Off-Campus Guide to Planning
Camps/Conferences
Corporate Sales and Events supports the diverse
learning needs of the College and the community
by delivering excellence in customer service,
event planning, and effective use of campus
facilities and resources.
3
Welcome
Maryville College has successfully hosted conference and summer programs for over 20
years for local, regional and national organizations, churches and youth groups and
individuals from all over the country and around the world. Once you make the decision
to have your event at Maryville College, we will do everything possible to serve your
needs and to help your conference run smoothly and efficiently--from the reservation
process through the billing process.
In order that you might make the best use of services and facilities available to you at
Maryville College, please read through this manual carefully and keep it close at hand for
frequent reference. I will prove beneficial for all your conference staff and liaison
personnel to become familiar with the contents of this manual. The information will be
helpful both for planning purposes in program content and for the comfort, safety and
security of your participants.
If you have any questions regarding any of the materials, please call me. I will be happy to
answer your questions and provide any additional information you may need.
I look forward to working with you in the months ahead and to hosting your group at
Maryville College.
Belinda Kenny,
Director of Corporate Sales and Events
Maryville College
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Table of Contents
Introduction .................................................................................................................................................................................. 5
Corporate Sales & Events staff .................................................................................................................................................. 6
Key Event Service Contacts ........................................................................................................................................................ 7
Camp/conference Planning Checklist ........................................................................................................................................ 8
Campus Housing Information ..................................................................................................................................................... 9
Campus Residence Halls .......................................................................................................................................................... 10
Adult Residence Halls
Youth Residence Halls
Room Blocks and Housing Assignments ................................................................................................................................... 13
Residence Hall Services ........................................................................................................................................................... 14
Check-in Information................................................................................................................................................................ 16
Check-out Information .............................................................................................................................................................. 17
Residence Hall Occupancy ....................................................................................................................................................... 18
Campus Facilities Information .................................................................................................................................................. 19
Facility Use Guidelines ............................................................................................................................................................ 20
Campus Facilities List .............................................................................................................................................................. 22
Campus Facility Capacity Chart .............................................................................................................................................. 26
Recreation Facilities ................................................................................................................................................................ 27
Campus Services Information ................................................................................................................................................... 28
Campus Services ....................................................................................................................................................................... 29
Audio/Visual Services ............................................................................................................................................................... 31
Van Shuttle Service ................................................................................................................................................................... 31
Dining Services ......................................................................................................................................................................... 32
ADA Information ........................................................................................................................................................................ 34
Accommodating the Physically Challenged ............................................................................................................................. 35
Public Safety ................................................................................................................................................................................ 38
Public Safety and Emergency Information ............................................................................................................................... 39
Campus Security ....................................................................................................................................................................... 40
Minors on Campus ................................................................................................................................................................... 42
Conference Planner Information............................................................................................................................................... 43
Conference Planner Responsibilities ........................................................................................................................................ 44
Conference Planner Resources ................................................................................................................................................ 46
Local Restaurants
Local Attractions
Driving Directions to Campus
Campus Map
Guest Handouts
5
Introduction
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Corporate Sales and Events Staff
Director of Corporate Sales and Events
Maryville College’s Director of Corporate Sales and Events (CSE) is Belinda Kenny. She can be reached
by calling 865.981.8014. All mail should be directed to Maryville College, Corporate Sales and Events,
502 E. Lamar Alexander Pkwy, Maryville, TN 37804. Ms. Kenny is your group’s main contact for all
contractual and facility arrangements prior to conference dates.
Event Support Coordinator
Jake Reagan is the Event Support Coordinator at Maryville College. He oversees all audio/visual and
technology requests for conferences and special events. He also arranges the logistical needs for special,
one-day events. Logistical needs for conference groups are arranged by the assigned conference manager
(see below).
Auditoriums require Maryville College-employed AV personnel to operate sound equipment.
Arrangements for utilizing college owned equipment including “smart classroom” technology should be
made through Mr. Reagan.
Conference Managers
Conference Managers (CMs) handle the logistical needs of summer conference groups. The key role of
the CM is to meet the College’s contractual obligations for each group acting as the liaison between the
group and the College during the summer season and while conference groups are in residence on
campus. In the event of any emergency, CMs should be notified immediately. They are aware of
procedures for proper handling or any emergency situation and can notify emergency personnel.
Conference Assistants
Conference Assistants (CAs) serve in the residence halls as support staff and assist the CMs. CAs are on
duty for check-in and check-out of guests and to routinely monitor supplies and serve as your first point
of contact for needs in the residence halls. They are there to serve you and your participants and are
familiar with the campus and can answer most questions.
Maryville Dining Services
The Maryville Dining Service is operated by Metz Culinary. Initial food arrangements must be made
through CSE. In order to meet your specific needs, final arrangements for catered functions will be
confirmed directly between the conference planner and the food service director. Conference groups
staying on campus are required to eat daily meals in the college cafeteria. Arrangements for daily
cafeteria meals are made directly with CSE.
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Key Contacts for Summer Camps & Conferences
Corporate Sales & Events
Belinda Kenny, Director - Belinda.Kenn[email protected]
Clayton Center
Voice: 865.981.8014
Fax: 865.981.8370
Jake Reagan, Event Support Coordinator – Jake.Reagan@maryvillecollege.edu
Clayton Center
Voice: 865.981.8018
Fax: 865.981.8370
Beth White
Clayton Center
Voice: 865.981.8039
Fax:865.981.8370
Metz Culinary Dining
James Dulin – JDulin@Metzcorp.com
Phone: 865.981.8075
Campus Security
Officer on Duty
Phone: 865.981.8112
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Maryville College
Corporate Sales and Events
Camp Checklist
Below is a planning timeline to help you keep up with deadlines for a successful camp or conference. The
dates listed are specific to your planned event. Failure to meet these deadlines could result in your special
needs not being met, additional fees being charged or even cancellation of your contract and forfeiture of
your reservation deposit.
Conference Group: Conference Date: ______________
_____________________14 days after your contract date
Return signed contract
Deposit paid
Tax Exempt Certificate
_____________________60 days before your camp date
Handicap accommodation request
Conference Brochure and schedule
Linen
_____________________30 days before your camp date
Request for catering
Liability Insurance Certificate
Final camp schedule with all meals, breaks, session times and facility assignments
Audio/Visual equipment requests for all events detailing facility and times
_____________________14 days before your camp date
Final arrangements for catered functions and signed event sheet from Maryville Dining Services
Final arrangements for room setup requests and other logistical arrangements including stage setups,
break and refreshment areas, vending locations and A/V needs.
Final schedule for locking-up and unlocking contracted facilities
Planned times for advanced staff arrival on campus and pre-conference staff orientation meeting
Internet access request in any campus facility
Guarantee attendance count for housing and meals
The Housing assignment list or an alphabetical list of attendees to be housed along with the list of
chaperones and their contact information
_____________________7 days before your camp date
Meet with conference staff with final housing assignment changes
_____________________On check-in/registration day
Plenary session with Maryville College conference staff to review residence hall, fire and safety
guidelines and any other information pertinent to the event.
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Campus Housing
Information
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Campus Residence Halls
There are 7 residence halls available for summer camps. Three buildings are for adult conferences, three
are for youth, and one can be used for both. All residence halls have card access to outside doors (except
Beeson Village).
Residence hall rooms are equipped with data ports and wireless access for internet access. Requests to
access the network must be made 14 days in advance.
All buildings are arranged comfortably for summer guests. Furniture is not to be moved for any reason.
ADULT RESIDENCE HALLS:
Beeson Village was built in 1997. Arranged in three individual buildings (Memorial, Beeson, and
Chilhowee), the Beeson Village complex holds a total of 80 residents. Arranged in suite-style housing
with double- and single-occupancy rooms, each building has four apartments that sleep 4 people each, and
two townhouses sleeping 6. Each suite has a kitchen and living room area with semi-private bathroom
facilities.
Facility Description
Each apartment/townhouse is:
Air-conditioned with individual controls in each suite to adjust airflow and temperature.
Each apartment has two double rooms. Each bedroom has two extra-long twin beds, two desks,
two dressers and closet space.
Each townhouse is arranged on two floors with six single bedrooms and two bathrooms. Each
bedroom has one extra-long twin bed, one desk, one dresser and closet space.
There is one live telephone jack and data port in each bedroom and in each living room. A single
telephone (in the living room) is provided. Wireless internet is available.
Each attendee will receive one key that provides access to their assigned building, suite and
bedroom.
Coin-operated laundry facilities are located in the basement of Memorial.
