The following deadlines and penalties must be disclosed to guests and enforced by the conference:
Deposits
Conference groups may be required to provide advance deposits to confirm or guarantee the number of rooms reserved. If minimum attendance levels are met, the full deposit will be applied to the final billing. If minimum attendance levels are not met or if the conference is cancelled, all or part of the deposit may be forfeited.
Payments
Conference Services requires prepayment in full for all estimated room and board charges, meeting facilities, audio-visual, catering and other conference-related expenses prior to arrival.
Guests must prepay in full when submitting reservation forms. Reservation forms are subject to a late fee. Reservations will not be confirmed without the appropriate advance payment.
Payments may be made in U.S. dollars by Visa, MasterCard or check drawn from a United States bank account. Please make remittances payable to the University of Washington.
Billing
The Conference Services Office will process any final charges following the conference. Final payment is due within 30 calendar days after the invoice date.
Cancellation
Reservation Form: Guest cancellations on or before the deadline date will receive a full refund, less the Housing Reservation Fee. Guests who cancel after the deadline but before the scheduled check-in date forfeit the Housing Reservation Fee and Late Reservation Fee (if applicable) plus ten percent of the package rate or one day of room and board, whichever is greater.
Name List: Guest cancellations on or before the deadline date will not be charged. For cancellations after the deadline but before the scheduled check-in date, the conference will be charged ten percent of the package or one day of room and board, whichever is greater, per guest.
Substitutions
Reservation Form: Substitutions will not be accepted.
Name List: A substitution of the same gender may take the place of a cancelled guest through the day of check-in. A substitution of a different gender may take the place of a cancelled guest through the day of check-in only if comparable accommodations are available in the conference’s block of rooms.
No-Shows
Reservation Form: Guests who do not cancel on or before the deadline date and do not check-in forfeit their entire prepayment.
Name List: Guest reservations that are not cancelled by the deadline date and for which a substitution has not been made will incur a charge of ten percent of the package or one day of room and board, whichever is greater, per guest.
Insurance requirement
The UW 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 UW 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 of Washington; 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.