JMU Conference Services strives to provide the best possible logistical support for camps and conferences, helping to foster safe, successful, and meaningful events. This resource library contains useful documents to help you plan your camp and train your staff, as well as links to relevant resources on best practices.
Please feel free to use any of these documents and resources in the implementation of your camp and conference. If you have questions, comments, or suggestions on anything in this resource library, please feel free to contact our office.
Cancellation Policy
"If Purchaser cancels this agreement between 30 (thirty) and 60 (sixty) days before the earliest date set forth in Sections I and II hereof, Purchaser agrees to pay the University as liquidation damages for its lost business opportunity an amount equal to 15% (fifteen percent) of the charges for guaranteed head and room counts as set forth in Section IV, Paragraph D hereof."
"If Purchaser cancels this agreement within 30 (thirty) days before the earliest date set forth in Sections I and II hereof, Purchaser agrees to pay the University as liquidation damages for its lost business opportunity an amount equal to 50% (fifty percent) of the charges for guaranteed head and room counts as set forth in Section IV, Paragraph D hereof."
"If Purchaser does not cancel prior to 5 (five) days before the earliest date appearing in Sections I and II hereof, it shall be obligated to pay the full amount of the charges for guaranteed head and room counts as set forth in Section IV, Paragraph D hereof, as well as any addendums or special arrangements as set forth in Sections II and III hereof."
"A change of more than 5% (five percent) of the guaranteed head and room counts as set forth in Sections I and II hereof, may, at the discretion of the University, be deemed a cancellation of this agreement by the Purchaser and subject to all of the conditions set forth in Section IV hereof."
"In the event that the University is unable to provide all, or part of the facilities or services specified in this agreement, as set forth in Section XII hereof, the University shall give prompt notice to the Purchaser of said inability."
Campus Resources
Are you looking for a catering opportunity for your group? Did you know James Madison University Dining Services is Nationally Ranked among the Top 10 schools for great campus food by the Princeton Review? JMU’s Special Events and Catering provides exceptional dining options and sustainable foods. Here you will find a menu variety of healthy options for your group.
This link will take you directly to the most up-to-date, printable campus map. This is a PDF file. An interactive campus map can be found at www.jmu.edu/map/.
UREC Ropes Course (Team Challenge) Release Form
UREC operates an award-winning recreation facility, and outdoor facilities around campus including the new University Park. This engaging outdoor Team Challenge is participant focused for team building and interactive learning. UREC wants to ensure your safety and well-being as a participant. The release form provides detailed information of potential associated safety risks involved.
Outreach & Engagement Continuing Education Units (CEUs)
The Continuing Education Unit (CEU) is the most commonly used form of recognition and documentation for noncredit continuing education courses and programs. Outreach & Engagement is the official University office responsible for awarding CEUs. Instructors and coordinators who wish to offer CEUs must complete the Non- credit Report/CEU Request form and submit it to Outreach & Engagement. Submission of this form initiates the approval process for granting CEUs. It is solely up to the certifying agency — not JMU — whether to accept or decline CEUs.
Campus Map for Accessible Parking
The Accessible Parking Map details the location of accessible parking spots on campus.
Building Accessibility Profiles
The campus building index contains useful information on nearly all campus structures, including street addresses, photos, related links, and a profile on accessibility.
Emergency Resources
Camp Emergency Planning Worksheet
JMU Conference Services wants to ensure the highest level of safety during your stay at James Madison University. The emergency planning worksheet provides your staff with an outline to ensure the safety of your participant. If an emergency arises, engaging your staff in creating a preset plan with designated roles will prove to be an asset to emergency personnel. In case of an emergency, your teams leaders will be prepared to help members of Public Safety respond as quickly as possible.
JMU Conference Services wants to ensure the safety of all visitors during their stay on-campus. In case of an emergency such as a fire, the evacuation location plan provided here maps out each residential building and describes the primary and secondary routes for your convenience.