Carnegie Hall was originally built in 1910 and refurbished in 1993. Carnegie has 78 rooms on four
floors. The maximum capacity of the building is 127. There is a centralized parlor (lobby area) that
serves as the registration area. The basement/ground floor area features a community lounge area with a
TV/VCR and pool table. Laundry facilities are located next to the lounge.
Facility Description
Each suite is air-conditioned with individual controls to adjust airflow and temperature.
Suites of varying capacities are equipped with an extra-long twin bed, a desk, a dresser and closet
space for each individual. Suites house 2-5 people. A limited number of single bedrooms are
available.
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Each suite has a semi-private bathroom facility. Some have a fully functional kitchenette with
refrigerator/freezer, stove, sink and cabinet storage.
Each suite has a live telephone jack and data port in each bedroom. Wireless internet is available.
Each attendee will receive one bedroom key and one access card to the building.
Coin-operated laundry facilities are located in the basement.
Lloyd/Gibson Halls have identical floor plans and were completed in 2003 and 2008 consecutively.
Each hall has 39 rooms on four floors. Each summer one of the buildings will be chosen for summer
school housing. Only two floors of that building will be used for conference groups. The maximum
capacity of the building is 68-74, depending on which two floors are used. The first floor features a
centralized lobby, serving as the registration area, as well as a kitchen. The other three floors each feature
a centralized lounge, study room, and kitchen for use on a first come, first served basis. An elevator
makes the entire building accessible to wheelchair-bound individuals. The building that is not used for
summer school has a capacity of 142.
Facility Description
Each suite is air-conditioned with individual controls to adjust airflow and temperature.
Suites of varying capacities are equipped with an extra-long twin bed, a desk, a dresser and closet
space for each individual. Suites house 3-4 people. A limited number of single bedrooms are
available.
Each suite has two semi-private bathroom facilities. Some have a fully functional kitchenette with
refrigerator/freezer, stove, sink and cabinet storage.
Each suite has a live telephone jack and data port in each bedroom and one in the living room.
Wireless internet is available.
Each attendee will receive one bedroom key and one access card to the building.
There are two coin-operated laundry rooms located on each floor.
YOUTH RESIDENCE HALLS:
Copeland/Gamble/Davis Halls were completed in 1966. Each building has three floors with a total of 62
rooms. The maximum capacity for each building is 108-114. The large lobby area on the ground floor
also has side lounges with a TV/VCR and seating area. In Davis, a community kitchen, also on the
ground floor, features a refrigerator/freezer, stove and sink for use on a first come, first served basis. The
lobby area of each building serves as the registration area.
Facility Description
Each room is air-conditioned with individual controls to adjust airflow.
Each room has two extra-long twin beds, two desks, two dressers and closet space. There is a
limited number of single bedrooms on each floor.
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Each floor has two bathrooms and two lounges.
There are two live telephone jacks and data ports in each room. Wireless internet is available.
There are no private bathrooms. Bathrooms do not lock. Each bathroom has 3 showers, 4 sinks
and 3 toilet stalls.
Each attendee will receive one bedroom key and one access card to the building.
Card operated laundry facilities are located in the basement.
YOUTH AND ADULT RESIDENCE HALL:
Pearsons Hall was built in 1910. The building has three floors with a total of 38 rooms. The main
campus dining room is located on the first floor and the upper floors are dorm rooms. Fashioned with
traditional community bathrooms, Pearsons houses a maximum of 74 people. The dining room lobby
features a sitting area with several couches, chairs, and a television. The second floor lounge (for building
residents) also has a television and pool table.
Each room is
Air-conditioned with individual controls to adjust airflow.
All double rooms are arranged with two extra-long twin beds, two desks, two dressers, two
bookshelves and closet space. Single rooms have the same features setup for one person.
There are a limited number of rooms with private bathrooms. There are also a limited number of
rooms with kitchens. In addition some rooms have adjoining doors to make larger suites.
There is one community bathroom on the second and third floors. Each bathroom has four
showers, three sinks and four toilet stalls (3
rd
floor) three toilets and two urinals (2
nd
floor).
There are two live telephone jacks and data ports per room. Wireless internet is available.
Each attendee will receive one bedroom key and one access card to the residential area.
Coin-operated laundry facilities are located in the basement.
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Room Blocks and Housing Assignments
Room Blocks
Room blocks are included in conference group contracts. The College guarantees to reserve 100% of the
bedroom block outlined in the contract; the Lessee agrees to occupy and/or reimburse the College for at
least 909% of that bedroom block. If following execution of the contract additional rooms are required
and are available on campus, the bedroom block can be altered up. The bedroom block, however, cannot
be altered down. Therefore, it is recommended that groups be conservative in making their housing
reservation in order to avoid penalty charges which will be applied in the final billing in the event that less
than 90% of the reserved space is occupied.
Room Blocks for married couples and families should be reserved in residence halls which contain suites.
Couples may not be housed in single-gender room blocks.
Note: Private bathrooms are available on a very limited basis. Residence halls have either suite
arrangements or single-gender bathrooms.
Housing Assignments
Housing assignments are completed prior to arrival. Assignment of housing is primarily the responsibility
of the conference group. Additional fees apply if housing assignments are performed by Maryville
College conference staff. CAs will check guests into rooms as assigned by the conference group.
Floor plans and assignment sheets for residence halls will be sent to the group conference planner after
May 1
st
.
Room assignments must be made using campus assignment sheets furnished by CSE and follow the
capacity guidelines for each room. Under no circumstances may participants move furniture to double a
single room or triple a double room. Those found in violation will be moved to another room which shall
be chosen at the discretion of the CM. Pre-assigned housing information or an alphabetical list of
attendees must be received by CSE at least 14 days prior to your conference.
If a conference group chooses not to pre-assign housing, assignments must be made through your
registration process at the time of guests’ arrival for your conference. All guests must have an assigned
room before approaching the conference desk for room keys.
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Residence Hall Services
The following information pertains to all residence halls.
Bedroom Doors should be locked at all times. Conference guests are requested to keep their doors
locked for their own safety and the security of their belongings.
Bio-Hazardous Materials are regulated by state and federal law. Guests are advised to contact CAs in
the event that any blood or potentially contagious bodily fluids contaminate any portion of their room
(such as carpeting) or any other facility while on campus. Campus custodial staff are trained to respond
appropriately in the event of such occurrence.
Registration materials should include instructions for participants needing medication to dispose of
needles in a self-provided sharps container for bio-hazard materials. Participants must remove all sharps
containers from Maryville College property prior to vacating the campus.
Coin-Operated Laundry services are available in each residence hall. There is no cost to use them.
Conference Assistants (CAs) serve in the residence halls as support staff and assist the Conference
Managers. CAs are on duty for check-in and check-out of guests and to routinely monitor supplies and
serve as your first point of contact for needs in the residence halls. They are there to serve you and your
participants and are familiar with the campus and can answer most questions.
Elevators are located in two adult residence halls. Shut downs resulting from inappropriate guest use –
such as deliberately overloading an elevator with excessive weight will trigger the elevator to shut down.
Additional charges will be assessed to the conference group bill for any service call for repairs to restore
service from inappropriate use.
Internet access is available through free wi-fi throughout campus.
Linen is available in limited quantities and is available on a first come, first served basis. Reservations
for linen must be made 60 days prior to arrival. If available, campus linen may be rented at a rate of $15
per set. A standard linen packet includes two flat sheets, one pillowcase, one towel, one washcloth, one
blanket, and one pillow. Participants must provide their own toiletries (soap, toothpaste, etc.). Lost linen
will be billed to conference groups at the following rates: towel: $4, washcloth: $2.50, pillow: $6,
blanket: $10, Sheet: $10, pillowcase: $4.
Lockout Service is provided by CAs as needed. Conference guests should request lock-out service by
going to the CAs room for assistance.
Medication
Participants requiring refrigeration for prescription medication cannot be guaranteed availability of
kitchens due to their limited availability.
Outside Doors are locked 24 hours a day. Access cards issued at check-in are used to gain entrance to
each residence hall. Doors are not to be propped open for any reason. Doing so breaches the security of
the building and its residents.
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Power Outages are considered emergency situations. In the event of a power outage, backup lighting is
located in dorm hallways and stairwells. Outside doors also run on back-up battery power and continue to
work during outages. Residents should be instructed to use building stairwells and not elevators during
power outages.
Recreation Equipment is not available during the summer. In most lobbies a television is provided.
Residence Life Staff live in residence halls year-round with their families. They have some
responsibility with regard to conference groups, but residence hall issues and concerns should be
addressed to CAs. Because the residence halls are their home year round they appreciate minimal noise in
the vicinity of their homes.
