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GENERAL INFORMATION & TIMELINES for Summer Housing Groups


WELCOME Carnegie Mellon University, Conference & Event Services (CES) coordinates the logistics for each group’s visit to CMU by making arrangements for housing, meals, meeting space, audiovisual equipment, parking and recreation. The information and guidelines that follow are designed to answer questions about summer housing operations and to provide details about contract completion, the non-refundable deposit, final guaranteed counts, room assignments, rooming list and deadlines. We look forward to each group having a pleasant stay on our campus.

HOUSING CES provides attendees with a variety of housing accommodations from early June thru the beginning of August. Summer conference housing accommodations are arranged based on the size of your group and residence hall availability. If your group has needs outside of the amenities that on-campus housing provides, CES will work with local hotels to secure special rates for your guests at no additional cost to you. CMU offers a wide variety of housing options, both air-conditioned and non-air conditioned, including traditional residence hall rooms, apartments and suites. Facilities include private, semi-private or community bathrooms based on housing type. Wheelchair accessible rooms are also available. We offer all guests weekly housekeeping, basic furnishings to include a twin-size bed, chest of drawers, desk & chair, closet or wardrobe, vending machines, laundry facilities, lounges, kitchens, fitness rooms and recreation rooms.

HOUSING OFFICE The CES Summer Office will be happy to assist you with all questions and concerns regarding your accommodations. Our office is located in Stever House at 1030 Morewood Ave. (first floor). Staff coordinators are available in the office between the hours of 8:30am - 5:00pm, Monday thru Friday. All after hour accommodations and related issues must be directed to the Stever Guest Services Attendant, also located on the first floor of Stever House.

GENERAL INFORMATION Parking Guests may park in the East Campus Garage, either by purchasing a daily pass from CES or via the pay station located in the garage (hourly rate). Weekly and monthly passes are also available for purchase and include unlimited in/out privileges. Metered parking is available at various locations on-campus.

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Meeting Facilities CMU offers a wide variety of event spaces, which are available year-round. Meeting, banquet and conference facilities to accommodate groups up to 450 are available year-round in the University Center, the main student hub on campus. Reservations are accepted for single-day or multi-day events. Carnegie Mellon University’s state-of-the-art classrooms range in size from small conference rooms to large lecture halls. Our classrooms offer educational settings designed to enhance the learning environment of your next event. Dining Resnik Dining Hall (June 29 – August 2, 2014) Breakfast; 7:00am – 10:00am Lunch; 11:00am – 2:00pm Dinner; 5:00pm – 8:00pm Brunch (Sat & Sun); 9:30am – 2:00pm Resnik Dining Hall is an all-you-care-to-eat facility and serves as the main dining hall between June 29th – August 2nd. Additional dining venues are available throughout the campus community. Summer conference groups are required to work with CES to establish their meal plans. CES will obtain the final guarantee number and payment. Each group’s final guarantee count is due 30 days prior to check-in date. If this date falls on a weekend, the guarantee number should be received on the Friday before the guarantee due date. Catering options are also available upon request. Amenities Laundry*: $4.00 per person/per week for groups residing longer than one week (not optional). *Unlimited access to laundry machines & dryers. Technology is available that allows guests to view available machines remotely. Micro-fridge rentals are available at $20.00 per week/per unit and are dependent upon the housing location and the size of the group. Fans are available for rental at $5.00 per week/per unit (limited supply available) CMU provides internet access on campus for $8.00 per person (effective July 1st $10.00 per person). This can be billed to the individual, or to the group. Guest accounts for groups can be arranged and billed directly through the CES office.

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Recreational Facilities A variety of collegiate recreational facilities are accessible for groups. Our facilities include a football field, soccer field, swimming & diving pool, tennis & racquetball courts and a gymnasium.

GUIDELINES & TIMELINES Each summer group must identify a director or coordinator who will work directly with CES staff. All youth groups must have an adult director and meet the requirements of the Minors on Campus Policy. An official CMU contract must be completed and signed at least 90 days prior to the group’s arrival. The Client shall remit 50% of the Estimated Total at least thirty (30) days before the Event is scheduled to commence. Rooms will not be held without a deposit. All details associated with the group’s needs must be outlined in the contract. This includes requests for different check-in or check-out times, special considerations and/or accommodations for persons with disabilities, catered meals, recreational or classroom space, extra security personnel and other similar types of requests which involve pre-planning. Without these details in advance, we will be unable to accommodate the requests. External groups will need to provide a certificate of liability insurance prior to their stay. For more information regarding the specific requirements, please contact Conference & Event Services. Each group should provide CES with a copy of their final schedule to include a timeline and locations of the group’s activities. Deadline Dates for Housing & Dining Guarantee Numbers and Rooming List Housing & dining guarantee numbers are due 30 days prior to the check-in date. If this date falls on a weekend, guarantee numbers should be received the Friday before the guarantee due date. Rooming list is due 20 days prior to the check-in date. If this date falls on a weekend, rooming list should be received the Friday before the due date. Room Assignments CES is happy to make room assignments for your group. If client chooses to make assignments, CES will provide floor plans and assistance when needed. All rooms and floors should be filled to capacity; a floor should be completely full before using the next floor. All campus housing room assignments are assigned by gender.

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Each group must provide an accurate participant rooming list. This list should follow the format that the CES staff member provides. Once your group has checked-in, no room changes are allowed to be made.

