Thank you for inquiring about the availability of University Courtyard, Fresno State’s only on-campus living complex, for your group’s Summer 2010 conference needs! We would be pleased to be the selected site for your group’s overnight accommodations.  Listed below is detailed information about our facility, costs and the reservation process.  I believe you will find this information helpful and necessary when considering the selection of your conference site.

Availability:
Availability will be determined based on the return of the enclosed Preliminary Request Form.

Arrival and Departure Times:

In order to ensure the facilities are ready for each group’s use on the reserved arrival and departure dates, check-in is available after 2:00 p.m. and check-out must be completed by 10:00 a.m.  If there is not another group checking out or checking in to the same facility on the designated arrival/departure dates, it may be possible to arrange for an early check-in or late check-out on the designated arrival/departure date.  Arrangements must be made a minimum of 30 days in advance and are subject to availability.  In order to avoid a full day charge for each early check-in or late check-out, the check-in or check-out must be completed within the prearranged time frame and on the scheduled check-in/check-out date.

Check-In Information:

Up to a full day penalty fee is charged to guests who do not check in during the prearranged time.
You must complete one of the following at check-in:

1. Sign the check-in roster indicating you agree with the condition of the room recorded on the master inventory form.  You will sign for your room key, linen (if provided) and meal card (if provided).

      OR

2. With the approval of your group leader, sign the check-in roster and take a blank Room Condition Report (RCR) with you to your room. Carefully review the inventory form against your room, suite and furniture condition.  Record any damages or missing items. Return the completed form to your check-in table within half an hour of check-in (if check-in tables are closed, take it to the Atrium Customer Service Desk).The inventory form will be compared to the “master” inventory form and discrepancies reviewed. 

Check-Out Information:

All guests must complete check-out during group check-out time. Improper or additional fees are charged to guests who do not check out during the prearranged time.

Before you go to the check-out location, you must complete the following:

1. Close and secure windows         
2. Remove items from Microfridge and wipe clean (leave plugged in and on)
3. Remove trash from room
4. Remove personal belongings      
5. Turn off lights and close door as you leave                       
6. Leave linen (if provided) in your room. You will be charged for any missing linen.
7. If you received permission from your group leader to rearrange your furniture due to a disability, it must be returned to the original setup.
8. If you completed an RCR when you arrived, go to the check-out table to pick up the form.  A staff member will assist you with check out of your room.

Take your key and meal card (if provided) to the check-out location specified by your advisor.  Each person must individually return the materials and sign the check-out roster. Your key, meal card and linen will be inventoried after check-out.

Early Check-Out Information:

Take your key and meal card (if provided) to the Atrium Customer Service Desk. Each person must individually return the materials and sign the checkout roster or you will be charged an improper check-out fee of $50.00. Your key, meal card and linen will be inventoried after check-out.

Note: Your group leader and a University Courtyard staff person will review the condition of your room after you check out.  Missing items and/or damages will be billed to you direct.

Summer Rates:

Linen:

Linen can be provided for guests at an additional charge of $5.00 per guest, per week (or for part of the week). Please indicate on the enclosed Preliminary Request form whether or not your group will want linen or not this summer.

Residence Halls Description:

• Residence Suites – Suites have one-, two-, or three-bedroom suites with a shared living room and shared bathroom.  Men are assigned within one suite and women within another. The majority of the rooms are double occupancy.  Your group’s guests would be accommodated at two people per bedroom and up to six people per suite. There are a limited number of single bedrooms within the two and three bedroom configurations and guests share the suite’s common living room and bathroom.  The living rooms in the residence suites are furnished with a loveseat, chair, coffee table, bookcase and microfridge.  Other groups will be assigned to unused suites on the same floor or within the same hall(s) as your group.  There are no elevators within the complex, so guests must climb the stairs in order to access the 2nd or 3rd floors.
• Community Style Halls – Rooms are located along a common hallway with two people per room of the same gender.  Each building has three floors, each floor has two wings and each wing has a shared common bathroom. On the first floor of the hall is a lounge area, recreation room, guest bathroom, Web® AccessCard-operated laundry machines and two study rooms. A limited number of single rooms are available. If you do not use all the beds within the hall, another group may be assigned to a wing or floor(s) within the same hall.  A microfridge is provided in each community style room. There are no elevators within the complex, so guests must climb the stairs in order to access the 2nd or 3rd floors.
• Air conditioning – In an effort to conserve energy University Courtyard requests that air conditioners be set at 78 Degrees or higher. 
• Furniture – Bedrooms include extra long twin bed, dresser, file cabinet, desk, book carrel with task light and chair.  The beds are bunked over the desks.  Closet and storage space is provided in the room.
• Televisions are not included or provided in the rooms, but a big screen television is available in the complex.  For groups assigned to a community style hall, a television is also available in the lobby.
• Blanket and mattress pad provided for each bed.
• Bathrooms are supplied with liquid hand and body soap dispensers, toilet seat covers and toilet paper.
• Housekeeping – Rooms are cleaned prior to your group’s arrival and after your group’s departure.  In the Community Style Halls, common bathrooms, hallways and lobbies are cleaned once daily. In the Residence Suites, bathrooms are cleaned twice per week. We do not offer hotel-like maid service (i.e., making the bed, cleaning the room during the stay and room service).
• Maintenance – Is available weekdays during business hours.  Emergency service is available after hours and on weekends.  If a guest’s room needs a repair, a Facility Service Request (FSR) must be completed at the Atrium Customer Service Desk.  This form is required before service can be provided.
• Laundry Facilities – Large capacity washers and dryers are available for use by residents. To use the laundry facilities, you’ll need to purchase a Webcard. A card costs $5.00 and is automatically credited to the card for use. Additional money may be placed on your Webcard via credit card (Webcard deposit machine is located in the Atrium). Card operated washing machines and dryers are located on each floor of Aspen, Birch, Sequoia and Sycamore.  Wash: $1.25/load; dry: $1.00/one hour. Suite guests use their key for access into the laundry rooms.  Cedar and Ponderosa guests need to check out a Laundry Facility key for 2-hours from the Atrium Customer Service Desk. Community style laundry facilities are located on the 1st floors of Baker, Graves and Homan. Guests on the 2nd and 3rd floors should check with their group leader for use of laundry facilities.

Amenities:

Available for guest use are a variety of amenities in the Atrium facility that are open 24 hours from June 1 - August 10, 2010 (unless noted differently). Supervision by your group’s adult member(s) is required at all times when guests under 21 are using our facility or grounds.  Amenities include:

Other Fees: All additional fees will be charged to the group on the final invoice, unless otherwise arranged.