Snacks are available in vending machines in all residence halls. Any problems with machines should be
reported to the Residence Life at 865.981-8192.
Trash Cans are not provided in residence hall rooms; instead, residents will be given a trash bag to
discard unwanted items. Conference participants will be given instructions regarding trash removal
during check-in and again during their stay. If additional trash bags are needed, residents may obtain
additional bags from the resident CA.
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Check-In Information
A fast and easy registration process can set the tone for the entire conference. Registration involves a split
process shared by the conference group and CSE staff. Conference groups are responsible for collecting
all fees owed by guests and giving them any conference program materials. College staff will check
guests into rooms – based on pre-arranged room assignments – issue appropriate keys, access cards and
linen (if requested).
The Conference Planner, group leaders, and registration staff should arrive approximately 30 minutes
earlier than the pre-set registration time. This time should be used to complete registration set-up, finalize
preparations for the conference, and confer with the CSE staff.
Early Check-In is not allowed unless arranged ahead of time. A list of guests for early check-in must be
furnished 14 days prior to conference dates. Additional charges apply for check-ins prior to check-in day.
Late Check-Out may be possible on a limited basis and is dependant upon available housing space.
Requests for individual late check-out must be made 24 hours in advance. Guests will be charged at the
regular Maryville College conference rate payable in advance.
Room changes will only be accepted by the conference planner or group leaders. CSE staff will only
make changes if there is a problem with the facility or the room itself.
Room Keys are issued to each room occupant, limited to the number of beds in the room. For family
groups, parents and event planners are offered the option of declining a key for minor children. For
liability reasons, room keys can only be issued directly to adult guests registered for the room. Keys
cannot be given to a roommate when the roommate will be arriving at a later time – unless the roommate
is a spouse.
Youth groups may choose to have keys issued solely to youth leaders for distribution to individual youth
members. In this case, the group will be charged for all rooms for which the group leader accepts keys
unless the key is returned to conference staff on the same day it is issued.
Access Cards are issued to each guest with their room key. The access cards allow guests access to the
residence hall from the outside doors.
Linen Packets are available in limited quantities and are available on a first come, first served basis.
Reservations for linen must be made 60 days prior to arrival. A standard linen packet includes two flat
sheets, one pillowcase, one towel, one washcloth, one blanket, and one pillow. One set is issued to each
paying guest. Depending upon the request additional towels and washcloths may be available for each
set. The possibility of providing a linen exchange during a conference will be determined when the linen
is reserved.
Parking is free of charge to conference guests in all campus lots. Only college service and emergency
vehicles are allowed to drive on the lawn, sidewalks or in emergency lanes. Vehicles violating this policy
are subject to tow at the owner’s expense.
Traffic is regulated under Tennessee state laws and the rules of the College. The speed limit on campus
is 20 miles per hour. Pedestrians always have the right of way.
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Check-Out Information
Guest check-out procedures are as follows: Room keys and access cards are to be returned to the
Corporate Sales and Events staff at checkout. If a guest does not return a room key and/or access card at
check-out, replacement charges will be applied to the final bill. The charge for a lost key is $50 for
Carnegie, Lloyd, Gibson, Copeland, Davis, Gamble, and Pearsons and $110 for Beeson, Memorial and
Chilhowee Halls. The charge for a lost access card is $12.
Soiled Linen are returned to conference staff as follows:
1. Remove the pillow from the pillowcase
2. Place all soiled linen in pillowcase
3. Take all linen to the linen bin in the lobby as directed by the CA.
Conference groups are charged for all lost or unreturned linen in the final billing.
Trash is to be removed by conference participants during checkout. Receptacles are located outside each
residence hall. If trash bags are needed, residents may obtain additional bags from the resident CA.
Late Checkout by individuals is not allowed unless arranged at least 24 hours in advance and approved
by the Director of Corporate Sales and Events. Charges are assessed to the sponsoring group in the final
billing or individuals may pay the college in advance.
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Residence Hall Occupancy
Building
Floor
Capacity
Doubles
Singles
Beeson Village
Memorial
28
8
12
Beeson
24
6
12
Chilhowee
28
8
12
Total: 80
Carnegie Hall
1
12
5
2
2
36
14
8
3
36
14
8
4
28
12
4
Total: 112
Copeland Hall
1
6
3
0
2
36
16
4
3
36
16
4
4
36
16
4
Total: 114
Davis Hall
1
2
1
0
2
36
16
4
3
36
16
4
4
36
16
4
Total: 110
Gamble Hall
1
0
0
0
2
36
16
4
3
36
16
4
4
36
16
4
Total: 108
Lloyd/Gibson
Halls
1
29
11
7
2
39
16
7
Total: 68
3
35
15
5
4
39
16
7
Total: 74
Pearsons Hall
2
39
19
1
3
35
17
1
Total: 74
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Campus Facilities
Information
20
Facility Use Guidelines
Facilities for all meetings will be assigned and must be included in contracts. Additional facilities may be
requested following completion of contractual arrangements. However, given the number of groups using
facilities simultaneously, the availability of non-contracted facilities cannot be guaranteed.
For location of assigned facilities, refer to the campus map on page 50.
The Deadline for final determination of setup for equipment and service needs for all facilities is 14 days
before your camp dates. If this notice is not given, it is at the college’s discretion to fulfill the request.
Groups may be assessed additional costs beyond the contracted charges for setup requests after the 14-day
deadline.
Changes in Facilities must be approved by the Director of Corporate Sales and Events. Other college
personnel should not be engaged to unlock doors of unreserved facilities or move furniture from one
facility to another.
Master Keys will NOT be issued for any facility. If arranged in advance a key may be issued for a room
if the situation warrants control of the facility by a resident group. In all other situations, doors for
reserved facilities will be placed on a lock/unlock schedule arranged through the Director of Corporate
Sales and Events.
Set-Up Arrangements must be finalized for all facilities 14 days prior to your arrival on campus. These
arrangements must include your needs for all auditorium stage equipment, classroom arrangements, any
hanging banners, exhibit area, and numbers of registration tables and chairs you will need. Finalized
information must also be communicated regarding tent placement, deliveries, and load-in and load-out
arrangements. At this same time, all final meal and housing totals are due—along with any part of your
room block which will not be utilized for your conference—along with all other details which will require
College labor or support services. At this time you should also verify appointments for on-site meetings
with College personnel. Also be certain to plan for enough advance arrival time for your staff to do pre-
registration set-up (such as putting up signs), and for tear-down and removal of information.
The initial set-up in any facility is the only set-up which will be accommodated through use of College
labor. Groups should plan to maintain the same set-up in each facility for the entirety of conference dates,
or include any additional furnishings in the initial set-up which may then be moved into place directly by
the group on the date needed. Equipment set-ups are accommodated per event.
Removing Equipment or Furnishings from one room or building to another is strictly prohibited.
Room Capacities are determined by local fire and safety code regulations. Room assignments are made
based on estimated occupancy of the room received from the conference planner prior to the conference.
Maximum capacity for any facility should not be exceeded under any circumstances. A room capacity
chart is located on page 22.
Types of Seating for all facilities is outlined on the Facility chart on page 26. Generally speaking
classrooms must be used “as is” when assigned classrooms are also being used for summer school classes.
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Tables and Chairs are available for setup in most facilities. The college inventory is limited to 6’x2½’
plastic top tables and plastic folding chairs. If the supply of tables and chairs is exhausted, it may be
necessary to rent them from a local company. Skirting and matching tablecloths as well may be rented
from local rental companies in the Maryville/Alcoa area. Any planned use of table skirting must be
communicated to your conference manager to ensure setup of tables which will accommodate table
skirting clips.
The College does not provide any exhibit-type accessories including draping, backdrops, or carpeting.
The College retains the right to approve or disapprove any exhibit material and setups.
Equipment Rental of non-college owned materials may be made through local rental agencies in the
Maryville/Alcoa area. Information, reservations and arrangements for delivery and setup are the direct
responsibility of the conference planner.
Media (Audio/Visual) Resources may be reserved by contacting your conference manager. All requests
for equipment use should be made 14 days prior to the conference dates. Requests after this date may be
honored at the College’s discretion. Equipment reservations are considered final. Rental fees apply for
any reserved equipment even if the group decides not to use it.
Signs may be posted in buildings to guide participants and give directions. Signs must be posted with
Plasti-TAC (a white adhesive found in most office supply stores). NO tape, staples, or pushpins of any
sort are allowed for hanging signs on doors or walls in any facility. Outside directional signs may also be
used to guide your group around campus. Signs must not cover any existing campus signs and should
look professional. Conference planners are responsible for removing all signs by final check-out.