TERMS & CONDITIONS General Participants must comply with all applicable federal, state and local laws and ordinances, as well as University policies and procedures as set forth below and in other University publications. Participants in violation of such rules and/or who behave in an unsafe or careless manner while on Carnegie Mellon University property may be asked to leave the University immediately and will be held responsible for their actions. Alcohol & Drugs Carnegie Mellon University supports and enforces the laws of the Commonwealth of Pennsylvania in all matters concerning alcohol and other controlled substances. It is considered unlawful and anyone to see, furnish or give any liquor, malt or brewed beverages to minors, visibly intoxicated persons, habitual drunkards or those prone to intemperate habits. It is also illegal for minors to purchase or possess alcohol and to be visibly intoxicated. All medically unsupervised possession of controlled substances is prohibited on Carnegie Mellon campus as per Pennsylvania Commonwealth law. The manufacture, delivery, sale and possession of an illegal substance will result in legal action. Carnegie Mellon cannot and will not deny access to its property to law enforcement officials. Alcoholic beverages may not be consumed in the residence hall lounge or other public areas without prior approval from Conference & Event Services. Alcoholic beverages may not be sold at the University. Alterations Participants may not make any alterations, changes or repairs or do any remodeling or painting of the facilities, furnishings or equipment provided. Participants may not use padlocks or change room locks nor move any University furnishings or equipment. Bicycles/Wheeled Transportation With the exception of transportation for persons with disabilities, no wheeled transportation (including inline skates, skateboards, bikes, scooters and motorized caters) is to be operated inside any building or pedestrian ramp. All said vehicles must yield to pedestrians' right of way. No said vehicle is to be parked in any location or manner that violates federal fire and safety laws. It is strongly recommended to register your bicycle with Campus Police. It is a free service that helps recover stolen property and enables the Campus Police to notify the owner before the vehicle is impounded for any reason.

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Candles & Incense Absolutely no fire is permitted within residential halls. Candles for decoration only, sachets and air fresheners are permitted. Damage to or Loss of University Property Participants are responsible for the cost of repair or replacement of any loss of, or damage to University property caused by participants or their guests. Damage to or Loss of Participant Property The University is not responsible for lost, stolen or damaged property. Personal property left at the University will be tagged indicating where it was found and held for thirty (30) days at the University Center Information Desk. Fire Every hallway, recreational area, bedroom, kitchen and suite is equipped with a working smoke detector for your safety. Take time to acquaint yourself with the location of the fire extinguisher nearby and the route for your emergency exit. In the event of a serious fire, evacuate the resident facility quickly and calmly. Do not attempt to call the fire department first. Firearms The possession or use of firearm or weapon, whether or not it is contrary to state law, is prohibited on Carnegie Mellon campus. Explosives, firecrackers and other hazardous chemical are also prohibited on university property. Gambling Gambling is not permitted. Keys One key card will be provided to each person residing in campus housing. All keys will be issued upon arrival. A key card replacement charge of $5.00 will be billed to the Client/Individual for the third issued key. Noise Excessive noise that results in a complaint from residents beyond the campus grounds must be reduced. Failure to do so is punishable by an immediate citation or disciplinary action. An indoor activity that can be heard outdoors is permitted 4:30 - 7 p.m. on weekdays and Sunday and 4:30 p.m. - 12 midnight on Friday and Saturday.

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Pets Pets are not allowed in housing facilities. If a pet is found in the housing facilities, the Client will be assessed a $200.00 cleaning/extermination fee, and the pet must be removed immediately. Dogs and cats may, however, visit the campus grounds outside as long as they are properly leashed and attended. Please remember to curb your pet. Right of Entry Duly authorized agents and representatives of the University will have the right to enter housing facilities for the purpose of inspection and maintenance or in the event of an emergency. The University will not be liable for loss of or damage to personal property, including damages caused by such agents or representatives in the performance of their duties. Smoking All buildings are smoke-free and smoking outdoors is permitted only in designated areas. A map of the designated areas is located at: http://www.cmu.edu/healthservices/images/dsamap2011.pdf. Littering is prohibited; therefore, all cigarette butts should be properly disposed of in the cigarette butlers located in the designated areas. Solicitation/Advertising No solicitation. Window Ledges/Roofs No one is permitted to be on window ledges or roofs at any time. Also, objects (e.g., plants, laundry bottles, etc.) are not permitted outside on the window ledges. Screens must stay in the window frames at all times. Use of Housing Facilities as Residence Assignment and lease of residential housing facilities at the University does not include the right to use such premises for any business or professional purposes, for storage of commodities for sale, or any purpose other than personal residence, unless approved in writing in advance by the University.

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RATES 2014 Approved CMU Summer Conference Housing Rates Availability June 1 - August 2 (12Noon), 2014 Traditional Halls W/O AC Donner, Morewood E, Scobell, Hamerschlag, Mudge Morewood Gardens, Boss, McGill Single Occupancy in a single room Double Occupancy in a double room Single Occupancy in a double room

$36.00 $28.00 $56.00

(per person/per night) (per person/per night) (per person/per night)

Stever Single Occupancy in a single room Double Occupancy in a double room Single Occupancy in a double room

$48.00 $37.00 $74.00

(per person/per night) (per person/per night) (per person/per night)

Suite-Style with AC Resnik, West Wing, Henderson, Welch Single Occupancy in a single room Double Occupancy in a double room Single Occupancy in a double room

$53.00 $38.00 $76.00

(per person/per night) (per person/per night) (per person/per night)

Apartments with W/O AC Doherty, Neville, Woodlawn, & Margaret Morrison Single Occupancy in a single room Double Occupancy in a double room Single Occupancy in a double room

$52.00 $40.00 $80.00

(per person/per night) (per person/per night) (per person/per night)

Apartments with AC Roselawn, Residence on 5th, Fairfax, Shady Oak, & Webster Single Occupancy in a single room Double Occupancy in a double room Single Occupancy in a double room

$76.00 $55.00 $110.00

(per person/per night) (per person/per night) (per person/per night)

Traditional Halls with AC

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General Information - CMU Summer Housing  
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