• Early Check-in and Late Check-out Fee – Groups must check in/out during the prearranged time period to avoid a full day charge per person. Groups will be billed for the dates indicated on their license agreement. Adjustments will not be made to billing for guests who choose to check in late or check out early.
• Lockouts – The group’s leader or designated representative uses a master key to provide access to the rooms for any of their group’s lockouts.  If the group leader or their designated representative(s) is unavailable, the locked out person must bring identification to the Atrium Desk to obtain a new key.  There is a $25.00 lost key fee assessed to the group unless the person is able to pay at the time they obtain the key.  In addition, if the person is not able to pay, the group leader or an advisor must give written permission for this charge to be assessed to the group before he/she can receive a new key.
• Lost Room Key – There is a $25.00 lost room key (per key) fee assessed to the group charges unless the person is able to pay at that time they obtain the key from the Atrium Customer Service Desk or at the check-out table.  In addition, the person must bring identification to the Atrium Desk to obtain a new key.
• Lost Blanket or Mattress Pad – If the blanket or mattress pad for a bed is missing, the group will be charged as follows:  Blanket - $25.00 ea. and Mattress Pad - $17.50 ea. (Subject to change.)
• Lost Linen – If your group chooses to have linen, University Courtyard staff will walk the rooms and physically count the linen after check-out.  If any linen is determined to be missing the Summer 2010 charges will be applied to the final billing as follows:  Sheet - $17.67 ea, washcloth - $0.57 ea, hand towel - $1.62 ea, and bath towel - $9.60 ea.   Note:  For international groups only -- pillowcase - $3.96 ea. and pillow - $4.40 ea.
• No Shows – Participants who do not show for their scheduled stay, as indicated on the license agreement, will be charged for the first nights stay. 
• Room Change Fee – Room changes during or following check-in will incur a $50.00 fee. Changes are subject to availability and approval.
• Improper Check-Out Fee – Participants must check-out of University Courtyard in person during the group’s scheduled check-out time or if the participant is checking out early or late, they must check-out in person at the Atrium front desk. Groups will be assessed a $50.00 fee per person, per improper check-out. 
• Lost Meal Cards – There is a $10.00 feeassessed for a lost meal card.  Cards can be replaced Monday-Friday from 7:30 a.m.-3:30 p.m. at the University Dining Hall.
• Damages or replacement items will be assessed at the appropriate dollar amount. Charges are based upon labor and material costs and are subject to increase. Charges are assessed as follows:
• Roommates; for shared bedroom areas.
• Suitemates; for shared living, bathroom and hall areas.
• All floor occupants; for floor common areas or all hall common areas (i.e., laundry rooms, halls, study rooms, balconies).
• Damages beyond normal wear and tear; not written on the master inventory form and/or your (if completed) RCR. Damages that occur during your occupancy will be repaired and maintenance costs (labor and materials) will be billed to you. 
• Children – If children accompany a parent, they may stay in the same room as long as there is a bed available. Children 5 and under: Parent is charged for single room and child stays for free.  Children over 5: Parent and child each charged for bed (see Residence Suites or Community Style Halls rates above). 
• Debunking Beds -A limited number of beds (a maximum of one bed per room) could be debunked and placed on the floor for an additional fee. Due to the configuration of the rooms and limited personnel, the majority of beds cannot be placed on the floor. A minimum of 2-weeks prior to the group's arrival date, the beds requiring debunking must be indicated on the Roster. The Summer 2010 rate for debunking and rebunking is $10.00 per bed. We cannot accommodate requests to debunk beds if it is received less than 14 days prior to arrival.
• Special Circumstances – The following Special Circumstance Fees may be applied (with notice) to your group’s final bill. If any of the following special circumstances arise during your group’s stay, an agreement must be signed prior to action.
• Check-In/Out between the hours of 10:00pm – 6:00am (if available)
• Under 100 guests: $50.00
• 101 – 200 guests: $100.00
• 201 – 300 guests: $150.00
• 301+ guests: $200.00
• Facility, classroom and vendor reservations exceeding a total of 10 reservations coordinated by University Courtyard: $50.00 fee
• Pillow & Pillowcase – requested at time of check-in: $4.00 per pillow/per seven days
• Linen packets – requested at time of check-in: $10.00 per packet/per seven day
• Print outs and photo copies exceeding 25
• $0.25 per color print out
• $0.15 per BW print out and copy

Note: Other special circumstances which are not listed above will be reviewed on an individual basis and fess will be proposed and charged upon approval by the group leader. All special circumstances must be in writing are considered an amendment to the contract.

Meals:

University Dining Services offers a variety of meals. Write your group’s request for meals on the enclosed Dining / Catering Request Form.  You are encouraged to contact University Dining Services at (559) 278-3904 to discuss your group’s specific needs.  Groups should make prior arrangements for meals so food will be prepared and available for the designated meal choices. 

Safety and Security:

Every effort is made to provide a safe and secure environment for our on-campus guests including:

POLICIES:

University Courtyard provides on-campus living for students attending California State University, Fresno as well as to groups attending courses, workshop or sport camps offered through the University.  We have policies and guidelines that groups and their guests must follow during their stay.

