Policies and Procedures

I. FACILITIES AND EQUIPMENT

  1. The Renter acknowledges that it will not have exclusive use of the College’s facilities. The Renter agrees to conduct its activities as not to interfere with activities carried on by the College or by any other party renting facilities from the College.
  2. All facilities and equipment (meeting rooms, outdoor playing fields, media needs, etc.) must be requested on the Pre-Arrival Form, and are subject to availability.
  3. The College does not provide athletic equipment for sport-oriented conferences. The College does have some equipment for recreational purposes. Please indicate on the Pre-Arrival Form if you plan to have a recreational activity, and what equipment you would like to request.
  4. The Renter is prohibited from interfacing a sound system with the existing system in Porter Hall. The College’s media personnel are the only technicians allowed to operate the sound system and/or lights in Porter Hall, unless the College authorizes and approves a qualified technician.
  5. The College endeavors to make its facilities available to everyone. The Renter shall notify the College at least three weeks in advance if a participant of its program has a disability which requires special accommodation and all specifics thereof.
  6. The Renter agrees to direct all requests for custodial, facility, and equipment needs to the Conference Center office at the College. The Renter shall not contact individual departments directly, except for emergency calls to the Public Safety office.

II. FINANCIAL CONSIDERATIONS

  1. Charges for lodging, meals, linen, facilities, and equipment are listed on the current year Conference and Event Rate Schedule.
  2. Booking Deposit
    1. The Renter shall pay a non-refundable deposit of $1,500.00 to the College to confirm the initial reservation.
    2. The booking deposit will be credited to the Renter after the completion of the rental period.
    3. The Renter may cancel at any time, but the booking deposit is non-refundable. Cancellation provision and charges are specified on the contract.
  3. Charges for any damages assessed by the College will be determined by repair or replacement costs, including related expenses for any reasonable loss of business income or activity.
  4. The Renter agrees to inform the College of all Day Visitors (those not lodging overnight) who attend a part or all of a conference.
  5. In the case of an invoice that has been adjusted by the College after departure, the Renter agrees to pay the corrected balance due within ten (10) days of notification.
  6. The College is not able to cash personal checks of the conference guests.
  7. Lost College Owned Items
    1. Charges for lost keys are as follows:
      1. Individual room keys = $40.00
      2. Each Master key = $40.00 times the number of doors it opens
      3. All keys are considered lost if not returned at or before the time of departure
      4. We do not accept keys returned by mail.
    2. Charges for lost Pillows and Blankets are as follows:
      1. $25.00 per blanket
      2. $11.00 per pillow
    3. The charge for a lost trash can is $10.00
    4. The charges for lost linen (if rented from the Conference Center) are as follows:
      1. $20.00 per sheet
      2. $14.00 per bath towel
      3. $6.00 per hand towel
      4. $6.00 per pillow case
      5. $5.00 per wash cloth
  8. Westmont College is not responsible for any personal items brought on campus by the Renter or any participants of their group. We do not guarantee that lost items will be returned after departure.
  9. The College will keep restroom and lounges clean and equipped with necessary items. The College will not be responsible for cleaning individual room during your stay. If excessive cleaning is required in the bathrooms, lounges, individual rooms, or other meeting or outdoor areas due to Renter use, the Renter will be additionally charged for the service.

