16-017_ODP Soccer

LETTER OF AGREEMENT

Prepared for the Olympic Development Program – Region 1 for the dates of: June 25-27, 2016.

Submitted to: ODP – Region 1
Ms. Kathy Helm

Phone: 717-490-1628
Fax: 703-563-7479
E-Mail: [email protected]

Submitted by: Office of Conference Services
Date: Washington College
300 Washington Avenue
Chestertown, MD 21620
Attn: Shirley Loller

Phone: 410-778-7253
E-Mail: [email protected]

March 24, 2016

Washington College (WC) is pleased to submit this Letter of Agreement for the Olympic Development
Program – Region 1 (ODP) from June 25-27, 2016. We look forward to welcoming you back to our

campus. I personally hope that you will let me know if there is anything I can do to be of assistance to

you.

ROOM COMMITMENT

WC is currently holding the following block of rooms for ODP based upon an anticipated attendance of
100 overnight guests.

Dates June 25-27, 2016 (2 nights)
Days Saturday through Monday

Dorm Room Category Deluxe
Location(s) Sassafras Hall (104)
Chester (100) and Garrett (15)
Total Beds Available 219

 Guests are responsible for providing their own linens, including sheets, pillows, towels, etc.
 Common areas will be cleaned daily; housekeeping will not enter nor clean bedrooms while

occupied.
 Staff to check in after 3 pm on Friday, June 24.

ROOM RATES

WC is pleased to offer the following rates which are per person, per night for the residence hall room.
Rates are subject to applicable state and county tax, currently 6% and 5%, and are subject to change,
unless other arrangements are made due to any MD Tax Exemption status you may hold.

Deluxe Accommodations $21.05 per person

ROOMING LIST

WC requests a listing of residence hall rooms which you anticipate using no later than 21 days prior to
your main arrival date. ODP will provide detailed room assignments to WC on Monday, June 13, 2016.
WC will provide ODP with the specific rooms and dorms assigned to your group with this contract for
your use in assigning rooms to your anticipated guests.

REGISTRATION & CHECK OUT TIME

Registration will be held on Saturday, June 25 from 9 a.m. until 10:30 a.m. in the 1st floor of Sassafras
Hall. Check-out will be on Monday, June 27 from 1 p.m. until 2 p.m. in the 1st floor of Sassafras Hall.
ODP will be responsible for check-outs prior to Monday, June 27. WC Conference Services Guest
Assistants will be available to assist in key and meal bracelet distribution at registration and key
collection at check-out.

During registration, WC will provide two (2) 6’ tables with cloths and 4 Chairs. Campus maps will be
available for your guests. Signage to direct guests will be in place by 8 a.m. on Saturday, June 25.

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To accommodate late arrivals after 10:30 a.m. on Saturday, June 25, WC will place remaining keys and
meal bracelets in envelopes and will give them to ODP staff. ODP will then become responsible for
distribution of keys and meal bracelets to late arrivals.

KEYS

At, or prior to registration, WC will provide ODP with 1 set(s) of Master Keys. These keys will be signed
out to the ODP Program Coordinator or designee(s). The ODP master account will be billed for any
Master Keys not returned at the conclusion of check-out, according to the replacement cost designated on
the sign-out sheet for each lost key.

ODP will pay $35.00 to WC for each guest key not returned. The total, if any, will be added to the ODP
master account. WC cannot accept any payment from guests for key deposits and/or lost keys. All charges
are applied to the ODP master account.

ADMINISTRATIVE & FACILITIES FEES

In addition to the room rate, there is an administrative fee of $2.00 per person per day for three days.
There is also a facilities fee of $0.00 per person per day for three days which covers the use of WC’s

public areas and specific facilities as outlined in this contract under Schedule of Events. This fee also

applies to non-overnight guests also referred to as Commuters herein.

Natural Grass Field Lining – 2 fields (one-time fee) $150.00
4-Seat Golf Cart (3-days) $125.00 Each
Ice and Water Service $75.00 Day

INTERNET ACCESS

Access to the WC-Guest wireless network is available for the purpose of reading and sending e-mail;
WC must receive a roster of guest full names with valid e-mail addresses, no later than 14 days prior to
arrival, in order to receive internet codes.

Guest Wireless Internet Access Complimentary

JOHNSON LIFETIME FITNESS CENTER/CASEY SWIM CENTER

Guests, 18 Years of Age or Older, may use the Johnson Lifetime Fitness Center or Casey Swim Center
during regular open hours. Proper attire, including footwear, is required at all times. Fees to be added to
the master account.

