Summer Conference FAQs

Summer Conferences

FREQUENTLY ASKED QUESTIONS – SUMMER CONFERENCES AS OF 2/22/06 SUBJECT TO REVISION

Participant Questions

Question: If I am participating in a Summer Camp at Fresno State, do I apply for my room and board directly through University Courtyard?
Answer: No. Your summer camp contact will have the information necessary for you to apply for your camp as well as for your overnight accommodations and meals. Be sure to follow the process and deadlines your camp leader provides. University Courtyard does not process individual registrations or reservations for summer camp housing.

Question: How do I find out information about my summer camp registration?
Answer: Contact your camp leader or visit their web site. University Courtyard may be able to provide you with a camp contact if you do not have one. To request information about a camp contact, email Cynthia at cynthiad@csufresno.edu

Question: What does the room I'll be staying look like?
Answer: Your group will be assigned to a specific hall and have specific rooms.Therefore , we cannot provide a picture of your exact room. To see examples of rooms, view our summer conference tour.

Question: Can I receive mail during my stay at University Courtyard?
Answer: Since the time period a guest stays at University Courtyard is too short for mail to reach them before they check-out, groups are advised not to receive mail during their overnight stay on campus. If your stay is longer than one week, check with your group leader to verify the mailing address. With advance arrangements with University Courtyard, your group advisor will check for your group's mail or messages on a daily basis and will let you know how to obtain your mail or messages. Adults without an on-campus group advisor may pick up mail (with photo ID) at the Atrium Customer Service Desk. They may pick up emergency messages at board adjacent to the desk.

Conference Planner Questions

Question: I'm looking for someplace to host a summer camp that requires overnight accommodations and/or meals. Who do I contact?
Answer: You can click on Request a Quote or you can e-mail the summer conference office at adeniston@csufresno.edu or you can call 559.278.5630 (direct line) or 1.800.555.0482 for information. University Courtyard works directly with the designated group representative.

Question: What’s different about hosting a group at University Courtyard rather than at a hotel?
Answer: University Courtyard at Fresno State provides a unique setting for groups to hold their conferences. A specific community style wing or block of residence suites is reserved for your group.
-- The development of communication and unity for a group is enhanced by this setting.
-- Supervision of youth groups by the group’s representative is easier due to the type of room assignments and security features.
-- The cost of the rooms and meals are typically less expensive.
-- There is usually ample classroom space for holding meetings or workshops.
-- There are differences between University Courtyard and a hotel or motel. At University Courtyard all reservations and payments are made by the group, each guest with a linen packet makes their own beds upon arrival, check-in and out as a group on a specified date and time, rooms are cleaned prior to arrival and after departure, there are specific guidelines and policies that guests must follow, hotel type maid service and room service is not available, telephones and televisions are located in lobby areas and not in a room, the majority of bedrooms are double occupancy, and large meeting space is limited and there is typically a fee.

Question: Are catered meals, coffee/snack breaks or an after-hours lounge area available?
Answer: If you have special meal requests or other similar needs, let us know when you are making your initial reservation or confirm your arrangements. Due to the high demand, it is important a reservation is made early in your process. University Catering can accommodate most requests and the Summer Conference office can make the initial arrangements. If you have questions, Catering can be contacted at 559.278.4634.

Question: What kind of meeting space is available to my group?
Answer: There are no meeting facilities at University Courtyard. However, the University has space available to fit your needs. There is classroom space available, free of charge (unless there are damages). Simply request the date and time needed, on your preliminary request form, as well as any special set up or A/V needs. All buildings are within easy walking distance of University Courtyard. The majority of the rooms seat 25-75 individuals.
For larger groups, the Satellite Student Union may be available. To check availability as well as rental fees, speak with a summer conference staff member.
Professional meeting space is also available for a fee. You may request this type of space on the preliminary request form, or contact the summer conference office at 559.278.4705.

Question: Are there recreation facilities available?
Answer: The Student Recreation Complex houses a fitness center, two gymnasiums with a total of 4 basketball and volleyball courts and 6 badminton courts, indoor running track, aerobics studio, and racquetball courts. Some of these facilities are available for summer conference group use. A group leader may contact Derek Walters, Director at 559.278.0827 to check availability and rental fees.
To use athletic fields and facilities: availability and reservations must be made directly through the Athletic Office, John Kriebs, Assistant Athletic Director, at 559.278.2006 .
Bowling and billiards are also available in the Student Union. For operating hours and prices, call 559.278.2015.