Banners may be hung in several locations on campus. Requests and approval for banner hanging should
be made through your conference manager at least 14 days prior to the camp start date.
Technicians
Use of the auditorium requires the services of a Maryville College-employed technician. Additional fees
are based on the time usage of the facility.
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Campus Facilities
Building
Room
Capacity
Appropriate Use
– Notes
Amenities
Alumni Gym
400- theatre;
250-banquet
Banquets,concerts,
receptions,
meetings, etc.
Default seating for 200 with
stage: dimensions 8 x 16. Stage,
sound system, projector and
screen.
Anderson
Hall
Smart
Classrooms
Food not permitted
in classrooms
Central Heat/Air Conditioning
28
110
Tables with chairs
34
130
Desks
52
140
Tables with chairs
28
210
Tables with chairs
45
220
Desks
27
230
Tables with chairs
30
240
Tables with chairs
30
310
Desks, chalkboard
28
340
Tables with chairs
33
350
Desks
33
351
Desks
Bartlett Hall
Atrium
Open events
Isaac’s
Grille
150
Student functions
Tables & chairs, 2-step dais; big
screen TV; sound system; pool
table
101
16-75
Meetings
Tables & chairs, screen,
projector, laptop connection
102/103
24-75
Meetings
Tables & chairs, screen,
projector, laptop connection
102 – with
divider
12-35
Meetings
Tables & chairs, mechanical
screen.
103 – with
divider
12-35
Meetings
Tables & chairs, mechanical
screen
Center for
Campus
Ministry
90
Worship,
weddings,
meetings
Podium, piano, organ, small
sitting area, carpeting.
Chilhowee
Club
120
Meetings,
banquets,
workshops
Theatre-style seating for 120,
stage, piano
Building
Room
Capacity
Appropriate Use
– Notes
Amenities
College
Woods
*groups larger
than 10 must
notify
23
Corporate Sales
and Events
before arrival.
Cooper
Athletic
Center
Gym I
Basketball/Volleyball court
Limited seating.
Gym II
1500 with all
bleachers
Basketball court, sound system
Gym III
Basketball/Volleyball court
Limited seating
162A
25
Desks, dry erase board
162B
25
Smart classroom
Desks, dry erase board
Orange
Room
75
Carpeted with chairs; conference
style
Garnet
Room
45
Carpeted with chairs; conference
style
Fayerweather
Food not permitted
in carpeted or
smart classrooms
Unless otherwise noted all
classrooms have the following:
Podium, Projector, Screen and
Laptop Connection, Dry Erase
Board
Classrooms:
205
40
Tables; carpet
234
25
Desks; carpet
235
25
Tables; carpet
236
30
Desks; carpet
237
25
Tables; carpet
Lawson
Auditorium
100
Meetings,
workshops,
training.
Theatre-style seating on sloping
floor. Each seat has fold down
desk tops and power plugs.
Podium, screen, sound system,
VHS and DVD players, Internet
access, plug-in for laptop and
flash drives.
Room 323
10
Small group
meetings
Conference table; dry erase
board
Proffitt
Board
Room
42-60
Special approval
required.
Conference table with executive
chairs, screen, internet, sound
system, individual microphones.
24
Building
Room
Capacity
Appropriate
Use – Notes
Amenities
Fields &
Lawns
Athletic Fields
College Woods
321 Lawn
Humphreys Court
Outdoor classroom
Lloyd Beach
Pearsons/CCM
Lawn
Sutton/Anderson
Lawn
House in
the Woods
40 is max.
indoor
seating
capacity.
Standard set is theatre style in U-
shape. Sitting rooms have fixed
furniture arrangement. No cooking
facilities. No internet. Limited
Parking.
McArthur
Pavilion
100
Metz Culinary
catering or pot-
luck meals. No
outside caterers
3 6-foot tables; 15 60-inch round
tables; 100 metal folding chairs
Pearsons
Hall
Proffitt Dining
Room
20-90
Meal events:
70 for buffet
90 for served
Podium; screen and projector, private
restroom; outside entrance. 60” round or
6-foot tables.
Sutton
Science
Center
Smart
Classrooms:
Food not
permitted
Unless otherwise noted all classrooms
have the following: Podium,
Projector, Screen and Laptop
Connection, Dry Erase Board
113
45
Stationary seating with table tops,
tiered floor, chalkboard
115A
50
Desks, chalkboard
133
10
Tables
143
50
Desks, chalkboard
201
50
Desks, chalkboard
231
45
Tables, chalkboard
233
45
Stationary seating with table tops,
tiered floor, chalkboard
25
Willard
House
40 – inside
only
150 -
including
grounds
Formal dining room, library, and
sitting room with baby grand
piano.
Building
Room
Capacity
Appropriate
Use – Notes
Amenities
Thaw
Classrooms:
Food not
permitted in
classrooms
Chalkboards in all classrooms.
Unless otherwise noted all
classrooms have the following:
Podium, Projector, Screen and
Laptop Connection, Dry Erase
Board
201
60
Desks
202
30
Desks
208
20
Oval table
209
25
Desks
210
30
Desks
215
40
Desks
216
45
Stationary seating with table
tops, tiered floor
26
Facility Setup Capacities
Room name
Food Events
Theatre
Style
Setup
U-Shape
Classroom
Style
Conference
Style
Reception
Style
Alumni Gym
X
200
Bartlett 101
X
48
16
30
30
75
Bartlett 102 or 103
X
35
12
16
16
20
Bartlett 102-103 (together)
X
75
24
34
34
50
Center for Campus Ministry
80
20
40
40
80
Chilhowee Club
X
120
Fayerweather 323
X
10
House in Woods
X
50
20
36
20
150**
Lawson Auditorium
100
McArthur Pavilion
X
100
Proffitt Dining Room
X
85
20
50
30
120
Willard House
X
150**
For hollow square setups: add another 25% to the number listed under u-shape
**Capacity using grounds and first floor
27
Recreation Facilities
Cooper Athletic Center is the College’s sports complex. Limited access is available to gyms as sports
camps and other reserved use takes priority.
Bartlett Student Center is the home of the campus fitness center. Located on the 2
nd
floor. Treadmills,
elliptical machines and stationary bikes are available for participant use 8am-11pm weekdays.
Participants use at their own risk. There is no additional fee for this activity.
Outdoor areas
Tennis – six tennis courts are located behind Copeland Hall. Use of the courts is on a first-come,
first-served basis. Groups renting the facility take priority. Participants use at their own risk.
Equipment is not provided. There is no cost for this activity.
Sand Volleyball – a sand volleyball court is located beside the campus physical plant on the
Lloyd Beach area. Use of the court is on a first-come, first-served basis. Groups renting the
facility take priority. Participants use at their own risk. Equipment is not provided. There is no
cost for this activity.
Campus Grounds – there is plenty of opportunity and space for walking on campus. Interested
persons may walk along campus roads or those who are more adventurous may choose to walk
through the trails in the campus woods. Participants may use the trails at their own risk.
28
Campus Services
Information
29
Campus Services
Email Access is available thru “guest access” access. Individuals in the residence halls may access the
wireless network or use data ports installed in each bedroom.
Fax Service is available in the Corporate Sales & Events Office. There is no cost for sending and
receiving faxes. The cost for international faxes $1 for the first page and 10¢ for each subsequent page.
Faxes should be sent to 865.981.8370. Notification of receipt of fax transmissions will be communicated
to conference group leaders. Guests who receive faxes are responsible for picking them up in the CSE
office on workdays during regular business hours of 8am-5pm.
Ice is available in limited quantities from our training room. Contact CSE for more information.
Lost And Found items are kept in CSE. If an item is found, it is kept in storage for up to 30 days. After
30 days the item(s) becomes the property of Maryville College and may be disposed of at the college’s
discretion.
Mail
Residents who need to receive mail while on campus should have it addressed to:
Attendee Name
Your Conference Name
C/O Maryville College
Corporate Sales & Events
502 E. Lamar Alexander Pkwy
Maryville, TN 37804
Mail will be delivered on weekdays (no mail delivery is available on weekends or holidays) to conference
group leaders. If mail is received after your group has left, it will be returned to sender. If there is no
return address, it will be discarded.
The campus post office is open Monday through Thursday, 8am to 4pm, and Fridays 8am to 2pm. It is
closed on the weekends. The post office accepts cash only and offers all postal services except Express or
Registered mail.
UPS picks up and delivers packages around 9am on weekdays. The deadline for sending UPS Next or 2
nd
day air items is 2 pm. Federal Express, Airborne, RPS, and DHL deliver to the campus but do not pick up
on campus.