Johnson Lifetime Fitness Center Complimentary

Casey Swim Center Complimentary (18 and older)

or $50 per half hour for campers (if requested time and arrangements tbd)

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CENTRAL SERVICES

Located on the ground floor of our Casey Academic Center, Central Services is your one-stop-shop for all
your copy and shipping needs. All charges must be authorized by the ODP Program Coordinator or
designee(s) and will be applied to the Master Account.

8.5x11 Single-sided; Black and White Copies $.06 each
8.5x11 Single-sided; Color Copies $.30 each

PHONES

During the program, ODP designees may report problems or make requests by calling:
 WC Summer Conference Office – (410) 778-7253
 WC Guest Assistance (Lockouts) 24-hours a day – (410) 699-1883
 Public Safety is available 24-hours a day – (410) 778-7810

SMOKING POLICY

Smoking is prohibited in all College buildings, including residence halls, and outdoors within 25 feet of
all College buildings. Violations will result in a $250 fine, per occurrence, being applied to the Master
Account. Repeat violations may result in the loss of campus housing and/or campus visitation privileges.

MEALS

All guests staying at WC, or attending your program (Commuters) but staying elsewhere, will be enrolled
in WC’s Full American Meal Plan which provides Breakfast, Lunch and Dinner beginning with Lunch

on Saturday and ending with lunch on Monday.

WC will be providing the following meals in Hodson Hall on campus, unless otherwise indicated. These
rates are subject to Maryland State sales tax, currently 6%, subject to change by the State of Maryland.
Full menus for these dates will be available not later than May 25, 2016 and WC will forward them upon
your request.

DATE MEAL TIME NUMBER OF LOCATION PRICE PER
GUESTS PERSON
Saturday, June 25th Lunch 11:30-1 p.m. 175 Hodson Hall
Sunday, June 26th Dinner 5-6:30 p.m. 175 Hodson Hall $10.00
Breakfast 7:30-9 a.m. 175 Hodson Hall $13.40
Monday, June 27th Lunch 11:30-1 p.m. 175 Hodson Hall $7.85
Dinner 5-6:30 p.m. 175 Hodson Hall $10.00
Breakfast 7:30-8 a.m. 175 Hodson Hall $13.40
Lunch 11:30pm – 1pm 175 Hodson Hall $7.85
$10.00

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SCHEDULE OF EVENTS

Meeting and function space are reserved for the times indicated. Locations are assigned based on the
number of guests indicated below. If attendance should change, WC reserves the right to change the
location to a more suitable location based on the new expected attendance. Any changes will be
communicated to ODP immediately.

DATE EVENT TIME NUMBER OF LOCATION
GUESTS
Saturday, June 25th Registration 9-10:30 a.m. 175 Sassafras Lounge
Fields 10 a.m.-8 p.m. 175 Upper and Lower
Bermuda Fields
Sunday, June 26th Classroom 10 a.m.-10 p.m. 175 Sky Box
Drills TBD 175 JFC Fieldhouse
Fields 9 a.m.-8 p.m. 175 Upper and Lower
Bermuda Fields
Monday, July 27th Classroom 9 a.m.-10 p.m. 175 Sky Box
Drills TBD 175 JFC Fieldhouse
Fields 9 a.m.-Noon 175 Upper and Lower
Bermuda Fields
Classroom 9 a.m.-Noon 175 Sky Box
Check-out 1-2 p.m. 175 Sassafras Lounge

 Each classroom will include basic audio visual equipment including computer, projector, screen, and
audio.

 The OIT HelpDesk will be open Monday through Friday from 8:30 a.m. to 4:30 p.m. to provide
support to ODP presenters and can be contacted from any on-campus phone by dialing extension
7777.

Casey Swim Center (CSC) – Fee for use is $50.00 per half hour. The pool will not be available when
swim meets are scheduled. Please let me know if you are interested in using the Swim Center.

Hodson Game Room—Fee for use is $50.00 per hour. Please let me know if you are interested in using
the Game Room.

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DORM ROOM AND FOOD AND BEVERAGE GUARANTEE POLICY

WC hopes that you will keep the College informed as to your expected attendance as time goes on. Up to
sixty days prior to your event, you have the opportunity to reduce your expected number without penalty.
However, in no case should the expected number go below 75 participants. If the expected number does
go below 75, you will be charged for a minimum 75 participants for room and board.

