Conferences :: Mount Allison University

A fee of $1.50 per person will be added to the catering invoice for functions catered outside of Jennings Hall. The $12 delivery fee will not be applicable.
Any reception requiring Food Services personnel for over 3 hours will be subject to a surcharge. This charge will fluctuate, depending upon the number of staff required to supervise the event.
A fee of $35 will be charged if Aramark is required to cut and tray the cake.
Linen tablecloths and napkins are included in the price of catering.
Orders must be confirmed one week in advance with the Manager of Housing and Conference Services. Guest numbers to be confirmed within 72 hours of event.

The bride and groom will designate a person in the wedding party who will serve as a contact for Campus Police and Bar Services staff, should they be needed during the event.
Campus Police and Bar Services will be required at all receptions where alcohol is being served.
Bar Services and the Manager of Housing and Conferences will determine the numbers of Campus Police necessary.
Guests are not permitted to bring their own liquor into an event. Bar Services must provide and serve any and all alcohol at an event.
Guests are not permitted to take liquor outside of the licensed area.
The bar may be closed at the discretion of the Bar Services Manager or Campus Police if necessary.
Sponsorships from breweries, etc are not permitted

Facility rental includes the provision of tables and chairs. Set up is not included in this fee.
If the client would prefer Conference Staff to set up tables and chairs for the event, it will be charged out at $20 per staff hour, minimum one hour.
Decorating is the responsibility of the client. Tape and staples are not permitted. Nothing should be placed on the mantle in Tweedie Hall. Decorations must be removed the following day by noon.
Keys to facilities such as Hesler Hall and Tweedie Hall can be signed out by the client for their convenience. Should a key be lost, the client will be responsible for the rekeying of the facility.
If extra time is required by custodial staff for cleaning after the event, the client will be charged accordingly.
A Socan fee of $75.00 will apply to events with music or dances.

On campus accommodation for guests can be arranged through the Conference Office prior to the event.
Guest check in after 5:00 pm should be pre-arranged through the Conference Office as a courtesy to the Conference Staff.

A 10% deposit on the facility is required upon booking. This deposit is non-refundable.
A 50% deposit is required one month prior to the event based on a quote of the total bill provided by the Conference Office.
Payment must be received in full within 30 days of invoicing.

The University reserves the right to decline use of its facilities to any organization, group or individual. The University also reserves the right to cancel future booking privileges for space on campus by individuals or groups who do not conform to the terms of rental or usage. All groups are responsible for the cost and repair of damages which may occur during the rental period.

The grounds of the University, while private property, are open to any member of the public so long as members conduct themselves within the law and within the rules of the University. In an effort to maintain campus aesthetics, the use of large signs, posters and banners is discouraged. Before any signs and/or banners may be installed on campus, permission must be obtained from the Conference Office.

The requisitioning conference group undertakes not to publish or display, or cause or permit the publication or display of any notice, poster, sign, symbol, emblem or other similar representation which promotes hatred or discrimination against, or exposes to contempt, any person or group of persons because of color, race, ancestry, place of origin, ethnic origin, citizenship, creed, sex, age, marital status, family status or handicap. The contravention of this condition will result in the denial of the use of University facilities to the offending conference group for an indefinite period.

Loitering in the hallways of academic buildings is discouraged. This noise disrupts others working within the building.

The conference group acknowledges and accepts that they may not receive the residence they have requested. The University will make every effort to provide the residence of the conference group's choice, however circumstances may require the University to assign a different residence. As much advance notice as possible will be provided by the University in the event of a change.

The conference group is responsible for ensuring the number of rooms for their conference participants. Should the conference group overbook residence space, they will be charged for the booked space. Conferences Mount Allison will not assume responsibility for the unavailability of residence space, if the conference group under-books.

All participants must check out of rooms by 11 am on the day of departure. Should the program run past the 11 am check out time, arrangements may be made for the storage of luggage only if the University is notified at least 48 hours prior to the individual/organization's arrival. Late departures may result in an extra charge.

Dropping or throwing items out of buildings will not be tolerated. Any items intentionally or unintentionally thrown out of windows will result in the immediate eviction of the individual(s) responsible. A fine in the amount of $100 will be assigned to the conference group's master bill, or individuals' bill and the conference group or individual will be financially responsible for the entire stay of the individual's reservation. No refund will be given for any part of the reservation of the individual evicted.

Any person(s) found misusing fire equipment or pulling a false fire alarm will be immediately evicted from the university campus. A fine in the amount of $100 will be assigned to the conference group's master bill, or individuals' bill and the conference group or individual will be financially responsible for the entire stay of the individual's reservation. No refund will be given for any part of the reservation of the individual evicted.

The University will not tolerate smoking in academic facilities, meal halls, and residences. Non-adherence to this policy may result in an eviction from the university campus and the conference group or individual will be financially responsible for the entire stay of the individual's reservation. No refund will be given for any part of the reservation of the individual evicted.

Tape is not permitted on the walls of academic and residence buildings. If an adhesive is required to fasten a poster to the wall, it is recommended that fun-tack be used. Fun-tack can be purchased through the University's Conference Office, Conference Centre, or Housing Office.

Excessive noise which disrupts the activities of others is unacceptable on campus and in particular this pertains to the operation of sound amplification systems. It should be noted that the University is not exempt from the Town of Sackville's noise by-law. Excessive noise which disrupts the activities of others will not be tolerated. Volume of conversation or music should be at a level in which normal conversation can be carried on. No radios or stereos of any form are permitted outside university residences nor in the quad area.

Key replacements and the costs incurred to change the locks because of lost and/or damage keys, will be invoiced directly to the conference group responsible. Key replacement cost is $10 per key or $20 per set.

The University is not responsible for the replacement of stolen or lost property belonging to conference guests. The University will make every effort in locating these items.

Alcohol is not permitted in hallways, lounges, T. V. rooms or within residence space unless it has been approved by the University's Director of Conferences. Open or closed liquor cannot be brought into the cafeteria(s), Tweedie Hall, or any other public area. Should the conference group wish to use those facilities designated as restricted, arrangements must be made two weeks in advance with the University's Conference Office to book Bar Services.

If the conference group will be paying for residence accommodations, a 10 per cent deposit will be required. Should the conference group participants be responsible for their own accommodations, the first nights rate is due two weeks prior to the event taking place. Failure to pay in advance will result in a non guarantee of the accommodations booking.

Should the conference group cancel all arrangements with the University less than thirty days before the scheduled starting date of the conference, a penalty charge of 10 per cent (of the gross resulting from bookings made) will be levied to the Conference Group.