 The halls provided a sense of comfort and security. N/A 1 2 3 4 5 The leisure and recreation equipment was in good condition. N/A 1 2 3 4 5 Future amenity needs: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ Dining Facilities (Chartwells): DISAGREE AGREE Chartwells staff members were friendly and helpful. N/A 1 2 3 4 5 The facilities were clean and presentable. N/A 1 2 3 4 5 The menu contained a variety of options to choose from. N/A 1 2 3 4 5 I was pleased with the quality of the food items offered. N/A 1 2 3 4 5 The hours of operation were flexible and fit my schedule. N/A 1 2 3 4 5 Suggestions for improvement: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ Group name:__________________________ Contact name:_________________________ Phone:_______________________________ Is this your first time organizing a camp or conference? Y N If not, how many camps or conferences at Yavapai College have you organized?________ Are you interested in reserving space at Yavapai College for a 2006 summer camp? Y N UNDECIDED What are your program dates for the 2006?______________________________ Will you be the person responsible for organizing the 2006 summer camp? Y N If not, do you have contact information available for next year’s camp or conference organizer? New contact name:__________________________ New contact phone:__________________________ Does your group have plans for specific areas of expansion? Y N If yes, please describe_____________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ □YES! I would like to recommend a group who might like to host a summer camp at Yavapai College! Group name:_______________________________________________ Contact name:______________________________________________ Mailing address:____________________________________________ City:_________________________ State:______ Zip code:_________ Phone:_______________________ Email:_______________________ Conference Services Satisfaction Survey Welcome Desk and Conference Service Staff: DISAGREE AGREE Check-in was quick and seamless. N/A 1 2 3 4 5 Conference service staff members were friendly and helpful. N/A 1 2 3 4 5 The welcome materials and freebies provided were adequate. N/A 1 2 3 4 5 The hours of operation for the Welcome Desk were appropriate. N/A 1 2 3 4 5 Overall my experience at Yavapai College was positive. N/A 1 2 3 4 5 I would recommend Yavapai College to friends/co-workers. N/A 1 2 3 4 5 Suggestions for improvement:________________________________________________________________ __________________________________________________________________________________________ Housing and Amenities: DISAGREE AGREE My room and bathroom facilities were clean upon my arrival. N/A 1 2 3 4 5 Both the room and furniture were in good condition. N/A 1 2 3 4 5 The halls provided a sense of comfort and security. N/A 1 2 3 4 5 The leisure and recreation equipment was in good condition. N/A 1 2 3 4 5 Suggestions for improvement:________________________________________________________________ __________________________________________________________________________________________ Dining Facilities (Chartwells): DISAGREE AGREE Chartwells staff members were friendly and helpful. N/A 1 2 3 4 5 The facilities were clean and presentable. N/A 1 2 3 4 5 The menu contained a variety of options to choose from. N/A 1 2 3 4 5 I was pleased with the quality of the food items offered. N/A 1 2 3 4 5 The hours of operation were flexible and fit my schedule. N/A 1 2 3 4 5 Suggestions for improvement:________________________________________________________________ __________________________________________________________________________________________ -------------------------------------------------------------------------------------------------------------------------------- ٱ YES! I would like to receive more information about what Yavapai College has to offer! Name:____________________________________________________ Send me information about: ٱConference Services Mailing address:____________________________________________ ٱDegree Programs City:_________________________ State:______ Zip code:_________ ٱFinancial Aid ٱRegistration Phone:_______________________ Email:_______________________ ٱResidence Life COLLEGIATE CONFERENCE AND EVENTS PROFESSIONAL CERTIFICATION PROGRAM Certified Members Achieving Professional Growth and Distinction The Association of Collegiate Conference and Events Directors-International, striving to "Achieve Professional Growth and Distinction," has established the ACCED-I Collegiate Conference and Events Professional Certification Program (CCEP). The goal of the CCEP is to provide professionals who work in collegiate conference and event management with a certification program that encourages expanded knowledge through individual inquiry, participation in the profession and the