Financial Details

Payments

Guests must prepay in full when submitting reservation forms. Reservation forms are due no later than 21 days prior to the conference. Payments may be made in U.S. dollars by Visa, MasterCard, American Express, check from a United States bank account, purchase order or money order. Please make remittances payable to the University of Washington. Purchase orders will not be accepted upon check-in unless advance arrangements have been made.

NOTE: Reservations will not be confirmed without the appropriate advance payment.

When guest room and board charges, meeting space, audio-visual, catering and other conference-related expenses are paid by the conference, either a University of Washington budget number will be required or a payment plan will be set up whereby all of the conference's estimated costs are paid in advance. Payments made on behalf of the conference using credit or debit cards will incur convenience fees for processing.

Billing

The Conference Services Office will process and invoice any final charges following the conclusion of the conference. Payment of the final invoice is due within 30 days of the invoice date. If the full payment is not received within 30 days, the balance owing will be subject to a monthly late payment charge as detailed in the conference's Letter of Agreement.

Deposits

Conference groups will be required to provide advance deposits to confirm or guarantee the number of rooms reserved. The amount of this deposit is usually ten percent of the total estimated conference charges, and may be negotiable, based partially upon the past history of the group. If minimum attendance levels are met, the full deposit will be applied to the final billing or refunded to the organization. If minimum attendance levels are not met or if the conference is canceled, all or part of the deposit may be forfeited.

Cancellation

Guests who cancel on or before the reservation deadline date will receive a full refund, less the Reservation Fee. Guests who cancel after the deadline but before the scheduled check-in date forfeit the Reservation Fee and Late Reservation Fee (if applicable), plus ten percent of the package rate or one day’s room and board, whichever is greater.

No Shows

Guests who do not cancel in advance, and do not check in, forfeit the full pre-payment. This policy applies to Name Lists as well as individual reservations.

Early Arrival and Late Departure Housing

Early Arrival and Late Departure guests may be housed on a different floor or in a different residence hall than where the conference will be housed. The guests would then move to the Conference’s assigned residence hall and floor(s) on the official check-in day. There is no refund for canceled Early Arrival or Late Departure nights after the reservation deadline date.

The Reservation Fee and Late Reservation Fee for individual reservation forms are nonrefundable.

Insurance Requirement

The University of Washington may require groups staying on campus to deliver a valid Certificate of Insurance evidencing commercial general liability coverage with limits of not less than $2,000,000.00 per occurrence and providing coverage for physical/sexual abuse and molestation. The certificate shall name the "Board of Regents of the University of Washington" as an Additional Insured and shall provide 45 days' written notice to the University of Washington of any cancellation or substantive changes.

The certificate or the endorsement must contain the following language: "As respects the insured’s operations, this insurance is primary to and not contributory with any insurance or self-insurance maintained by the University; and there is no exclusion or internal limit as respects guests, and physical/sexual abuse and molestation."

Depending on the nature of the program, some conferences will require higher insurance coverage limits. Contact the Conference Services Office if additional information on higher insurance coverage is needed.