Maryville College Bookstore is located in Bartlett Hall Student Center. It is open Monday through
Friday, 8am– 4pm. The bookstore sells books, gifts, health and beauty aids, office supplies, greeting
cards, snack foods, and Maryville College paraphernalia.
MC Library is located in Thaw Hall and is open Monday through Thursday, 8am to 6pm and Friday,
8am to 5pm, closed on Saturdays and Sundays. Conference participants are welcome to individually enjoy
the physical space of the library, read print items within the building, and use the copy machines. Check-
out privileges are not available.
30
Parking is free on the Maryville College campus; however, camp participants should park in visitor or
unmarked parking spaces. Parking in fire lanes or on the lawn or sidewalks is strictly prohibited.
Violators will be subject to tow at the owner’s expense.
Photocopying service is available at various locations on campus. All machines operate with an access
card. Contact Corporate Sales & Events for a copy card. Photocopies are 10¢ each and added to the
group’s final bill.
31
Audio/Visual Services
Maryville College A/V Equipment
CSE has an assortment of audio/visual equipment including a variety of sound systems, wireless
microphones, projectors, laptops, DJ Lighting and accessories. Events can be accommodated for an
outdoor music performance for an audience of up to 1,000 people or for a small workshop for 10. After
conference planners have completed the contract process, they may contact the Event Support
Coordinator, Jake Reagan, at 865.981.8018 to discuss audio/visual needs.
Unlike room setups, A/V equipment is setup as needed for each event. Trained technicians are available
to troubleshoot unexpected problems throughout each event. Billing for A/V equipment is based on
reservations – whether the equipment is used or not.
Arrangements for AV must be made 30 days before your conference check-in date. Requests for
equipment should include all dates, locations and times for its use. Alterations may be made up to 14 days
in advance. Maryville College cannot guarantee A/V service for requests made after this deadline.
Presentations and Pre-Recorded Music
For PowerPoint and other such presentations, event planners should advise their presenters to bring their
own presentation on CD or flash drive. CSE does not accept responsibility for presentations sent prior to
an event.
Use of Off-Campus A/V Vendors
A group may, at their discretion, contract with outside vendors to provide A/V service for their events on
campus. A full list of dates, locations, times, equipment, and the electrical amps required, and the
vendor’s contact information must be provided to the Event Support Coordinator at least 14 days in
advance of the check-in date. It is recommended that the conference planner arrange a pre-event A/V
meeting with the Event Support Coordinator and the contracted vendor to confirm setup needs and
requirements during this time period. Maryville College reserves the right to deny access to any vendor
for whom this requirement is not met.
Use of Sound in Outdoor/Public Areas
The use of sound systems in outdoor areas – including bullhorns – must be approved as a separate
component of the group program. Generally speaking, use of sound systems may be used with the
understanding that it will not be disruptive to administrative offices (on weekdays during regular business
hours), campus residents or the surrounding residential community. Use of sound systems in outdoor
locations before 9am or after 10pm is prohibited on campus.
Van Shuttle Service
Based on availability, Maryville College owned seven-passenger mini-vans may be utilized to shuttle
conference participants to and from the McGhee-Tyson airport or on short field trips. Drivers must be
currently employed Maryville College staff. Rental fees include gasoline fee, driver compensation, and
meal(s) if applicable. Due to the College’s tax exempt status, vans cannot be rented directly to conference
groups. Arrangements for this service must be made at least 60 days before your check-in date and are
subject to availability. For more information contact CSE.
32
Dining Services
All guests housed on campus are required to purchase a conference meal plan. Meals are assigned as a
package, beginning with the first meal planned for your group through the last. Guests staying off-campus
or commuting may participate in a conference meal plan or opt to pay for individual meals at a higher rate
at the door.
Initial arrangements for food service is made through Corporate Sales and Events. All food for
conference guests must be prepared and served through the college’s food service provider – exceptions
must be pre-arranged with Corporate Sales and Events. Initial information regarding food service
arrangements consists of basic plans for the group’s primary meal package beginning with the first meal
through the last conference meal, commuter meals and special catered functions.
Following confirmation of this initial information, conference groups may work directly with Maryville
Dining Service for catered events. If there are no catered events, groups will continue to work with
Corporate Sales and Events.
Margaret Ware Dining Hall is the main dining room. It is located on the main floor of Pearsons Hall.
Food is available during the listed hours; guests may remain in the seating area following the close of the
food service area. The hours listed below should be included in any conference materials which you
produce, and will be those that will be communicated to conference participants through Maryville
College-issued materials. Conference groups should plan their conference program around these meal
hours:
Breakfast Lunch Dinner
Monday-Sunday 8:00-9:00 11:30-1:00 5:00-6:00
On dates when CSE determines that load levels will exceed seating capacity of the dining hall—such as
when multiple conference programs are on campus—CSE may choose to expand the dining hours and/or
work with individual conference groups to assign them to a specific meal time period.
Mealtime guidelines require all conference participants to enter the cafeteria once. Participants are not
allowed to leave and re-enter the dining hall. Doing so will cause them to be counted more than once.
This will affect your billing!
Cafeteria Access
Each camp/conference participant must have identification to enter the dining room. Participants who
don’t have identification with a particular camp or conference will be required to pay at the door.
Conference groups may choose to use their nametags or “meal bracelets” may be provided by Corporate
Sales and Events. The bracelets provided have a perma-lock that keeps the bracelet in place until it is cut
off. These bracelets should not be removed until the end of the camp.
In some cases sports referees do not allow the bracelets to be worn during camp activity. In these cases
an alternate form of cafeteria access will be used that complies with the group activity and food service
policy. This will be determined 14-days before your check-in date.
Isaac’s Café is closed during the summer.
33
General Food Service Information
Groups staying on campus are required to purchase a conference meal plan from Maryville College
Dining Service, therefore meals for conference guests should be designed as a package consisting of the
first meal planned for your group through the last. The minimum meal plan guarantee for daily meals will
match the bedroom block guarantee. If your contract with the College includes a small number of guest
arriving early or staying past the end of your conference program (such as staff or members or a Board of
Directors), the meal package should be modified to include meals for these individuals.
The package plan is discounted for conference groups at a lower rate than individual meals. Meal
packages may be customized to include catered events. A customized price will be calculated for these
situations. Guests staying off-campus or commuting from a local residence can be sold a modified meal
package, which includes lunch only or breakfast and lunch only, for example.
Conference registration fees should include a set fee for the package meals, with no refunds for skipped or
missed meals. The conference group will be charged for every meal—whether eaten or not—in the final
group billing.
Catering
The Maryville Dining Services Catering Team offers full-service catering and party planning services.
Professionally trained culinarians specialize in catering for executive dining, business breakfasts and
luncheons. The catering staff will help plan, design and create delicious menus which are contemporary,
elegant, and well thought-out for any occasion, using only the finest ingredients, with the flair of an
upscale restaurant. From the casual to the elegantly formal, services are available to meet your tastes,
needs, and budget.
The Proffitt Dining Room and Isaac’s Grill are suitable for private banquets. Catering rates apply to all
food service functions that are not part of the regular café meal plan. In these situations the cost of the
meal plan for a given day is pro-rated for the missed cafeteria meal. The cost of the catered event is
added in its place. Arrangements for catered events are initially made through CSE.
The dining hall provides for café dining for regular meals and, generally speaking, is not available for
banquets. The use of the main dining hall for banquets is only possible in the event that normal dining
service is suspended due to lack of college-related or conference business. Requests for banquet space in
the main dining hall will be at the discretion of CSE with the understanding that normal cafeteria
functions take precedence. Rearrangement of furnishings for approved banquets is limited due to the
priority function as a dining hall.
Tables for banquets held in the Proffitt Dining Room are 60 inch rounds or 6-ft tables. Tables in the main
dining hall and Isaacs are a mix of rounds, squares, and rectangles.
Food Service Agreements
Of the original estimated count which you provide for housing, 90% will be considered your minimum
guarantee. Meal guarantees may be altered up if additional meals are required, but cannot be altered
down.
A final guarantee count must be received by CSE two weeks prior to your group’s arrival on campus.
Again, this final count cannot be any less than 90% of your original estimated count, and must be received
by phone or in writing through the same individual who signed the initial agreement. In the event your on-
site conference attendance exceeds your final guarantee count, the final count will be added to the group’s
final bill.
34
ADA Information
35
Accommodating the Physically Challenged
Many of Maryville College’s facilities have given consideration to the physically challenged and are
equipped to accommodate wheelchairs. Due to the age of many of its buildings, all buildings are not
compliant to ADA standards. As renovations have been completed (since the Americans with Disabilities
Act of 1990), buildings have become compliant to standards. Below is a campus overview of lodging and
meeting facilities that are frequently used for camps and conferences.