Alcohol: The consumption or possession of alcoholic beverages by individuals under 21 years of age is against California law and is not permitted in University Courtyard.
Minors: University Police and the group leader will be notified. Violator may be dismissed.
Adults: Refer to your group’s policies.  If you are 21 or over, a) you may consume alcoholic beverages inside your room/suite only and not in the presence of minors, b) alcohol must be transported in non-transparent bags, and c) kegs or party balls are not permitted. Violators: subject to dismissal and University Police notified.

Balconies: No running, smoking, horseplay, climbing, bikes, University Courtyard furniture or BBQs permitted on balconies.  This is for safety and the courtesy of those guests living on the first floor of your hall.

Controlled Substances and Paraphernalia (Drugs): Not allowed. University Police notified and violator will be dismissed.

Courtesy Hours: Your noise or conduct may not disturb another guest during your stay.

Door Prop: Not allowed. Keep exterior doors closed.

Electrical, Utility, Fire Alarm and Cable Access Panels: There are access panels in community-style (Baker, Graves and Homan) hallways and common areas and in residence suites.  All residents must refrain from accessing, opening and tampering with any and all electrical/utility/fire alarm/cable access panel(s) and/or closet(s) and/or the contents thereof located within the common areas, community style halls, residence suites or resident rooms.

Fighting: Not allowed.

Firearms and/or explosives (including fireworks): Not allowed. This includes airsoft guns.

Furniture: Furniture in lounges, lobbies and other public areas are not to be removed from location or damaged by residents.  University Courtyard bedroom or suite furniture is not allowed outdoors (see damage section).

Harassment: Not allowed.  Harassment is the unwanted imposition of attention, usually in the form of unwanted verbal or physical abusive behavior (i.e., sexual, racial, religious, etc.) and is strictly prohibited. 

Overnight Guests: Not allowed. A $50 per night fee will be applied for all unregistered guests. University Courtyard holds the right to conduct random room checks.

Gambling or lotteries: Not allowed.

Noise: Quiet hours are from 11:00 p.m. - 7:00 a.m. daily.

Pets: Not allowed.

Screens: Do not remove screens from windows.

Skateboard or Rollerblading: Not allowed.

Smoking: It is against the law (Executive Order #599) to smoke in any California State University building.  Smoking is only permitted outside in designated smoking areas.  Violators will be directed to the smoking area and University Police may be contacted.

Solicitation: Any uninvited contact, generally a request to or the distribution of literature, is not allowed.

Sports Indoors: Not allowed.

Supervision: Summer group guests must be supervised at all times by an adult group leader/advisor when using any of the University Courtyard facilities, including within the hall they are assigned, and in the University Dining Hall.

Swimming Pool: Lifeguard directions must be followed.  Swimming aids and play equipment may not interfere with the enjoyment of other guests.  Swimwear required. Water fights are not allowed. 

Parking:

Lot G is located adjacent to our complex. Summer conference guests may park cars in this lot during their stay, free of charge, but in order to do so each car must have a summer conference parking pass visibly displayed on the dash of the car. The number of summer conference parking passes that your group will require must be prearranged a minimum of 30 days prior to your arrival. Parking passes will be handed out to guests at time of check-in and must be returned at the time of check-out.

Meeting Room or Classroom Space: Off-Campus Groups:

While University Courtyard does not have meeting facilities within the complex, the university has several different types of facilities.  Availability and fees can be checked once the requirements are submitted on the enclosed Preliminary Request form.  The university requires advanced reservations and liability insurance.

Reservation Process: 

If your group selects University Courtyard the following is an overview of the group reservation process. 