Expected attendance should be reported to WC as follows:
 Sixty (60) days prior to your event, WC is to be notified of the expected attendance;
 Fourteen (14) days prior to your event a guaranteed minimum number of attendees is required to
be submitted. The final number of attendees will be submitted to WC upon arrival.

NOTE: After registration is completed, the guaranteed number and the registration number will be
compared and the higher of the two will be the number used for billing throughout the event.

DEPOSIT, BILLING AND CANCELLATION PROCEDURES

Deposit Procedure:
The following policy will be in effect for the handling of payments, deposits, reviews and final payment
of all charges to the Master Account.

 A good faith deposit of $1,000 is required upon signature of this agreement. This deposit is non-
refundable and will be applied to the master account established for this program.

 May 1, 2016: A second deposit in the amount of $0.00 will be due.
 June 1, 2016: A third deposit in the amount of $0.00 will be due.

Cancellation Procedure:
 Cancellation prior to May 1, 2016; the good faith deposit will be forfeited
 Cancellation after May 1, 2016, the good faith deposit will be forfeited.

Final Billing:
A master account will be established for your group and all actual charges and deposits will be posted
there. A final invoice reflecting all postings to your master account will be sent to ODP within 20 days of
your final event. All invoices are due within 30 days of customer receipt of invoice. During the course of
your program, at your request, your WC Conference Services contact will be available and more than
happy to review your preliminary Master Account bill. A 10% late fee will be added each month the
invoice is not paid past the due date.

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LIABILITY
ODP will defend, indemnify, and hold WC harmless from any and all claims, liability, loss and expense,
including but not limited to reasonable attorney fees and costs actually incurred by reason of injury to
persons or property resulting from the use of facilities described in this document.
1. INSURANCE. ODP must obtain at its own expense, and keep in effect during this contract

period, an insurance policy of public liability insurance in which both WC and ODP are named as
the insured. Minimum policy limits of $1,000,000.00 for bodily injury (including death) and
$1,000,000.00 for property damages are required. This policy must cover injuries to persons or
damage to property in or about WC as a result of the privileges granted by WC to ODP. ODP
must provide WC with a certificate of insurance verifying this required coverage at the signing of
this agreement.
2. LOSS/THEFT/DAMAGE. WC assumes no responsibility for personal injury, or lost, stolen, or
damaged property belonging to guests, participants or staff. ODP shall be financially accountable
for missing and/or damaged WC property, which can be reasonably attributed to its participants.
Charges will be added to the master account.

OPTION DATE
This commitment is being held for 20 days following the date of this contract. After this date, should the
signed agreement and deposit not be received, the commitment will be released automatically.

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PERFORMANCE OF THE CONTRACT

The performance of this agreement by either party is subject to war, government directive, government
disorder, curtailment of transportation facilities, fire, or other casualty, labor disputes or strikes, or other
unforeseen circumstances making it inadvisable, illegal or impossible to provide the facilities or hold the
program. It is provided that this agreement may be terminated for any one or more such reasons by
written notice from one party to another. If this agreement is terminated by WC for any one or more such
reasons then WC will return all deposits, if any, to ODP. No subsequent alteration, amendment, change or
addition shall be binding unless reduced to writing and signed by the group and the College.

The laws of the State of Maryland shall govern the construction and interpretation of this agreement.

To enable WC to establish these arrangements on a definite basis, please sign and date the original
document and return it with your non-refundable good faith deposit of $1,000 to:

Shirley Loller
Washington College
300 Washington Avenue
Chestertown, MD 21620

Once received by the College, it will be signed by the Vice President for Finance and Administration, and
a copy will be returned to you for your records. An addendum will be issued for any subsequent
modification to this Letter of Agreement. Additionally, it is our understanding that the undersigned is
empowered by ODP to accept and confirm this agreement.

ACCEPTED BY: SUBMITTED BY:

____________________________ ___________________________
Kathy Helm Mark C. Hampton, Ph.D.
Region 1 Manager Vice President Finance and Administration
Olympic Development Program Washington College

Date: ______________________ Date: ________________________

If Applicable:
Federal Tax ID#__________________

501(c)3 ID #_____________________
(Copy of Certificate to be enclosed)

MD Tax Exemption ID #_____________________
(Copy of Certificate to be enclosed)

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