Residence Halls
Due to the limited number of bedrooms that are equipped to handle physically challenged individuals,
conference planners should contact CSE regarding these special needs at least 60 days in advance. We
strongly recommend that physically challenged individuals staying in campus housing be accompanied by
or appointed a companion from the group to ensure that their special needs are met.
Below is a list of residence halls that are equipped or accessible for the physically challenged. If a
building is not listed, it is not so equipped.
Beeson Village: Two suites are located on ground level making wheelchair access possible. Both suites
are equipped with extra-wide doorways and bathrooms featuring roll-in showers with grab bars in the
shower and toilet areas. Both suites have a lighted fire alarm and specialized telephone system.
Carnegie Hall: Carnegie’s handicap entrance is located at the rear of the building. There are two ground-
level suites made for wheelchair access. The doorways are extra-wide and the bathrooms feature grab
bars in the bathtubs and toilet areas. One suite is equipped with a lighted fire alarm and specialized
telephone system. An elevator makes all four floors accessible.
Lloyd/Gibson Halls: Lloyd and Gibson Halls are the College’s newest residence halls. Each features a 1
st
floor suite made for wheelchair access. The doorways are extra-wide and the bathroom features a roll-in
shower with grab bars in the shower and toilet areas. Three handicap parking spaces. An elevator makes
all four floors accessible.
Davis/Gamble/Copeland Halls: These buildings are not wheelchair accessible and have entrance steps.
With assistance a wheelchair bound individual can enter the buildings and 1
st
floor bedrooms, but none of
the rooms have been renovated to meet modern ADA standards. One room in Davis hall is equipped for
the hearing impaired featuring a lighted fire alarm and shaking bed to awake the sleeping guest.
Other Campus Facilities
Anderson Hall
Hearing impairment: The fire alarm system has strobes and horns to warn impaired individuals.
Visual impairment: Most classrooms have Braille signage for identification.
Wheelchair bound: Anderson is one of the oldest buildings on campus and, therefore, has not been
renovated to meet modern ADA standards. The building has two marked handicap parking spaces and a
sloped sidewalk that leads to the building.
36
Bartlett Student Center
Hearing impairment: The student center has installed lighting signals that work with the fire alarm. The
alarm signals are installed throughout the building and shine simultaneously with the alarm sound.
Visual impairment: All rooms, including restrooms, meeting rooms and the elevator, have signs with both
raised and braille lettering for identification. All walk areas are wide-open spaces without obstructions.
The elevator, however, does not have a verbal instruction system.
Wheelchair bound: The student center has two marked handicap parking spaces and a sloped sidewalk
that leads to the front door of the building. The outside door to the building has an automatic door
opening system for wheelchair users to enter the building on their own. The lobby floor has a decorative
cement finish that is easily handled by wheelchairs. An elevator makes all three floors accessible. With
an obstruction detection system, the elevator door does not close when something is across the threshold.
Each restroom has a wide stall and all paper containers are installed within reach of a wheelchair-bound
person. Berber-style carpeting is installed throughout the meeting rooms and hallways for easy
maneuverability.
Center for Campus Ministry
Hearing/Visual impairment: The fire alarm system operates with strobes and horns to warn impaired
individuals.
Wheelchair bound: The CCM shares parking spaces with Fayerweather Hall making four marked parking
spaces available for handicap parking. A sloped sidewalk and ramp that leads to the building’s rear
entrance makes the building easily accessible. There is one restroom on the main floor which has a wide
entrance.
Cooper Athletic Center:
Hearing/Visual impairment: The fire alarm system operates with strobes and horns to warn impaired
individuals.
Wheelchair bound: There are six marked handicap parking spaces outside of Cooper. The building is at
ground level making entrance to the building easily accessible without a ramp.
Fayerweather
Hearing impairment: The fire alarm system operates with strobes and horns to warn impaired individuals.
Visual impairment: All rooms, including restrooms, meeting rooms and the elevator, have signs with both
raised and Braille lettering for identification. All walk areas are wide-open spaces without obstructions.
Wheelchair bound: Fayerweather has four marked handicap parking spaces and a sloped sidewalk and
ramp that leads to the building’s rear entrance. Berber-style carpeting is installed throughout the meeting
rooms and hallways for easy maneuverability. An elevator makes all three floors accessible. With an
obstruction detection system, the elevator door does not close when something is across the threshold.
Each restroom has a wide stall and all paper containers are installed within reach of a wheelchair-bound
person.
Proffitt Dining Room
Hearing impairment: There is currently no special lighting set up in or around these rooms. The fire
alarm systems are sound systems.
37
Visual impairment: All corridors and walk areas are free of obstructions, but there are no meeting room
signs in Braille or raised lettering.
Wheelchair bound: There are four marked handicap parking spaces. The building has a ramp, but it is
located on the opposite side of the building. Wheelchair users must ride through the building to get to the
dining room. Doorways are wide and can easily accommodate a wheelchair and the carpet pile is low
enough for easy maneuvering. The room is flexible enough to arrange seating as needed. The restroom
has a wide stall for wheelchair users.
38
Public Safety
39
Public Safety and Emergency Information
Maryville College Security Officers protect and serve the College community. Uniformed officers are
on duty 24 hours a day, patrolling campus buildings, streets and parking lots. In any emergency situation,
Campus Security should be called immediately at extension 8112 from any campus phone (dial
865.981.8112 if calling from cell or off-campus). Conference planners and support personnel should be
familiar with these safety and prevention regulations:
Safety and Emergency Procedures
Medical Services are NOT available for conference participants. For health-related non-emergency
problems, we suggest that conference guests contact Blount Memorial Hospital located across the street
from the College.
Black-Outs – Summer usually brings severe weather and hot, humid temperatures which can be the cause
of black-outs. Black-outs may affect one or two buildings or the entire campus and surrounding
community and may last from several minutes to several hours. Campus Security and Corporate Sales
and Events staff will be in contact with the group leaders as soon as notification of the outage is received.
Campus Security has the authority to determine whether life-safety issues in black-out conditions require
conference guests to be evacuated from meeting locations and/or move them to appropriate shelter. The
cooperation of conference leaders during these periods is essential for the safety of guests and
participants.
Fire – No fire drills are scheduled during summer in any campus residence or classroom facility.
However, this does not rule out the possibility of an actual fire or a fire alarm test requested by the City of
Maryville.
If an alarm is sounded, everyone should walk quickly to the nearest stairway-marked “exit” and exit the
building. On the way out, ask others to exit the building and assist the handicapped in exiting the building.
All guests must immediately evacuate the building, even though they may not see or smell smoke.
Remember, this is for your own protection.
Once outside the building, proceed to a pre-determined assembly area, keeping streets, fire lanes, hydrant
areas and walkways clear for emergency vehicles and personnel. No building should be reentered until
the emergency or drill is over and Maryville College staff determines it is OK to reenter the building.
Elevator Shut-Downs – In the event of a brown-out, black-out, or activated fire alarm, power to elevators
will be affected and elevator service will not be available. NOTE: Elevator shut-downs which result from
inappropriate guest use—such as deliberately overloading the elevator with excessive weight, which will
trigger the elevator to shut down—will result in charges being assessed to the conference group for a
service call-out for any needed repairs and to restore service.
Injury and Accident Reports – Conference planners must report to Corporate Sales and Events any
accident or injury involving a conference guest regardless of whether or not Campus Security is involved
or whether or not the guest required medical attention. Maryville College insurance coverage requires
that we be informed of any accident or injury involving guests who are not employees or enrolled students
of the campus community.
Safety Codes and Regulations – Safety and fire codes and regulations are set for all facilities including
maximum seating and room capacities and placement and use of equipment and furnishings. Under no
40
circumstance should room capacities be exceeded or furnishings and equipment be moved to block exits,
hallways, or closets containing emergency and fire equipment.
Lockdown & Tornado Warnings Procedures - In case of a tornado warning or emergency requiring
lockdown, the College’s emergency notification system will go into effect. CSE Staff will notify
conference staff, chaperones and leaders of any such emergency.
For lockdown procedures When CSE staff will receive an emergency notification from Campus Security,
they will notify conference staff, chaperones and leaders of the emergency and appropriate procedures. If
you see a person with a gun on campus, call 911 or Campus Security at 865.981.8112 with your location
and a description of the subject or subjects including height, weight, hair color/style, race, sex, clothing,
type of weapon, location or direction of travel.