Costs: Housing & Meals

Question: How expensive is it to host a conference, workshop, sports camp, or reunion on-campus?
Answer: The overall cost depends upon your specific group's needs. The room and meal costs are listed below and typically increase 2-5% per year. There are also additional charges a group can incur including early arrival and late departure, damages, lockouts/lost keys, lost linen, lost meal cards. While there is no charge for the use of the majority of classroom space and outdoor open fields, there are charges for meeting room space, audio visual equipment and the use of athletic fields and facilities. University Courtyard can assist off-campus groups requesting overnight accommodations with reserving and pricing campus meeting spaces. Meeting space is subject to availability.

Meal Costs: Per person, per meal Summer 2006 rates for University Food Services cafeteria-style meals served at the Residence Dining Facility during specific open hours.

Meal Costs

Summer 2006

Breakfast

$5.19

Lunch
$6.87

Dinner
$8.35

Total for all three meals
$20.41

Sales tax is added for individuals 18 years of age or older if they are not enrolled in university summer session.
Questions about meal costs should be directed to University Food Services at 559.278.8557

Overnight Accommodation Costs: Per person, per night Summer 2006 rates for University Courtyard are:

Overnight Accommodation Costs	Summer 2006 per person per night
Overnight Accommodation Costs	Without Linen	With Linen
Community Style Hall Double Occupancy	19.03	19.30
Residence Suite Double Occupancy	19.58	19.85
Comm. Style or Res. Suite Single Occupancy	$28.93	$ 28.93

If your group chooses not to have linen, group members must bring their own sleeping bags and towels. See linen section for details.
Please indicate on the Preliminary Request form whether or not your group wants linen.
Questions about overnight accommodation costs should be directed to University Courtyard’s Summer Conference Office at 559.278.5630.

Early Check-in and Late Check-out Fee - If on the reserved arrival and/or departure dates, early check-in (before 2:00 p.m.) or late check-out (after 10:00 a.m.) is available (see Arrival Times), there is a fee. The fee is $8 per person for early check-in (between 8 am-2 pm ) and $8 per person for late check-out (between 10 am-4 pm ). Arrangements must be made a minimum of 14 days in advance and are subject to availability. Groups must check out during the prearranged time period to avoid a full day charge per person.

Costs: Lost Items & Damages

Question: What happens if a participant gets locked out of their room or hall?
Answer: 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 photo identification to the Atrium Desk to obtain a new key. There is a $25 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.

Question: What happens if a participant loses their room key?
Answer: There is a $25 per lost room key fee assessed to the group unless the person is able to pay at the time they obtain the key from the Atrium Customer Service Desk or at the check-out table. In addition, the person must bring photo identification to the Atrium Desk to obtain a new key and, 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.

Question: What happens if a participant loses their blanket or mattress pad?
Answer: If the blanket or mattress pad for a bed is missing, the group will be charged as follows: Blanket - $17.35 ea. and Mattress Pad - $25 each.

Question: What happens if a participant loses an item of their linen packet?
Answer: If your group chooses to have linen, each guest must return their linen to the check-out location or the group will be charged for each piece of missing linen. Summer 2005 charges were as follows: Sheet - $18.02 ea, washcloth - $1.93 ea, hand towel - $2.68 ea, and bath towel - $7.99 ea. Note: For international groups only -- pillowcase - $3.29 ea. and pillow - $4.40 ea. (Charges subject to change for Summer 2006.)

Question: What happens if a group member damages something during their stay?
Answer: The group will be billed and responsible for paying for any damages that occur as a result of the group's use. A MASTER Check-in and Check-out Inventory form for each bed with all known damages listed will be available for guests to review upon arrival. A University Courtyard Facilities representative will check the rooms for damages upon each group's departure.