Association. The ACCED-I CCEP is designed to elevate professional standards, evaluate individual performance and to recognize those who have reached a very high level of achievement in conference and events management. As a CCEP, successful candidates will demonstrate that they have the desire, determination and ability to be among the very best in collegiate based conference and events management profession. Increased Professional Stature In this time of increasing demands and competition, earning the CCEP will be a vital tool for success and recognition in the conference and events management field. The CCEP is mark of distinction throughout the profession offering a wide range of important benefits. Certification... - is ACCED-I's official designation of professional knowledge and maturity - identifies professional standards for conference and events management - conveys recognition of education and achievement among professional peers - improves opportunities for better positions and higher wages - increases professional credibility and respect - further inspires a high standard of professional conduct and performance - instills client confidence APPLICANT REQUIREMENTS Candidates must be an ACCED-I member must have a minimum of 3 years conference/events related work experience must be a college graduate (minimum two-year degree) or currently matriculated as an Associate’s or Bachelor’s degree candidate or have worked in the conference and events profession for 5 years or more PROGRAM REQUIREMENTS Following acceptance, the certification requirements must be completed within 3 years. (Complete details can be found in the Certification Workbook received upon acceptance.) Candidate must participate in a minimum of twelve educational experiences that directly benefit a collegiate conference and/or events professional These can include attending conference sessions, reading books, and/or participating in computer-based training sessions. Candidate must complete one of the three following professional endeavors: submit a written proposal and present a program at the ACCED-I Annual Conference or regional meeting, or publish an article in a professional journal. Candidate must serve a minimum of fifteen volunteer hours as a volunteer at an ACCED-I annual or regional meeting or in service to the Association in some other capacity and submit a written summary of the service. Candidate must complete the assigned Certification Workbook and submit the subjective answers for evaluation. Program Fee The fee to enroll in the Collegiate Conference and Events Professional program is $200.00 (U.S. funds) and includes workbook with complete instructions, evaluation and administrative costs, and the certificate and plaque recognizing successful completion of the program. Application Process Send your letter of application, current resume and $200.00 application fee (U.S. funds) to the following address: ACCED-International Colorado State University Fort Collins, CO 80523-8037 (970) 491-5151 2006 Conference Schedule REVISED 11/28/05jm Conference Name DATE OF Group CONTACT PHONE NEW Under GYM NOTES CONFERENCE Hall Assignment Details size # Contract? Yavapai College Commencement Sat. May 20 Residence Halls: Cleaning May 22 - June 2 Farmer's Market May 14 - Oct. 8 no housing parking lot A Dave Sardeson 713-1227 no no Mt. Top Quilters May 26 - 29th no housing Perf. Hall 0 Mary Holms 928-379-0802 no no Yes Youth Arise May 26 - 28 Supai, Marapai 200 Andrea Prisby 602-614-1507 YES no no Summer Students, C.A's & R.A's June 5 - Aug. 12 Kachina 40 Res. Halls no Ron Minnich English Immersion #1 June 11 - 17 Kachina??? 26 Ron Minnich ext. 7674 YES no no Dan Payne Wrestling Camp June 14 - June 17 Marapai no gym needed 75 Dan Payne 775-5458 no no No Elderhostel #1 June 15 - June 21 Kachina 32 Chris Wuehrman ext. 7632 YES no no Howard Brown Bskt. Ball Camp #1 June 16 - 18 Supai 116 Howard Brown ext. 2237 YES no YES Ron Minnich English Immersion #2 June 18 - 24 Kachina 26 Ron Minnich ext. 7674 YES no no Howard Brown Bskt. Ball DAY CAMP June 19 - 22 none gym only Howard Brown ext. 2237 YES no YES Howard Brown Bkst. Ball Camp #2 June 23 - 25 Supai 116 Howard Brown ext. 2237 YES no YES Elderhostel #2 June 25 - July 1 Kachina 32 Chris Wuehrmann ext. 7632 YES no no Howard Brown Bskt. Ball DAY CAMP June 26 - June 29 none gym only Howard Brown ext. 2237 YES no YES Howard Brown Bkst. Ball Camp #3 June 30 - July 2 Supai 116 Howard Brown ext. 2237 YES no YES Elderhostel Multigenerational July 1 - July 5 Kachina 42 Chris Wuehrmann ext. 7632 no no no SW Classical Dance Institute July 2 - 17 Marapai Dance Studio 50 Natasha Brooksher 480-926-2527 no no no AZ Foundation for Legal Servcies July 9 - July 14 Marapai SINGLE RMS 40 Susan Nusall 602-380-3266 YES no no Elderhostel #3 July 9 - 15 Kachina 32 Chris Wuehrmann est. 7632 YES no no Ron Minnich English Immersion #3 July 9 - 15 Kachina??? 