General Information for Conference Leaders

Our Conference Center staff is here to assist the group leader in planning a successful conference, whether it be a structured workshop or an informal family gathering.

Conference Reservations
When accommodations are first reserved, a contract will be issued requesting a deposit and signed contract.

The Contract
After receiving the contract packet, the group leader should read it to understand the group's obligations and to make sure everything is correct. Please take note of the cancellation policy.

The Deposit
Accommodations are reserved for the number of people shown on the contract, and the deposit is based on 10%. If the actual attendance is less than 90% of the number contracted, the conference forfeits the deposits and deposits paid for the shortage. You may want to be conservative when estimating attendance.

Guest Insurance Option
An item on the back of the contract (often overlooked) is the guest insurance. It is currently offered at the cost of $.80 per person per day. Please indicate whether or not you wish to subscribe to this optional accident and sickness coverage, insuring each individual during the conference period and while traveling to and from the conference.

Return the Contract
Sign and return the contract agreement, along with the stated deposit, by the date shown on the contract -- usually about a month after its receipt. We will sign and mail one copy back to you. Some groups will require individual deposits from members, but the leader should write one check to Aurora University to include their payments rather than sending individual checks.

Tax Exemption
Groups that are tax-exempt must pay the conference bill with a check from the organization whose tax-exempt number is on file with our Conference Center. Non-exempt groups pay a 5.5% tax. A tax-exempt letter must be on file with our Conference Center in order to avoid the tax.