Reservation Process

Question: What is University Courtyard’s Summer Conference reservation process?
Answer: University Courtyard summer conference staff work directly with the group’s designated representative to reserve room and board space during the summer months. All individual guest reservations and payments must be handled through and by the group’s organization:

Request for Quote – The designated group representative (group leader) can complete the request for quote and submit the completed form via e-mail or they can call 559.278.5630 to discuss their group needs. Groups are encouraged to make reservations one to two years in advance. This will allow University Courtyard to work with the group to determine when space is available. Click here to submit a Request for Quote.
Proposal – Based on the information provided by the group leader, a proposal is prepared that includes detailed information about University Courtyard’s facility, the costs, liability insurance requirements and the reservation process. In addition, the proposal includes any special arrangements that may have been discussed. This information has proved helpful and necessary when group leaders consider the selection of their site.
Preliminary Request Form - The form includes specific group contact information, arrival and departure dates, estimated number of attendees, age, gender, linen, meal information, and off campus groups can specify meeting space needs. This form can be completed in lieu of a request for quote. The form must be completed and submitted by the provided deadline and reservations are subject to availability at the time the completed Preliminary Request form is received by University Courtyard.

Number of Guests - A tentative number of guests is provided by the group leader when submitting the preliminary request. A confirmed number of guests is 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

Linen can be provided for guests at an additional charge per guest per night (see room rates). Groups must specify on the Preliminary Request form whether or not they want linen for the entire group. Individual guest requests for linen cannot be accommodated.
- With linen: Guests will be provided with a linen package -- 2 sheets, a lightweight blanket, bath towel, hand towel, washcloth, and cup. Towels may be exchanged once daily between 6-9 p.m. at the Atrium Customer Service Desk. Guests must bring their own pillow(s). Each guest must individually return his/her linen package at check-out (see Lost Linen). Please indicate on the enclosed Preliminary Request form whether or not your group will want linen or not this summer.
- Without linen: Guests will need to bring and wash their own linen or sleeping bag, pillow, and towels. Guests bring their own pillows.
- ALL GUESTS: Bring their own pillows, hangers, toiletries, clothes and any other items they might need during their stay. Every guest makes his or her own bed.
Meals: University Food Services offers a variety of meals served from the first weekend in June through the second weekend in August. Write your group’s request for meals on the enclosed Preliminary Request form. You are encouraged to contact University Food Services at 559.278.8557 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.
Catered banquets and special dinners are also available through University Catering Office at 559.278.4634. If you would like to designate one or several meals as "special meals", University Catering Office can provide a specific menu, pricing and eating area for your group. Due to intense demand on their facilities, early reservations are recommended.

Confirmation Process:

Question: What is University Courtyard’s Summer Conference confirmation process?
Answer: University Courtyard summer conference staff work directly with the group’s designated representative to confirm summer room and board space.

Reservation Confirmation – Upon receipt of the Preliminary Request Form, a Summer Conference staff member will contact you to discuss space availability (dates, hall, room types). A completed preliminary request form is required before a reservation can be confirmed.
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, 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
Confirmation Process – Approximately 90 to 120 days prior to the group’s arrival date and after receipt of the completed Preliminary Request Form, University Courtyard staff mails the group leader the following documents.

Confirmation Letter: A written confirmation letter that includes specific requirements and deadlines the group leader must meet in order for the group to occupy University Courtyard during the agreed upon time period. The letter also includes any requested special arrangements and the status of the arrangements.
License Agreement - A “Summer Housing Facility License Agreement” is prepared for each group and includes the terms and conditions of occupancy, group contact information, arrival and departure dates, number of attendees, estimated room costs, and payment requirements. The agreement must be completed and submitted by the provided deadline (at least 90 days prior to occupancy) along with a 10% deposit. Occupancy is not permitted without proof of liability insurance.
Number of guests - A confirmed number of guests is 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. Minor adjustments to the number may be made up to 72 business hours prior to a group’s arrival.
Floor Plans for the hall and floors/wings the group has been assigned are mailed. A minimum of 14 days prior to a group’s arrival, the group leader submits a list of guests printed or typed on floor plans. Due to safety and security reasons, room changes cannot be accommodated after arrival. The list of guests at least 14 days prior to arrival is required to facilitate roommate assignments, 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. Occupancy is not permitted without the submission of the every participant’s name with hall/room/bed assignment. Minor room changes are allowed up to 72 business hours prior to a group’s arrival. Rosters printed in alphabetical order and room number order will be provided to the group leader at check-in. If floor charts are not received at least 14 days prior to arrival date, the check-in process can take several hours as materials are completed by hand by the group’s advisors and guests.
Liability Insurance – University Courtyard staff will verify that the group leader has provided us with a copy of group’s liability insurance policy at least thirty (30) days prior to occupancy or the expiration. Groups are required to carry and provide University Courtyard with proof of liability insurance that meet University Courtyard’s specifications unless the group is affiliated with California State University, Fresno and the license agreement is signed by an authorized sponsoring CSU representative (see above). Occupancy is not permitted without proof of liability insurance.
Roster - A minimum of 14 days in advance, group is required to submit a participant list which includes each guest's last name, first name, check-in date, check-out date, gender, age, status and hall/room/bed assignment. This should be submitted electronically; preferably in spreadsheet form. You can use our Roster Template if needed. Click here to view our Roster Template.