26 Ron Minnich ext. 7674 YES no no Ron Minnich English Immersion #4 July 16 - 22 Kachina??? 26 Ron Minnich ext. 7674 YES no no ASU Music Symposium July 17 - 20 Kachina 60 Greg Gentry 480-459-7969 cl YES no no Traci Corey Volleyball Camp #1 July 20 - 22 Marapai 55 Traci Corey ext. 2232 YES no YES Traci Corey Volleyball Camp #2 July 22 - ?? Marapai 55 Traci Corey ext. 2232 YES no YES Traci Corey Volleyball Camp #3 July 27 - 29 Marapai 55 Traci Corey ext. 2232 YES no YES Hassayampa Writing Institute July 23 - July 28 Kachina SINGLE RMS 20/40 Susan Lang (928) 776-2276 no no no Sky Smeltzer Baseball Camp July 24 - July 28 Supai 60 Sky Smeltzer ext. 2292 no no No Jeff Green Football Camp July 30 - Aug. 2 Marapai ??????? 50 Jeff Green 520-490-7094 no no no Nike Golf Camp July 31 - Aug. 5 Marapai 25 Jason West 415-451-2200 no no No Kachina Marapai Supai SUMMER CONFERENCE BUDGET Progection FY 2006 - 2007 CONFERENCE DATE OF Estimated group ActualGroup FY 2006 - 2007 NAME CONFERENCE size size NOTES 7/1/06 - 6/30/07 Actual PAID July 1 - Aug. 5, 2006 Elderhostel Generational Program July 1 - 5 36 3,218.40 SW Classical Ballet Academy July 2 - 17 29 8,544.60 AZ Foundation for Legal Services July 9 - 14 40 SINGLE new program 8,660.00 Elderhostel #3 July 9 - 15 32 4,102.80 Ron Minnich English Immrsn #3 July 9 - 15 15 new program 1,881.00 Ron Minnich English Immrsn #4 new program Traci Corey Volleybl. Camp #1 July 20 - 22 55 new program 2,937.00 Traci corey Volleyb. Camp #2 July 22 - ??? 55 new program Traci Corey Volleyb. Camp #3 July 27 - 29 55 new program 2,937.00 Nike Baseball Camp July 24 - 28 50 4,288.00 Hassayampa Writing Institute July 24 - 31 16 2,478.00 Jeff Green Football Camp July 30 - Aug. 2 50 4,470.00 Nike Golf Camp Aug. 1 - 6 16 1,714.84 need a band camp Aug. 1 - 4 180 30,000.00 SUB TOTAL $75,231.64 May - June 30, 2007 Farmer's Market May 15 - October 18 no housing 1,200.00 Quilt show June 1 - 3 no housing gym only 1,841.00 Elderhostel #1June 15 - June 21 1-Feb 4,012.80 Howard Brown Bskt. Ball Camp #1 June 16 - 18 25-Apr 6,194.40 Howard Brown DAY Camp #1 June 19 - 22 no housing gym only 300.00 Dan Payne Wrestling Camp June 14- 17 57 4,165.80 Howard Brown Bskt. Ball Camp #2 June 23 - 25 116 6, 194.00 Elderhostel #2June 25 - July 1 32 4,012.80 Howard Brown DAY Camp #2 June 26 - 29 no housing gym only 300.00 Howard Brwon Bskt. Ball Camp #3 June 30 0 july 2 116 6,194.00 SUB TOTAL $28,220.80 GRAND TOTAL $62,911.44 revised 9/25/05jm Band camp would put us at 92,911.40 Key: red = numbers/dates decreased green= numbers increased blue = new program Page 1 of 2 Yavapai College Health Center Medical History on your Son or Daughter If your child has been sick within 2 weeks prior to the start of camp, please submit a note from your family doctor stating your child is health enough to attend camp. Please Print: Student ID/Social Security # ______________________ Name: Last___________________________ First ____________________Middle_________________ Address or YC Box # _______________________City/Town___________________ State/Zip _______ How do you wish to be contacted regarding your health care?___________________________________ Telephone number where you wish to be reached _( )_ ______-________________________ Sex: M F Date of Birth _____________________ Weight _________ Height __________ Has your child been sick within 2 weeks prior to the start of camp? Yes NO If yes, please explain: ______________________________________________________________________________________ If yes, a note from your family doctor is required for your child to attend camp. Are you now under treatment for any medical or psychological condition: Yes No If yes, please explain: ______________________________________________________________________________________ _____________________________________________________________________________________ Do you have disabilities or functional limitations? ______________________________________________ ______________________________________________________________________________________ Individuals with chronic medical/psychological or special health care needs or concerns are encouraged to attach statements with recommendations from their personal physicians. Have you undergone any major surgery? Yes No If yes, please explain:__________________________ ______________________________________________________________________________________ Please list all daily and routinely taken medications including vitamins, herbals, supplements, birth control, etc. __________________________________________________________________________________ ______________________________________________________________________________________ Do you have allergies or other sensitivities? Yes No If yes, please explain: _____________________ ______________________________________________________________________________________ Emergency Contact Information Please PRINT: Name ____________________________________________Relationship___________________________ Phone number _________________________ Cell number: _____________________________ Personal Physician ________________________________ City/State ____________________________ I hereby grant permission to the Yavapai College Student Health Center to render any health care or emergency treatment to myself. If I am under 18 years of age, this information may be released to my parents or guardian. Signature _________________________________ Date _____________________________ (or by parent/guardian if under 18 yrs of age) Page 2 of 2 Yavapai College Health Center Parental Consent for Medical Care for Minors Arizona law requires parental consent for medical, surgical, and psychiatric treatment of minors. IN ARIZONA, MINORS ARE INDIVIDUALS UNDER 18 YEARS OF AGE. If your minor son or daughter will be participating in a SUMMER program at Yavapai College and needs medical treatment, we require that you complete and return the medical treatment form below. Return this form to: Yavapai College Health Center RE: USA Sports – NIKE Golf Camp July 31 – Aug. 5, 2005 1100 E. Sheldon St. Box #6084 Prescott, Arizona 86301 (Please print or type) CONSENT TO MEDICAL TREATMENT I, _____________________________________, am the parent or legal guardian of (Your name) __________________________________a minor, whose date of birth is _____/_____/_____ (student’s name) I hereby consent to the performance of medical or minor surgical treatment by Yavapai College Health Center medical staff on my son/daughter while he/she is participating in a summer camp at Yavapai College. Parent/Legal Guardian Name ____________________________________________ Address _____________________________________________________________ _____________________________________________________________ Emergency Phone : Home ( ) ______________ Work ( ) _______________ Cell Phone: ( ) _______________________ Parent/Legal Guardian Signature _____________________________ Date ___________ Medical treatment can NOT be provided if this form is not completed and returned to the above address prior to the start of camp. CONFERENCE SERVICES CONTRACT 1100 East Sheldon Street Box 6003 Prescott, AZ 86301 (928) 717-7679 (928) 717-7719 (FAX) October 18, 2004 Wherein it is mutually agreed that The International Ballet Academy , hereinafter called the Organization, desires to rent facilities from Yavapai College, Prescott Campus, for the purpose of conducting a BALLET CAMP, and Yavapai College, hereinafter called the College, agrees to provide such facilities for this purpose, the parties hereby enter this agreement. I. LODGING: The College will provide residence hall space in Marapai Hall , with a maximum of 50 participants (includes youth and advisors). Program registration must be limited so that the total number of participants and staff members do not exceed the maximum number allowed. Should you require additional beds, please call Julie Moss, 928-717-7679, to see if we can accommodate your needs. The College confirms housing usage for the following specified duration of time: A. CHECK IN - on Saturday, July 2, 2005 1. Room assignments will be made by the Organization. 2. Room key and ID’s will be issued by College Conference Assistants 3. Please provide check-in time, agenda and rooming list 2 weeks prior to arrival 4. CHECK OUT - on Saturday, July 16, 2005 no later than 9:00 a.m. II. FACILITIES AND EQUIPMENT: No classroom space or equipment needed at this writing. This group will be utilizing studio space at the Dance Studio on Iron Springs Rd., Prescott. Transportation to and from is responsibility of The International Ballet Academy. III. FOOD SERVICE ARRANGEMENTS: Food service arrangements will be made directly with the Director of Chartwells Food Service as coordinated by the Conference Services Coordinator. Credit shall not be provided for missed meals. IV. HEALTH CLINIC - NEW Camp/conference participants are encouraged to visit our Y.C. Health Clinic, located in Supai Hall - Room 305, if illness strikes or a health concern develops during their stay. There is no out of pocket charge to see the Nurse Practitioner however prescriptions, tests and lab work are at additional cost to the participant at the time of service. Enclosed is our PARENTAL CONSENT TO TREAT FORM along with a brief MEDICAL HISTORY FORM for the underage camper (18yrs. and younger). Prior to check-in, ALL parents or legal guardians of underage participants must fill in, sign and return to our Y.C. Health Clinic the attached PARENTAL/GUARDIAN CONSENT TO TREAT FORM and brief MEDICAL HISTORY FORM. These forms MUST be mailed direct to our Health