Lockdown procedures for outside shooter: Everyone must stay within the room they are in. If you can do
so safely, get all participants on the floor and out of the line of sight or fire. Turn off the lights and close
the windows and window blinds. Lock or barricade the door. If safe to do so, move to an area of the
building without windows and a door that can be locked. Remain there until the “all clear” is given by
Law Enforcement or Campus Security. During an incident, keep your cell phone on vibrate additional
information will be sent from Conference Staff or Security.
Lockdown procedures for inside shooter: If it is possible to flee the area safely and avoid danger, do so
(this could be exiting through a 1st floor window, but not running down a hallway that appears clear). If
flight is impossible, lock or barricade doors, secure yourself and conference participants in your space,
Keep your cell phone on vibrate. Get down on the floor or under a desk and remain silent and out of the
line of sight of a window or a door window. Wait for “all clear” instructions from Law Enforcement
and/or Campus Security.
During any lockdown if the fire alarm sound, DO NOT enter a hallway unless:
-You have firsthand knowledge that there is a fire in the building.
-You have been advised by Law Enforcement or IRIS to evacuate the building.
For tornado warnings upper floors should be evacuated to the center of the lowest floor of the building.
Areas with wide-span roofs such as auditoriums, cafeterias, gymnasiums, or large covered areas should be
avoided.
If outdoors, conference guests should try to get inside and follow the directions above. Where shelter is
not available, lie in a ditch or low-lying area, or crouch near a strong building.
Pranks And Damages
Prank-pulled fire alarms and tampering with smoke detectors, fire extinguishers, and sprinkler systems are
against the law and are addressed accordingly. If your conference includes children attending with
parents or is a youth program, please be sure to instruct them with regard to false fire alarms.
Abuse of elevators—such as jumping or other horseplay may result in suspension of elevator use
privileges.
Damages—including unreasonable cleaning conditions requiring excessive labor hours—will result in
charges assessed to the conference group in final billing invoices. Discovery of any damage or
unreasonable condition in the facility will be documented and added to the group’s final bill.
41
Security
Campus security officers patrol the campus at all times. CMs will call upon officers whenever a situation
warrants their assistance.
Building Hours The academic buildings are open from 7:30 a.m. – 11:00 p.m. daily. All residence halls
are locked 24 hours a day. Each guest will receive an exterior door access card to allow entrance into
assigned residence halls and a key to assigned bedrooms. Outside doors are not to be propped open for
any reason. Doing so breaches the security of the building and its residents.
In the interest of the security of our guests, Maryville College custodial services are not allowed to enter
occupied residence halls before 10am. Custodial service staff are easily identifiable as they wear full
uniform and carry a Maryville College staff ID on a lanyard. If a problem occurs in a room which
requires custodial services, the guest will be given the option of remaining in the room during and
following the repair or moving to another vacant room, if available. Requested repairs deemed necessary
during a guest’s occupancy of a room will be coordinated by CAs.
Dorm Lockout service is provided for residents who become locked out of the residence hall.
Conference guests should request lock-out service by calling the resident CA’s for assistance.
Lost Or Misplaced Keys And Access Cards
Guests who have lost keys will be issued a new key following identification, provided an extra key is
immediately available for the room. It takes 1-2 days to replace lost keys. The conference group will be
charged for every lost key.
Guests who lose access cards must report the loss to a CA. Charges for access cards or keys not returned
to conference personnel by the final check-out time will be included in the final billing.
Injuries and Accidents
Maryville College Campus Security protects and serves the College community. Uniformed officers are
on duty 24 hours a day, patrolling campus buildings, streets and parking lots. If you witness or are the
victim of an accident or crime, contact Conference staff at 865.981.8002 or Campus Security at
865.981.8112 immediately. While the College does not offer any medical assistance, we can call for an
ambulance if needed. You and your staff should be familiar with the safety prevention regulations in this
manual.
42
Minors on Campus
Chaperones
Youth groups (under 18) must have adult chaperones at a ratio of 15:1—female chaperones with females,
male chaperones with males. Chaperones must accompany underage participants at all times, in all
campus facilities, including public lounges, recreational areas, hallways, restrooms and parking lots as
well as in the residence hall. For residential groups, housing for chaperones is dispersed throughout the
bedroom block.
Appropriate Dress
Minors should be advised that their clothing should be modest in appearance. Shoes and shirts are
required in all meeting and dining facilities. Women’s shorts should be a modest length; sports and
jogging bras must be covered by a waist-length shirt in the dining hall and in all meeting facilities other
than those that are athletic or recreational. Cleats are not allowed in any building.
Security for Minor Guests
Adults with direct supervision of minors should have background checks performed by conference
personnel prior to arrival on campus.
Information should be supplied to all parents concerning keys and access cards. Lost keys and
cards are assessed charges at check-out. Collection efforts are made at checkout, but the group is
ultimately responsible for any charges that may occur.
43
Conference Planner
Information
44
Conference Planner Responsibilities
BEFORE ARRIVAL
Conference planners are responsible for insuring that all planning deadlines are met for the success of
their event. It is the assumption that the person who signs the contract will also serve as the main point of
contact during the event planning process. Where this is not the case, it is the conference planner’s
responsibility to provide CSE with the appropriate contacts throughout the planning process, while on-site
and after the event.
Communicate policies
Conference Planners are responsible for informing all participants of College policies and sanctions. To
assist in this process, an MC Guest Handout is included in this book on page 51. Please send a copy to
each attendee before their arrival on campus. The same information will be in pamphlet form in each
bedroom during your camp or conference.
Chaperones
It is the conference planner’s responsibility to insure that chaperone ratios are met and that chaperones are
properly trained for the conference. Due to increasing liability issues with minors, chaperone guidelines
for youth groups will be strictly enforced. All chaperones must be over 18 years of age and provided at a
ratio of 15:1—female chaperones with females, male chaperones with males. Plan for chaperones to
accompany underage participants at all times, in all campus facilities, including public lounges,
recreational areas, hallways, restrooms and parking lots as well as in the residence hall. We strongly
recommended that conference personnel perform background checks on chaperones prior to arrival on
campus.
It will be the responsibility of the chaperones to immediately remove any person whose conduct is
disorderly. If necessary, Campus Security may assist in removing anyone with disruptive behavior
including inappropriate language or behavior or a display of disrespect toward another individual on
campus.
A list of chaperones, their housing assignments and cell phone numbers must be provided 14 days before
check-in. On-site staff and chaperones should be easily identifiable by wearing special t-shirts, nametags,
etc.
Pre-Conference Meeting(s)
Group planners should arrange an A/V meeting with the College’s Event Support Coordinator and any
off-campus A/V vendor 14-30 days before check-in.
A pre-conference staff orientation meeting should be arranged with conference staff and chaperones to
review responsibilities and emergency procedures.
A pre-conference meeting to re-confirm final arrangements for housing and meal issues and any other last
minute concerns should be set within the final week before check-in.
45
ON-SITE RESPONSIBILITIES
There are a number of responsibilities for which conference planners will want to plan ahead once on-site
for a camp or conference. These include the following:
Registration
Conference planners and staff should plan to arrive at registration at least 30 minutes prior to start-time to
walk thru the registration process and ensure all is ready to begin registering arriving participants. The
conference planner will be expected to remain on-site during registration to resolve housing problems,
answer guest’s questions and address other concerns which may arise.
Emergency Support
In the event of an emergency – such as tornado warnings, loss of power or medical emergencies, Campus
Security Officers may request the support, assistance and cooperation of conference planners and their
staff and chaperones to maintain order and the safety of conference guests. Conference planners’
assistance with Security-determined evacuations or other emergency procedures will be greatly
appreciated.
Conference Supplies and Materials
The conference planner (or appointed liaison) must remain on-site until all guests have departed from
campus and/or until all materials are removed from campus.
Post Conference Close-Out
It is recommended that conference planners schedule a post-conference meeting to “close out”
communications with CSE staff prior to departure from campus. This meeting is mainly to review a pre-
invoice to preclude any unanswered questions or unexpected charges.
46
Conference Planner Resources
The following pages include several items that may be of interest to you and/or your participants. Please
photocopy as needed. If you would like any of these forms in electronic form, please contact Belinda
Kenny, Director of Corporate Sales and Events at 865.981.8014.
Travel and Transportation
Maryville College is easily accessible by any means of transportation: car, bus or plane.
Arrival by Car: If traveling by car, driving directions are located on page 49 of this manual.
Arrival by Bus: The Greyhound bus depot is located in Knoxville, approximately 30 minutes from
campus. Taxi service is available from the depot to campus.