Payment Process:

Question: What is the process for Housing Payments?
Answer: Invoices and statements are mailed to the person who signed the Preliminary Request form and reflect the following room charges

10% deposit of room charges is required when submitting “Summer Housing Facilities License Agreement” 90 days prior to arrival. The 10% deposit is calculated on the group reservation number submitted on the Preliminary Request.

40% deposit of room charges is required two weeks prior to group’s arrival date. The 40% 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 at check-out. The final invoice provided will be for the remaining 50% 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, and damages. To obtain the entire amount owed for the group, the 10%, 40%, and final invoice (50%) would need to be added together and any payments made subtracted. Payment is due upon receipt of invoice.

Penalties apply if a group cancels their reservation 90 days or less prior to the group arrival date. See "Summer Housing Facilities License Agreement" for the full cancellation policy.

Question: What is the process for Food Charges?
Answer: University Food Services and University Catering provide separate invoices at the completion of the conference. Charges are calculated on the guaranteed or actual number of guests, whichever is greater. Food Services requires a purchase order prior to arrival. Questions about the purchase order request can be directed to University Food Services at 559.278.8557 or Coffee/Snack Breaks or catered Meals 559.278.4634. Full payment is expected upon receipt of invoice.

Question: What is the process for any other facility fees incurred?
Answer: Charges and payments for use of university facilities will be provided separately and are payable upon receipt.

Group Expectations:

Question: What is University Courtyard’s expectation of my group’s behavior during their stay?
Answer: The group is responsible for providing supervision for their group, paying for any damages that occur as a result of their group’s use, providing room access to members who lock themselves out of their rooms and ensuring that group’s attendees follow University Courtyard’s policies and guidelines.

Question: If I'm bringing a youth group what kind of supervision is required?
Answer: Appropriate adult to youth supervision (under 21) by group is required at all times when using the facility and/or grounds. This supervision plays a significant role in the successful and positive interaction between the many different groups staying at University Courtyard during the same time period, assists with emergencies that may occur and decreases the possibility of damages.

Question: What happens if a group member damages something at University Courtyard?
Answer: A MASTER Check-in and Check-out Inventory form for each bed with all known damages listed will be available for you and guests to review upon arrival. Guests will be offered an opportunity to complete their Check-in and Check Out Inventory form when they arrive and to update it upon departure. The MASTER Check-In and Check-out Inventory form will be used for billing purposes. A University Courtyard Facilities representative will check the rooms for damages upon each group's departure. If a group would like to schedule pre and post-damage walks, let the assigned Summer Conference Supervisor know at least 14 days prior to arrival 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. The group will be billed and responsible for paying for any damages that occur as a result of the group's use.

POLICIES

Policies - Summer residents who reside in University Courtyard during any summer program must observe and be aware of the following rules and procedures:

Alcohol consumption by MINORS: This is against the law, and will result in a resident being dismissed for the first violation of this rule. Campus police will be notified.
Alcohol violations by ADULTS: Adult residents are not permitted to consume alcoholic beverages in rooms or suites where minors are housed. Specifically, alcoholic beverages may not be consumed in public areas such as, but not limited to hallways, lounges, lobbies, bathrooms, balconies, or areas outside the residence halls. Please be aware that parties where alcohol is served, kegs or beer bongs are strictly prohibited. Alcoholic beverages may be transported by or through University Courtyard only if unopened and in nontransparent carrier. Campus police will be notified of violations.

first violation: written warning by authorized group leader.
Second violation: dismissal

Drugs (Controlled Substances): The unlawful manufacturing, distribution, dispensation, possession or use of a controlled substance (illegal drugs) on the campus (including University Courtyard) will result in a resident being dismissed for the first violation of this rule. Campus police will be notified.
Harassment: The unwanted imposition of attention, and/or objectively offensive conduct directed by or against a resident is unacceptable, and may also constitute a violation of law.