Final Arrangements – A University Courtyard Summer Conference Supervisor will contact the group leader approximately 21 days prior to the arrival date to discuss the following items and any additional questions or concerns:

• Check-in and checkout processes – Groups specify in advance a specific time period for their group check-in and check-out (see Arrival Time section).  The check-in time, location and process will be confirmed and discussed. During the check-in process, each guest signs off on the check-in roster and receives their room key.
• Damage walks – A University Courtyard Facilities representative will check the rooms for damages prior to each groups arrival and upon each group's departure.  If you would like to schedule pre and post-damage walks, the assigned Summer Conference Supervisor will contact you to discuss possible times.  The selected time is based upon the departure time of the prior group and the arrival time of the group following your group's departure.   
• Meal Confirmation – If you have made arrangements for cafeteria-style meals, guaranteed numbers will be discussed.
• Linen Exchange Date/Time – If your group chooses to have the linen package, a linen exchange date and time will need to be determined prior to your arrival. Blankets and mattress pads are not exchanged.
• Itinerary ‑ A copy of your group’s itinerary will be requested so that University Courtyard’s Atrium Customer Service Assistants can answer a guest’s questions after their arrival.
• Payment and liability insurance ‑ Status of room deposit and outstanding balance will be reviewed.  (See Payment section below).  Proof of liability insurance will be requested and must be submitted 30 days prior to the group arrival date unless the license agreement is signed by a sponsoring California State University, Fresno authorized representative (see Liability Insurance above).
• Roster – A minimum of 14 days prior to a group’s arrival, the group leader must submit a list of the guests, per room assignment. The list of guests is required for the programming of room keys and meal cards, the preparation of rooms and placement of linens in rooms, the preparation of check-in materials, and to meet health/safety guidelines. Room changes during/after check-in will result in a $50 fee. A floor plan of your reserved rooms will also be provided – to be referenced and utilized for room assignments.
• License Agreement - Status of your license agreement will be discussed.

Payment: – All payments must be made in U.S. Dollars and drawn on a U.S. Bank.

• Room Charges - Invoices and statements are mailed to the person who signed the Preliminary Request form and reflect the following charges:

10% (20% for new groups) deposit of room charges is required when submitting “Summer Housing Facilities License Agreement” to hold you’re group’s reservation.  The 10% (20% for new groups) deposit is calculated on the group reservation number submitted on the Preliminary Request.

40% (50% for new groups) deposit of room charges is required two weeks prior to group’s arrival date.  The 40% (50% for new groups) calculation is based on the number of beds reserved by the group.  The invoice is mailed to the person who signed the Preliminary Request.

Final payment is due following check-out.  The final invoice provided will be for the remaining 50% (30% for new groups) and include charges for the guaranteed or actual number of guests, whichever is greater.  Also included is the early check-in fee, late check-out fee, lost keys, lost linen, any additional rental or equipment charges and damages.  To obtain the entire amount owed for the group, the 10% (20%), 40% (50%) and final invoice (50% or 30%) need to be added together and any payments made subtracted.  Payment is due upon receipt of invoice.

Airport:

• Location: The Fresno Yosemite International Airport is located less than 5 miles from campus.
• Transportation:  Available via taxi service (not affiliated with Fresno State or University Courtyard). The following rates were provided by the following taxi companies – Bulldog Cab Co: (559) 485-6000 OR City Cab Company - (559) 298-8058 – Maximum 4-per taxi: $3.40 when you enter the cab, $2.35 every mile thereafter.

Fresno Area Recreation:

Fresno is the only place in the nation within an easy drive of three national parks -- Yosemite, Sequoia and Kings Canyon.  Your group may want to arrange for a day bus trip to one of the parks. The following are local entertainment areas or museums your group may enjoy visiting during their stay: Wild Water Adventures at Clovis Lakes, Woodward Park, Island Water Park, the Shin Zen “Friendship” Garden, the Discovery Center, Fresno Art Museum, Forestiere Underground Gardens, the Fresno Metropolitan Museum or the Downing Planetarium on the Fresno State campus.  

Contact Information

Alexis Rau
Marketing & Summer Conference Coordinator
California State University, Fresno
Auxiliary Corporations, University Courtyard
5152 N. Barton Avenue, M/S RH 82
Fresno, CA 93740
alrau@csufresno.edu
T (559) 278-4705
F (559) 278-5020