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Conference Center Policies

 

Guest Count
Catering
Payment Options
Parking/Permits
Cancellations
Responsibility /Damages

Guest Count

Final guest counts must be guaranteed three (3) business days prior to the date of the event.  No reductions will be accepted after this time.  The number charged is based on the function guarantee or actual number in attendance, whichever is greater.  If no final count is given, you will be billed for your highest estimated count.

Catering

All food and beverages served at the Center for Health Research Conference Center must be arranged and provided by the Pine Barn Inn.  Catered events should be scheduled 48 hours in advance.  Please contact the Center for Health Research Conference Center Manager at extension 214-5171.

Payment Options

 Any catered event that is not billed to an internal cost center must be paid for at the time of service by the customer.  Acceptable methods of payment are a personal check made payable to the Pine Barn Inn or a valid credit card.  A receipt will be provided by the Pine Barn Inn.

Parking Permits 

Permanent passes will only be given out to the Executive Staff and any other individual requested through the Associate Vice President, Center for Health Research.  Outside visitors of the Center will have to register their license plate numbers into log books located at the reception desk and receive a visitor pass to display on their dashboard.  Attendees of meetings during business hours will have to park in the Main Parking Lot and ride the shuttle bus.  Please inform the shuttle bus driver that you would like to be dropped off at the Center for Health Research.  Contact the conference center manager to arrange parking for special events and after business hour events.   

Cancellations

Cancellations of any event must be received by  the conference center manager at least 24 hours in advance.  Cancellations less than 24 hours in advance will result in charges for all labor and food costs incurred.

Responsibility/Damages

Each event must have an individual designated with the responsibility for coordinating the activity and who may be held accountable for any problems and/or damages arising from the event. Financial assessment for the facility and furnishings damages will be on a personal basis if it is determined that such damage was created by negligence or improper use of the facility.