Housing Assignments
Housing assignments are made via an Excel spreadsheet. This building-specific, by-room spreadsheet will be sent to each designated planner electronically via email. The planner is responsible for entering all requested data and sending it back to OCS electronically, via email. The information entered by the planner will be downloaded to OCS software. The style of housing accommodations will be consistent with the group’s original license agreement.
The blank housing assignment spreadsheet will be emailed to you approximately three- four weeks before check-in, along with floor plans for your building(s). The completed spreadsheet along with all other required information (e.g. Meeting Information Sheet 3, check-in/-out arrangements etc.) is due back to OCS approx. 14 days before your group arrives, by the date specified in the cover letter you will receive from our office. Be sure to plan accordingly when setting your registration deadline for participants.
It is expected that all members of your group will be arriving and departing on your group check-in and departure days that were agreed upon. If special arrangements have been made with Conference Services and this is not the case, please put the different arrival/departure dates next to the names of the respective individuals.
Housing Occupancy
The number of residents provided to OCS 14 days before arrival will be the guarantee number. OCS will make its best effort to accommodate additional attendees but cannot guarantee availability of bed space. Meeting planner will work with OCS on any potential additions, at the discretion of OCS. *
*Subsequently, a post-check-in spreadsheet with correct room assignments for all group members must be received by OCS via e-mail in an Excel spreadsheet by noon on the first business day following your check-in, clearly highlighting any changes. The group will be billed one night’s stay for each cancellation, no-show and/or walk-up bed requested, but not used, unless those changes were communicated by the third (3rd) day prior to check-in. If the planner does not confirm the housing spreadsheet by noon on the first business day following check-in, the group will be billed for all nights of stay for the total number of check-in envelopes/materials originally provided for registration, plus any subsequent additions. There are no refunds for early departures when confirming housing occupancy.
Housing Check-In
Housing Check-In is 3pm or later. Any other arrangement must be by agreement with Conference Services. Please note: If a guest(s) cannot check-in either during the scheduled group check-in hours OR at the Conference Services Office it is the planner’s responsibility to keep the remaining check-in envelopes/materials and check guests in upon their arrival. (Suggestion: Distribute your contact number to all or at least to late-arriving participants in advance.)
Housing Check-Out
Housing Check-Out time is by 11am unless arranged otherwise with Conference Services (earlier check-out due to arrival of next guest group or later check-out to due group’s own schedule, where possible). Guest groups are responsible for collecting and returning any keys issued to them. Before final departure, a group representative must return registration bins etc. to the Office of Conference Services, Galberry Hall, and inform the Assistant Director of Conference Reservations (610-519-7790) as to where items were returned.
Please note: Any shortages will be billed on the group’s final invoice. There is a $75.00 fee for a lost key (standard key) due to the costs associated with a required lock change and key production. Costs for master keys vary by building and are significant. A $25.00 fee for any requested door lock combination change will be billed. Wildcards are disposable and do not need to be returned at departure. However, there will be a $10.00 replacement fee if a Wildcard is lost during your stay and a replacement card is issued.