JMU Conference Services has compiled a supplemental resource guide and worksheets that can be incorporated into your staff training. In the event of an emergency, this Emergency Training Manual includes detailed information on how to best respond to crisis situations on JMU’s campus and phone numbers of local resources and agencies.
General Resources
This is a generic medical release and camp permissions form. Please feel free to customize this form to best suite your camp or conference needs. If you have questions about this form, please contact our office.
This is a generic incident report form. Please feel free to customize this form to best suite your camp or conference needs. If you have questions about this form, please contact our office. Please note that this form is for internal use, and that you will want to contact campus Public Safety to fill out an official incident report in the appropriate instances.
American Camp Association HIPPA Guidelines
The American Camp Association is a community dedicated to enriching the lives of children and adults through the camp experience. Visit www.acacamps.org to learn more about the standards, guidelines, policies, and practices regarding the Health Insurance Portability and Accountability Act (HIPPA) and if your group meets industry-accepted and government-recognized standards in collecting, disseminating, and protecting medical forms and information.
United States Department of Health and Human Services HIPPA Privacy Rule Summary
As your group engages with the James Madison University’s community, your safety and privacy is our priority. “HIPAA” is the federal Health Insurance Portability and Accountability Act created in 1996. The goal of this law is to make it easier for individuals to protect the confidentiality and security of healthcare information. These rules apply to the collection and handling of camp and conference medical release forms.
JMU Conference Services wants to ensure the safety and success of all individuals within your group. Backgrounds checks can be requested for potential job candidates who may hold a role requiring a high level of trust in areas such as schools, hospitals and government agencies. This resource can be used to identify potential hiring risks related to the safety and security of a participant. The VA State Police provide this service at a nominal fee. More information can be found at www.vsp.state.va.us.
Liability Form *Coming Soon*
Registration Form *Coming Soon*
Youth Resources
In today’s world, it is not uncommon to see a report of sexual abuse of minors in the news. Places that were once considered safe, such as elementary schools, sports camps, and even churches have been associated with potential abuse. To protect minors (those under the age of eighteen) who participate in activities and programs on property controlled by the university, James Madison University has implemented Policy 3115 ‑ Camps and Other Programs Involving Minors, and Policy 3117 ‑ Programs Involving Minors (Non-Residential). These policies requires that all adults, paid or unpaid, who interact with minors in programs held on University property, complete some basic awareness training. All Authorized Adults must complete the Authorized Adult Training, and return the signature page of completion to their program coordinator.
- Non-adult conferences, such as Youth and Sport Camps, must be provided with 24 (twenty-four) hour adult supervision. Purchaser agrees to provide adult supervisors, at its own expense, at a ratio of not less than 1 (one) adult supervisor per 25 (twenty-five) non-adult participants. At a minimum, all Camps must adhere to the American Camp Association staffing ratio recommendations as established in the Office of Youth Safety Procedures Manual.
- 5 years & younger 1 staff for each 5 overnight campers and 1 staff for each 6 day campers
- 6–8 years 1:6 for overnight, and 1:8 for day
- 9–14 years 1:8 for overnight and 1:10 for day
- 15–18 years 1:10 for overnight and 1:12 for day
- Purchaser further agrees that said adult supervisors will be lodged among non-adult participants.
This training has been created in compliance with University Policy 3115, on Camps and Other Programs Involving Minors. All Sponsors of said programs must complete this training module in addition to the training provided for Authorized Adults.
This document is a comprehensive guide to hosting minors at James Madison University. It includes guidelines and best practices in working with minors, training materials for campus and camp safety, and sample documents to assist in camp planning.
Free Search of the National Registry of Sex Offenders
This website is provided as a public service by the U.S. Department of Justice (“the Department”). At www.nsopw.gov, interested members of the public have access to and may search participating Jurisdiction Website public information regarding the presence or location of offenders who, in most cases, have been convicted of sexually violent offenses against adults and children and certain sexual contact and other crimes against victims who are minors. The public can use this website to educate themselves about the possible presence of such offenders in their local communities.
