Reservation Process

Preliminary Request Form:

A Preliminary Request Form must be submitted in order to hold your reservation.

Facility Availability:

After receipt of your Preliminary Request Form, you will be notified whether or not facilities are available.

Reservation Processing:

All individual guest reservations and payments must be handled through and by the group’s organization. No individual reservations will be accepted.

Number of Guests:

A tentative number of guests is provided by the group leader when submitting the Preliminary Request Form.  A confirmed number of guests must be provided by the group leader a minimum of 30 days prior to the group’s arrival date. This confirmed number may not exceed the tentative number of guests provided without verifying availability with University Courtyard.

Agreement:

A “Summer Facilities Housing License Agreement” is mailed and must be returned 90 days prior to the group’s arrival date by the group leader along with the 10% deposit for returning groups (20% deposit for new groups) for the number of beds reserved on the Preliminary Request Form.

Liability Insurance:

Groups are required to carry and provide University Courtyard with proof of liability insurance unless the group is affiliated with California State University, Fresno and the license agreement is signed by an authorized sponsoring CSU representative. Licensee agrees to maintain in full force and effect during the entire term of the Agreement acceptable general liability insurance in the sum of at least One Million Dollars ($1,000,000) per occurrence for injury to or death to any person, and in the sum of One Million Dollars ($1,000,000) per occurrence for damage or loss to property, and providing for an aggregate coverage amount no less than Two Million Dollar ($2,000,000) per occurrence. The liability insurance must specifically release the following entities from liability Insurance.  Such insurance policy (ies) shall be written on an "occurrence" basis, and shall expressly name the Licensor, California State University, Fresno Association, Inc., the State of California, the Trustees of the California State University, California State University, Fresno, the California State University, Fresno Athletic Corporation, the California State University, Fresno Foundation, and all of said entities' officers, directors, employees, agents, representatives, and assigns as additional insureds thereto, and shall provide that such insurance coverage shall not be canceled absent thirty (30) days' prior written notice to the Licensor.  Such insurance coverage shall provide that Licensor is not liable for the payment of premiums or assessments thereon, and shall contain a waiver of subrogation as to all entities listed as additional insureds.  Licensee shall provide Licensor with certificates of insurance evidencing the satisfaction of the above-referenced insurance coverage requirements, no less than thirty (30) days prior to the beginning of Licensee's use of the licensed premises.  Failure to timely provide such certificate(s) of insurance shall entitle Licensor to revoke this Agreement, without any liability to Licensee.  Licensee shall at least thirty (30) days prior to the expiration of any such policy (ies), supply Licensor with proof that such insurance coverage has been renewed or extended.  If more information about liability insurance is needed before you receive the confirmation letter, please call Heidi Nakayama at (559) 278-4702.

Check-in and check-out 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 group’s 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.