Clinic 15 working days ( June 13, 2005) prior to commencement of camp. Failure to submit these forms will result in our inability to provide medical treatment to the underage camper; they would be referred to the Yavapai 4 1 Regional Medical Center Emergency Room. Y.C. HEALTH CLINIC hours: Monday through Wednesday - 1:00 - 4:00pm Thursday 1:00 - 4:00pm (Hours are based on 2004 season; subject to revision and change for 2005) V. FINANCIAL ARRANGEMENTS ESTIMATED PROGRAM INCLUSIONS AND COST: A. CHARGES: Guaranteed early bird discount rate (2004 rates) Residence Hall Rooms $269.40/person (DOUBLE room for 14 nights) x 50 $13,470.00 Residence Hall Rooms $367.40/person (SINGLE room for 14 nights) No singles anticipated at this time Lost key or I.D. $15.00/key or I.D. Room damages or extra cleaning will be added to final invoice on per room basis if necessary TOTAL ESTIMATED COST $13,470.00 B. DEPOSIT: The Organization shall pay the College, a non-refundable deposit of $500.00 confirm the initial reservation, due upon receipt. This also guarantees the 2004 early bird discount rates. The deposit is credited to the Organization’s final conference bill. C. PAYMENTS & BILLING SCHEDULE: Payment of 80% of estimated program cost is due upon check-in Friday, July 2, 2005. Payment check is payable to Yavapai College. Final payment is due within 30 days of receipt of final billing. ESTIMATED PROGRAM COST: $13,470.00 DEPOSIT - due no later than December 1, 2004 - 500.00 80% of total estimated program cost due upon check-in - July 2, 2004 - 10,776.00 Estimated balance due upon final invoice 30 days after camp completion - 2,194.00 Paid in full Any additional charges incurred during conference will reflect on final invoice. Final payment is due within 30 days of receipt of final invoice. D. GUARANTEE: The Organization will provide the College with guaranteed numbers for housing and food service no later than fifteen (15) working days - MONDAY, June 13, 2005, before the start of the conference/camp. This rate shall not be prorated if beds are left vacant or conference attendees leave the conference/camp prior to the ending date of the program. Prices are estimates only. Invoice charges will be based on guarantee or actual, whichever is greater. Actual costs may vary depending on the size of the group and the needs or requirements of the conference/camp. If a group is renting the residence halls, they will be required to purchase meals from Chartwells Food Service on campus. E. CANCELLATION: If the Organization cancels this contract thirty (30) days or more prior to the date appearing in Article I. hereof, it shall be liable to the College for direct costs incurred by the College specifically in preparation to fulfill this contract. If the Organization cancels this contract within thirty (30) days of the date appearing in Article I. hereof, the Organization agrees to 4 2 pay the College for 95% of all residence hall rooms reserved and board, due to its loss in business opportunity. In the event the College is unable to provide part or all of the facilities or services specified in the agreement, as set forth in Articles I and II hereof, the College shall provide prompt notice to the Organization of said inability. F. FAILURE TO PAY: The Organization agrees that if it fails to pay the charges or any part thereof in accordance with this contract, or if the Organization violates any other provision of this contract, all remaining obligations of the College under this contract shall, at the option of the College, cease and be terminated upon written notice mailed to the last known address of the Organization. In any case, all amounts owing to the College hereunder which are more than sixty (60) days past due shall be subject to a service charge of 1 1/2% per month, constituting an annual percentage rate of 18%. The Organization shall reimburse the College for all collection costs, including professional fees and other expenses incurred in enforcing collection of any and all amounts owing hereunder, whether or not legal action is instituted. In the event suit or action is instituted to enforce compliance with this contract, including but not limited to the collection of any sums due and owing, the College shall be entitled to such sum as the trial court, and on appeal any appellate court, may adjudge reasonable as attorney fees to be allowed in said suit or action. G. DAMAGES: The Organization will have financial responsibility for the repair and/or replacement of any College property damaged or destroyed by any participant of the Organization. The College shall provide to the Organization an inventory list of damages to any of the residence hall rooms and/or common areas upon the arrival of the Organization to campus. It shall be the responsibility of the Organization to confirm this list for