first violation: written warning by authorized group leader.
second violation: dismissal

Weapons and fireworks: unauthorized possession, use or storage of weapons or fireworks is strictly prohibited. For example: BB guns, pellet guns, starter pistols, CO2 guns, paint guns, as well as any other similar type of gun, and will result in a resident being dismissed for the first violation of this rule. Campus police will be notified.
Gambling and lotteries: These are illegal, and will result in the resident being reported to the campus police, and dismissal may thereafter follow.
Maximum occupancy: For reasons of health and safety, the maximum occupancy in any suite is 10 persons. Violations will result in conferences with the authorized group leader.
Lockouts: There will be no charge for a resident to be let into his/her room if done so by an authorized group leader. There will be a $25 charge by University Courtyard to the group to replace a lost key or to provide new key due to lockout.
Noise: Quiet hours are from 11:00 pm to 7:00 am , seven days a week.

first violation: written warning by authorized group leader
subsequent violations may result in dismissal.

Pets: Pets are specifically not allowed at or in University Courtyard, and will be immediately removed upon discovery.

first violation: verbal warning from authorized group leader
possible dismissal for a repeat offense.

Room changes: If a resident requests a room change, a fee of $50 will be assessed by University Courtyard to the group for each room change. (Subject to space available within designated building)
Windows and window screen: Windows and window screens are not to be removed by residents. The minimum replacement fee is $75. The fee may be substantially more if there is damage to the screen housing, or the screen is on the second or third floor.

violations: the group will be assessed a minimum of $75 for removed window screens. In the event that the specific resident cannot be determined, the authorized group leader will have a suite or wing conference. If the problem persists, the resident(s) may be dismissed and each charged with a common area damage fee.

Furniture removals: It is a violation of policy to remove or exchange University Courtyard furniture from any room or area.

first violation: written notice by authorized group leader
second violation: dismissal

Visitors and guests: Overnight guests are not permitted at University Courtyard past 11:00 pm on any night.

first violation: written notice by authorized group leader
second violation: dismissal

Smoking: It is against the law to smoke in any state building including California State University and University Courtyard buildings. The University and University Courtyard's policy permits smoking only in designated outdoor areas and it is not allowed on balconies.

first violation: written warning from authorized group leader
second violation: dismissal

Candles: Candles are prohibited in University Courtyard.

first violation: written warning by authorized group leader
second violation: dismissal

Cooking: Cooking by residents, except use of provided microwave, is prohibited in University Courtyard.

first violation: written warning by authorized group leader
second violation: dismissal

Disruptive Situation: It is the policy of University Courtyard that each resident must be considerate of the comfort of other residents. As a result, at all times, each resident should conduct him/herself so as not to create a disruptive situation for others.

first violation: conference with authorized group leader.
subsequent violations may result in dismissal

Fighting: Fighting is a violation of law, and is prohibited. Campus Police will be notified.

first and any subsequent offense: possible dismissal.

General guidelines and the above policies will be published in the Summer Conference brochure placed in rooms as well as posted in the Atrium.

Check-In/ Out

Question: I’m used to staying at a hotel where you check in and out any time at their 24-hour desk. How does check-in and check-out work at University Courtyard?
Answer: A group arranges in advance their specific check-in date and time and their check-out date and time - maximum two hour time slot.

Arrival and Departure
- Dates: Groups can not arrive before or depart after the prearranged check-in and check-out dates as the executed license agreement and liability insurance specifies the time period. Subject to space availability, the license agreement may be revised to reflect an earlier or later check-in or check-out date with a minimum of 30 days advance notice as long as the license agreement and liability insurance dates are also revised.
- 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 into 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. If available, there is an $8 per person fee for early check-in (between 8 am-2 pm) and an $8 per person fee for late check-out (between 10 am-4 pm). Arrangements must be made a minimum of 14 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 Process Overview: At a centrally located check-in site near the assigned hall, University Courtyard staff check-in a group at the prearranged time (after 2 pm and within a two hour time period) on the day a group takes occupancy. A “master” Check-in/Check-out Inventory Form is University Courtyard’s record of the condition of each room or suite and is prepared by University Courtyard staff prior to your group’s arrival. Each person checking into a room must sign a check-in form indicating they agree with the condition of the room and sign for their room key, linen (if provided), meal card (if provided). If linen is provided, each person makes their own bed. If the group leader prefers, each person can be provided with a Check-in/Check-out Inventory Form and is then responsible for going to the assigned room, recording any damages or missing items, and returning the form to the check-in site within 30 minutes of check-in. The group is charged for any damages or missing items that is not recorded on the form.
Check-out Process Overview: At a centrally located check-out site near or in the assigned hall, University Courtyard staff check-out a group at the prearranged time (by 10 am) on the day the group departs. Each person is responsible for leaving their room in the same condition as found. The room key and meal card along with linen, if provided, must be returned and the Check-out form signed. Staff will record whether or not all of the items were returned including each piece of linen provided. The group will be charged for any missing items or damages.

