The charges for facilities and service fees are subject to guaranteed head and room count numbers and shall be as follows:
- There will be a charge for all lost keys ($150/each), payable by Client to the College. Keys not turned in to the Summer Programs Office within 72 hours after check-out will be considered lost.
- The charge for facilities and services covers the general use of campus buildings, grounds, and recreational facilities; routine custodial services during normal hours and conference staff services. There will be additional fees for extra assistance.
- Coffee breaks, banquets and special menu prices will vary depending on selection and set-up. All participants will be charged for all meals during stay unless arrangements are made prior to arrival.
- Audio/visual equipment, computer & technical services are charged according to use and must be arranged for in advance of arrival.
- Aquatic Center fees are by the hour and hours are scheduled only in advance. (Requests cannot always be guaranteed).
- Hours of Kenyon Athletic Center (KAC) use outside of normal hours of operation will be assessed an hourly fee.
- Miscellaneous items will be billed accordingly.
Billing
As soon as practical, after the completion of the conference, the College will provide Client with an invoice listing all charges and credits for the conference. Client will pay the College for all unpaid charges within thirty (30) days after receipt of the invoice.
Guarantee
Client will provide the College with guaranteed numbers for lodging and food service no later than ten (10) working days before the arrival date, with a realistic estimated count thirty (30) days prior to arrival. The charges for which Client shall be liable will be based on said guaranteed numbers or actual head and room counts, or the amount shown in paragraph E below, whichever is greater, with the guaranteed numbers for head and room counts subject to the following:
- Amounts of charges shall be no less than 95% of the amounts computed using the guaranteed numbers for head and room counts; and
- The College does not guarantee availability of facilities, food, or lodging in excess of that required for 105% of said guaranteed numbers for head and room counts, respectively.
Cancellation
If the Client cancels this agreement less than ninety (90) days before scheduled arrival date, it shall be liable to the College for seventy-five (75) percent of the College’s estimated revenue.
Tax Exemption
Client must submit a tax exemption certificate to the Summer Programs Office no later than ninety (90) days before scheduled arrival date to ensure proper invoicing.