discrepancies. Upon check-out, a representative of the Organization shall make a room check with the Residence Hall Director to determine any room damages that may have occurred during the stay of the Organization. The Hall Director, with the assistance of the Facilities Management Department will assess the charges for damages. Compensation will be assessed in the final bill to the Organization. V1. INSURANCE: The Organization shall provide liability insurance for itself and all of its participants with limits not less than one million dollars ($1,000,000.00) combined single limit for each person/occurrence for bodily injury and/or property damage. The College is to be named additional insured on that policy. The Organization shall provide the College with a certificate of said insurance no less than thirty (30) days prior to the commencement of the program - June 2, 2005 . VI1. INDEMNITY: The Organization shall indemnify and hold harmless the College, its offices and employees, against any and all claims for loss, injury, or damage to persons or property, including claims of employees of Organization or its agents, arising out of activities conducted by Organization or its guests on or in College buildings, properties, or facilities. The College assumes no liability whatsoever for any property placed by Organization in College buildings on College properties. VII1. SUPERVISION: Supervision is to be provided by the staff of the Organization at all times while participants are on College property. A. During any pool usage, the Organization shall provide one adult supervisor on deck for 4 3 each 25 swimmers in the pool. B. The Organization shall provide one adult supervisor in the game room during any usage of the aforementioned facility by the Organization. In addition, the College will provide a game room attendant during facility usage. C. The Organization shall provide a minimum of one adult supervisor for each 10 guests staying in the residence halls for youth conferences/camps. 1X. ROOM CONDITION: All participants will be expected to leave College property neat and orderly. Furniture in the residence halls shall be returned to the College in the condition as it was given to the Organization. Residence Hall rooms will be inspected by the Organization’s staff on a weekly basis and at any time deemed necessary by College personnel. X. COLLEGE RIGHTS: The College may exercise the following rights: A. To enter any room for the purpose of inspection, repair, or emergency. B. To reassign residents within the residence halls, after timely notification, in order to accomplish necessary repairs and renovation to the building. C. To revoke the campus privilege including residency in or utilization of any of its buildings or any occupant whose conduct, solely in the College’s opinion, becomes disruptive, injurious or potentially injurious to themselves or others. X1. AUDIO VISUAL EQUIPMENT: Usage of College owned audio-visual equipment shall be allowed as the equipment is available. The College does not guarantee its ability to provide items such as: VCRs or other projectors, etc., as this equipment is sent out for repairs and maintenance during the summer. Contractors should bring their own equipment whenever possible. If College owned equipment is needed and available, arrangements for such equipment shall be made through the Summer Conference Coordinator’s Office no later than one week prior to the start of the program. We, the undersigned, do hereby enter into this summer conference contract, as witnessed by our signatures below. YAVAPAI COLLEGE CONTRACTED ORGANIZATION by by Julie Ann Moss Date Natasha Brooksher Date Student Activities & Conference Coordinator Co-Artistic Director The International Ballet Academy 4 4 1100 East Sheldon Street Box 6003 Prescott, AZ 86301 (928) 717-7679 Fax: (928) 717-7719 Invoice firstname.lastname@example.org Date: Aug. 11, 2005 To: Southwest Classical Dance Institute, Inc. Conference Group: SW Classical Dance Inst. 1866 S. Fraser Mesa, AZ 85204 Dates On Campus: July 2 - July 17, 2005 INITIATED BY Dates of Billing Date Date Due Hall ITEMIZATION Conference Assignment Julie Moss July 2 - 17, 2005 Aug. 11, 2005 Sept. 11, 2005 Marapai Final payment QTY. DESCRIPTION UNIT PRICE TOTAL Residence Hall accommodations: 27 27 campers for 15 nights @ 287.40/ person (Double occupancy) 287.40 7,759.80 (NOTE: M. Gartley and K. Nielson charged as 1 person) 0.00 2 2 attendees for 15 nights @ $392.40/person (Single occupancy) 392.40 784.80 0.00 (NOTE: Charges are based on 2004 early bird discount prices) 0.00 0.00 0.00 0.00 0.00 SUBTOTAL $8,544.60 LESS DEPOSIT/PAYMENTS RECEIVED - 500.00 - 6,835.68 Payment due Sept. 8, 2005 $1,208.92 PLEASE MAKE CHECK PAYABLE TO YAVAPAI COLLEGE and remit to: YAVAPAI COLLEGE attn: Julie Moss 1100 EAST SHELDON ST. Box 6003 PRESCOTT, AZ 86301