Safety & Security

Question: What happens if an emergency occurs at University Courtyard during our stay?
Answer:

Group responsibility overview:
- Emergency Contact - Provide University Courtyard staff with a 24 hour/7 day a week emergency contact number to be used by University Courtyard staff or emergency personnel should an emergency occur.
- Guest Supervision - Appropriate adult to youth supervision (under 21) by group is required at all times when using the facility and/or grounds. This supervision plays a significant role in the successful and positive interaction between the many different groups staying at University Courtyard during the same time period, assists with emergencies that may occur and decreases the possibility of damages.
- Emergency and Health Insurance Information for each guest must be provided to emergency personnel by the group leader or their representative. Groups are strongly encouraged to have each attendee complete emergency and health insurance information and to keep the copies with the group. University Courtyard is not responsible for illness or accidents to group's attendees or guests. Groups carry liability insurance and may suggest that their attendees obtain renters insurance.
- Liability Insurance: Groups are required to carry and provide liability insurance that meets the minimum requirements outlined in the Terms and Conditions section of the “Summer Housing Facility License Agreement.”
- Evacuation: In the event of a fire, earthquake, or other disaster, the group’s representatives evacuate their hall and assemble group members in parking lot G. Everyone must exit the building until the fire marshal or government emergency personnel authorize access to the building. University Courtyard staff can provide information about how to evacuate a building. University Courtyard staff will also respond to an emergency and assist with evacuation.
University Courtyard’s security features:
- Electronic key system with coded room key provided for each guest.
- Doors to each hall are locked 24 hours per day and guest room key provides access to assigned hall.
- Bathroom doors in the community style halls are locked 24 hours a day and guest room key provides access to assigned bathroom.
- Patrols of the buildings, hall interiors, grounds, and parking areas are conducted during the late evening and early morning hours by Public Safety Assistants (PSA’s) trained and advised by a University Police Officer. These PSA’s patrol in pairs and walk through every occupied floor of every building every night.
- Fire Alarms throughout the buildings.
- 24 hours/7 day a week staff that live on-campus and professional on-call staff .

Question: What happens if something gets lost or stolen?
Answer: University Courtyard is not responsible for any lost or stolen items. Group’s carry liability insurance and may suggest that their attendees obtain renters insurance. Lost items can be checked for at the Atrium Customer Service Desk or the University Police Department.

Parking:

Question: Where can our group park their cars or our buses?
Answer: Lot G is located adjacent to our complex and there is no charge for summer conference groups to park cars in this lot during their stay. If the lot is used for a pay event, arrangements will be made to issue “special permits” to guests. Special arrangements for bus parking can be made in specified lots. A daily parking permit must be purchased to park in any other University lots. See http://www.csufresno.edu/parking/

Room Information

Question: How big are the rooms?
Answer: In a community style hall, most double or large single occupancy rooms are 15 feet, 10 inches by 11 feet, 2 inches. In a residence suite most double occupancy or large singles are 14 feet by 12 feet 2 inches. All small singles or singles in a 1, 2 or 3 bedroom are approximately 8 feet, 10 inches by 12 feet 2 inches. Photographs of the rooms are included in the tour section Click Here to View our Summer Conference Tour

Question: What should our guests bring for their room?
Answer:Below is a list of some suggested items:

Linens (extra long twin sheets, bedspread or blanket, pillowcase, and towels) unless the group has ordered the linen package.
Pillow and pillowcase.
Alarm or clock radio.
Personal care items (shampoo, deodorant, hairbrush, hair spray, toothbrush/paste, bath and laundry soap).
Summer clothes, swimsuit, and clothes hangers.
Telephone - A pay phone is located outside of the Atrium. Group leaders may provide their guests with phone service only by arranging and paying for the service through the Fresno State Information Technology Services Office at 559.278.7502. Reservation with hall/room/and bed number must be submitted to the Fresno State Information Technology Services at least 30 days in advance. Phone instruments are not included and must be provided by the group leader or their attendees. Due to the cost and time period for connection, we do not suggest that you arrange for telephone service.
Television - T.V. viewing is available in the Atrium Lobby. Basic cable service is included. Guests may bring a television for their room.