III. COLLEGE REGULATIONS

The Renter is required to adhere to all College policies, regulations, guidelines, and all local, state, and federal laws concerning health, safety, and public order. The Renter agrees to communicate the terms and expectations of this agreement to its staff and conferees. The Renter also agrees to take responsibility for the implementation and enforcement of these items. Unless otherwise stated, a fine of $50.00 may be imposed for infractions subsequently listed. College regulations include, but are not limited to the following:
  1. Fire related policies
    1. It is illegal to tamper with fire equipment. If a smoke detector begins to "beep," call Public Safety at 6222.
    2. No candles, oil lamps, or open flames of any sort may be burned on campus.
    3. Possession or use of fireworks, explosives, or volatile materials on campus is prohibited. The fine for use of fireworks is $100.00 per infraction.
    4. Hot plates, toaster ovens, or similar appliances are prohibited in College buildings. No cooking is allowed except in kitchen areas.
    5. Building entrances, hallways, and access-ways may not be blocked at any time.
  2. Safety and Damage Concerns
    1. Roofs are completely off-limits for conferees.
    2. “Water-fighting” or practical jokes using water or any liquid substance in College buildings or outdoors are prohibited.
    3. Throwing objects of any type, including balls or "Frisbees” is dangerous. Discretion is expected for outdoor play of this type. Indoor play is prohibited.
  3. Road Signs, RV's, and Automobile Restrictions
    1. Homemade road signs are considered unsightly by the College's residential neighbors. Since the route to the College from Highway 101 is clearly marked, no signs may be posted by the Renter to direct conferees to the campus. A map and directions to Westmont can be found on the area map page.
    2. Staff or conferees may not use RV's for meals or lodging. Such vehicles may not be parked on campus overnight, even if they are used as a form of group transportation.
    3. Vehicles must be parked in marked spaces only.
    4. Vehicles are not to be driven on pathways or walkways.
    5. The posted maximum speed limit on campus is 15mph.
    6. Pedestrians have the right of way at all times.
    7. Parking in service or fire lanes is expressly prohibited. In order to comply with County restrictions, the Renter must maintain fair and orderly parking, provide for the safety of all present, and insure ready access for emergency and refuse vehicles. The College is authorized to fine the Renter and/or tow violators. Towing will be done at the expense of the owner/operator.
    8. Visitors may not park in spaces reserved for faculty, resident directors, etc.
  4. Harassment
    1. Westmont College prohibits and will not tolerate harassment of any kind (including all forms and degrees of sexual harassment) to any member of the College community or any other person on campus. Westmont’s Harassment Policy, found at www.westmont.edu/risk/docs/HrsmtPlcy.html, is deemed a part of this document.
  5. Building/Furnishing Alterations
    1. Remodeling or renovating rooms or furniture, removing or adding furniture, tampering with electrical, mechanical, or telephone fixtures or with windows or window screens is not allowed without authorization from the Conference Office.
    2. If alterations have been authorized, the Renter agrees to return all rooms to their original condition. Renter will be charged $75.00 per hour for all labor and additional costs for materials to return rented facilities to their standard operating condition.
    3. Attaching any object to the College premises by nail, screw, "double stick" foam tape, or any adhesive which permanently stains, alters, or damages the premises without expressed permission by the Conference Office is prohibited.
  6. Noise Restrictions and Considerations
    1. The Renter must be considerate of both Westmont and the Montecito community. Any workouts that require synchronized verbal commands and responses must be specifically arranged with Conference Center prior to arrival. Such workouts cannot be conducted before 9:00 a.m. or after 5:00 p.m. unless otherwise authorized by the Conference Center. Violation incurs a $200.00 fine.
    2. No megaphones, air-horns or "bullhorns" of any type may be used outdoors.
    3. Amplified sound outside of buildings is strictly prohibited.
    4. After 5:00 p.m. the following noise restrictions shall be observed:
      1. Organized group activities will not be allowed outside which use synchronized verbal commands or responses. (Spontaneous cheering is allowed.)
      2. Between 9:00 p.m. and 7:00 a.m. no outdoor organized group activities shall be permitted, except for jogging or walking, unless otherwise authorized by the Conference Center.
      3. Quiet hours are from 10:00 p.m. to 6:00 a.m. After 10:00 p.m. all windows and doors shall be closed in buildings where organized group activities and/or amplified sound is taking place.
      4. The noise restrictions for summer activities listed in items (a-c) above shall also apply to the off-campus activities of any affiliated outside groups when they are within the immediate area of the Westmont campus. Failure to abide by the above outlined noise restrictions will result in a $200.00 fine for the first violation and a $400.00 fine for each subsequent violation.
    5. Profanity and excessive noise is an affront to the Westmont and Montecito community. The College will not tolerate such abrasive behavior or inconsiderate language.
    6. There are year-round residents (employees of the College) that live in the resident halls. They appreciate all efforts to respect their privacy.
    7. The parking lots on upper campus may not be used for recreational purposes, unless approved by the Conference Center.
  7. Skateboards, Tobacco, Alcohol, and Other Restrictions
    1. Skateboards and roller-skates/roller-blades are prohibited.
    2. It is the policy of Westmont College that it be free of illicit drugs, tobacco, and alcoholic beverages, and free of their use. The College wishes to provide a tobacco-, alcohol-, and drug-free environment for its students, employees, and guests. The on-campus possession or use of a controlled substance, including tobacco and alcohol, is prohibited.
    3. Gambling or solicitation in any form is prohibited.
    4. Male and female staff and conferees may occupy the same floors or buildings, but shared rooms are reserved for married couples or occupants of the same sex. Cohabitation is prohibited.
  8. Pets
    1. No pets are allowed on campus.

IV. COLLEGE RIGHTS

The College may exercise the following rights:
  1. To enter any room for the purpose of inspection, repair, or emergency.
  2. To reassign residents within a residence hall in order to accomplish necessary repairs and renovation to the building.
  3. To revoke the Renter’s privileges, including residency in or utilization of any of its buildings or grounds, for violating any term or provision of its contract or College policies.
    1. The College shall have the right to insist that the Renter vacate the premises, forfeit the deposit, and pay the contracted rate for lodging, meals, equipment, and facilities for both the days of occupancy at the College, and the remainder of days stated in its contract.
    2. The College also reserves the right to demand the removal of individuals who do not adhere to the expectations, regulations, and policies listed in its contract or College policies.