Question: How big are the beds/mattresses?
Answer: The mattresses are 80” long by 36” wide and take extra long twin sheets or flat twin sheets.

Question: Is there internet, broadband, or DSL service in the room?
Answer: No. The campus has a wireless network and there are several places on campus that you can connect. However, arrangements to secure a password must be made at least 30 days prior to arrival.

Question: Can our group bring their own a telephone/answering machine, TV, stereo, VCR, refrigerator, vacuum cleaner, coffee maker?
Answer: Yes you can. A television in the Atrium is available for all guests to use and there is a television in the first floor lobby of each of the community style halls if assigned to the hall. If someone chooses to bring their own television, there is free basic cable service provided. Telephone hook-up and service is available at an additional fee and guests supply their own telephone. However, due to the cost and time period for connection, we do not suggest that you arrange for telephone service. A pay phone is located outside of the Atrium. We do supply a microfridge (compact microwave/freezer/refrigerator combination) to share with roommates or suitemates. If guests choose to bring their own refrigerator, it must be 2.5 cubic feet or less. Vacuum cleaners are available for check-out at the Atrium desk.

Question: What is the difference between community style and residence suites?
Answer: Community style halls have three floors. Each floor has two wings and each wing is gender designated based on the group’s needs. On each wing is a hallway with rooms located across from each other and a common, gender designated bathroom. Group supervision of youth groups is facility by the buildings design. In addition, adult groups find it easier to communicate and build a team atmosphere. Other groups are assigned to unused wings or floors within the same hall. We typically do assign more than one group to a the same wing.
Residence Suites are one (limited), two or three bedrooms. From two to six people share a suite. The roommates and suitemates share a living room and bathroom. Since there is not a common hallway and each suite has a separate entrance, guests have to make a greater effort to get involved in the group’s activities and events. All beds within a suite must be used before assigning guests to another suite unless there are gender matching issues. Other group’s are assigned to unoccupied suites located on the same floor or within in the hall.

Question: What is provided in a double occupancy room?
Answer: All double occupancy rooms are furnished with:

Bed (extra long twin -- 80” x 36” wide)
3-drawer dressers
large desks
book carrels with task light
2-drawer file cabinets
2-position chairs
closets
Community style bedrooms have: Microfridge (compact microwave, freezer, and refrigerator)
Residence suites living rooms have: Microfridge (compact microwave, freezer, and refrigerator) , loveseat, chair, and bookcase.

Question: Can we assign men and women together?
Answer: A bedroom cannot be shared with someone of the opposite gender. Men live with men, and women live with women. In Baker, Graves and Homan community style halls, a wing is designated as male or female; however, men and women live within the same building. Bathrooms are gender designated on each wing. In the suites, an entire suite is gender designated. Exceptions can be made for adult groups with family and children during the summer conference season.

Amenities:

Question: What are the amenities that University Courtyard offers?
Answer: Available for guest use are a variety of amenities in the Atrium facility that is open 24 hours from the first weekend in June through the second weekend in August (unless noted differently) including

Fitness Center for individuals 16 years of age or older with stair-steppers, treadmill, elliptical and a variety of equipment.
Outdoor patio area with tables, chairs, and umbrellas.
Big screen television with basic cable service and in-house movies.
Outdoor swimming pool is open from 3 pm to dusk and staffed by a lifeguard for all guests to use. Once per week during your group’s stay, the pool can be reserved for the exclusive use of your guests for a maximum of 2 hours (see Preliminary Request form). All reservations for the pool must be made thru the Summer Conference Office prior to the group’s arrival. Reservations are not accepted for July 4. In the event that a lifeguard is not able to be present, the pool will be locked down and unavailable for use.
Coin-operated pay phones and coin-operated laundry facilities are available.
Atrium Customer Service Desk is open 24 hours daily beginning June 4.
Supervision by your group’s adult member(s) is required at all times when guests under 21 are using our facility or grounds.