Arrival by Airplane: Maryville College is located approximately 15 minutes from the McGhee-Tyson
airport. Numerous taxi companies are available for transporting passengers to their final destinations.
Courtesy and pay phones are located near the baggage claim areas of the airport. Taxis are also found
parked outside the airport entrance for interested parties.
A list of local restaurants is located on page 47. All of them are within 15 minutes drive from campus.
Local attractions are listed on page 48. This list includes activities that conference participants may
enjoy during downtime.
A campus map is on page 50.
Campus Guest Handout is included on page 51. Many conference guests have never stayed or met in
college facilities and are unsure of what to expect. Many times they expect equal or similar
accommodations and facilities to that of a hotel. The best surprise is no surprise! Your guests will be
most satisfied with the results of your conference when they are furnished with campus information well
ahead of time. This will allow them to be fully prepared.
Including a copy of the campus map, driving directions, restaurants and local attractions in your
registration materials can help save you time, effort and money. Feel free to copy these pages to include
in registration materials.
47
Restaurants
The restaurants listed below are within a 15 minutes drive from Maryville College.
Target area Foothills Mall area
Watkins Road Foothill Mall Drive
Aubrey’s Subway
Lemon Grass Thai Cuisine & Sushi Arby’s Roast Beef
Smokey Mountain Brewery Burger King
Shoney’s Cancun Mexican Cantina (in the Mall)
Calhouns Chick Fil-A (in the Mall)
International House of Pancakes
WalMart area Kentucky Fried Chicken
Hunter’s Crossing/Louisville Road McDonald’s
Chick Fil-A Pizza Hut
Chili’s Taco Bell
Cracker Barrel
Hooter’s Bar & Grill
Metro Pizza
Ryan’s Family Steak House
Salsarita’s
Zaxby’s Chicken Fingers & Wings
Panera Bread Company
Directions:
Exit the college from College Hill Dr. (the short road between Bartlett Hall and Beeson
Village). Turn right onto Court St. At the traffic light, turn left onto W. Lamar Alexander
Pkwy. (321 South). Follow the road approximately 1 ½ miles thru 3 traffic lights.
1. Target Turn right at the 4
th
light into Maryville Commons Shopping area.
2. Wal-Mart Turn right at the 5
th
light onto 129N. Turn left at the 3rd light.
3. Foothills Mall/Kroger Turn left at the 6
th
light to go to the Mall and Kroger. Turn
right to find most Mall area restaurants.
48
Local Attractions
We have enclosed for you brochures of local attractions. Below are more places you may find interesting.
Foothills Mall - Exit the college from College Hill Dr. (the short road between Bartlett Hall and Beeson
Village). Turn right onto Court St. At the traffic light, turn left onto W. Lamar Alexander Pkwy (321
South). Turn left at the 6
th
light to go to Mall. Stores include Aéropostale, American Eagle Outfitters,
Bath & Body Works, Belk, Christopher & Banks, Finish Line, Hallmark, JC Penney, Rack Room Shoes,
Sears, and T.J. Maxx.
Maryville Commons – Exit the college from College Hill Dr. (the short road between Bartlett Hall and
Beeson Village). Turn right onto Court St. At the traffic light, turn left onto W. Lamar Alexander Pkwy
(321 South). The shopping center is on your right at the 4
th
light. Stores include Target, Kroger, and
Payless. Restaurants include Aubrey’s, Ruby Tuesday, Shoney’s, Uno, Quizno’s, and Starbucks.
Hunter’s Crossing Shopping Center – Take 321 South from campus, approximately 3 miles. Make a
right onto US 129 North. Wal-Mart will be on your left, approximately 2.5 miles. Other stores include
Dugan’s Men’s Store, Staples, Dollar Tree, Sally’s, and Cato.
Midland Shopping Center - Leave campus by Court Street, turn left at 1st street past the courthouse.
Take an immediate right on Cusick. Midland Center is across the creek on the left. Approximately 2
miles from campus. Fast food plus Mexican, Chinese, and Italian restaurants are located in this area.
Stores include Tuesday Morning, Glenstone Gallery, UPS Store.
Pigeon Forge and the Outlet Malls - Take 321 North to Townsend - turn left on Wears Valley Road
(still Hwy. 321) and follow it to Pigeon Forge. Straight ahead is Belk Outlet Mall; turn left to Five Oaks
Outlet; approximately 2 miles, or right to Red Roof Outlet and Gatlinburg.
The Great Smoky Mountains - Take 321 North through Walland, Townsend and the Gateway to the
Smokies. Take the right fork into Cades Cove: a place you must visit. The Cove is the ancestral home of
many families in East Tennessee. You circle the Cove on an 11 mile loop. Your trip will include
historical buildings, a working mill, wildlife (deer, bear, wild turkey, fox, wolves and wild hogs) , and
other historical sites. Early evening is the best time to see the deer. The trip usually takes 3 to 4 hours
with stops. Horseback riding, picnicking and carriage rides are also available before you enter the Cove.
Dollywood Theme Park - Located in Pigeon Forge. Take 321 North to Townsend, turn left on Wears
Valley Road and follow it to Pigeon Forge. Turn right at the stop light and go approximately 3-4 miles:
follow the signs. Dollywood is well worth the trip; it is a great place, full of music, flowers, and some
terrific shows and rides.
Selected Hotels Near the Airport (15 minutes)
Mainstay Suites Alcoa • Alcoa Highway • 865.379.7799
Airport Hilton • Alcoa Highway • 865.970.4300
Fairfield Inn by Marriott • Alcoa • 865.984.9350
Hampton Inn • Alcoa • 865.983.1101
Jameson Inn • Alcoa • 865.984.6800
Holiday Inn Express • Alcoa • 865.981.9008
49
Driving Directions to Maryville College
North from Chattanooga/Atlanta
Take I-75N towards Knoxville. Exit at Lenoir City, Highway 321 (just before getting to Knoxville) and
turn right off the exit. Continue on 321 for approximately 20 miles (through Lenoir City) and you will
come into Maryville. Continue straight and the College will be on the right (you will go under a "bridge"
with Maryville College written on it; the campus is the second right turn).
East from Nashville
Take I-40E towards Knoxville. Exit at Oak Ridge, Highway 321 (before I-75) and turn right off the exit.
Continue on 321 for approximately 25 miles (through Lenoir City) and you will come into Maryville.
Continue straight and the College will be on the right (you will go under a "bridge" with Maryville
College written on it; the campus is the second right turn).
South from Tri-cities
Take I-81S towards Knoxville. At the Asheville/Knoxville split, take I-40W towards Knoxville. As you
come into Knoxville, stay on I-40W until you take the Smoky Mountain/Alcoa Hwy. exit, Highway
129S.As you exit, the road will split; bear to the left, following the airport signs. After you pass the
airport, bear to the left fork and follow the MC signs through Alcoa. Continue straight through six traffic
lights. At the seventh light you will see the campus; turn right onto 321S (Lamar Alexander Parkway).
Turn immediately left into the college.
South from Kentucky
Take I-75S toward Knoxville. After exit 108 (Merchants Road) in Knoxville, I-75 splits into I-75/I-640
(to Chattanooga) and I-275 (to Knoxville). Take I-275S to Knoxville. I-275 ends after approximately 3
miles. Take I-40W for about one mile. From I-40, look for the Smoky Mountain/Alcoa Highway exit,
Highway 129S. Continue on 129S through Alcoa for approximately 20 miles. Upon entering Maryville,
continue straight through five traffic lights. At the sixth light you will see the campus; turn right onto
321S (Lamar Alexander Parkway). Turn immediately left into the college.
West from North Carolina
Take I-40W toward Knoxville. As you come into Knoxville stay on I-40W until you take the Smoky
Mountain/Alcoa Hwy. exit, Highway 129S. As you exit the road will split; bear to the left, following the
airport signs. Continue on 129S through Alcoa for approximately 20 miles. After you pass the airport,
bear to the left fork and follow the MC signs through Alcoa. Continue straight through six traffic lights.
At the seventh light you will see the campus; turn right onto 321S (Lamar Alexander Parkway). Turn
immediately left into the college.
50
51
Maryville College Guest Handout
We are looking forward to your upcoming camp or conference at Maryville College. Here is some
information that we hope is helpful to you as you prepare to travel to Maryville College. See you soon!
CAMPUS HOUSING
Check-In/Check-Out: Specific check-in and check-out times have been given to your group so that you
can be served in the best possible manner. Please be prepared to arrive and depart within the time frame
you are given.
You will be staying on the historic campus of Maryville College. All of our residence halls are air-
conditioned with free parking conveniently located near each hall. If you have any special needs (dietary
or housing), contact your conference group leaders immediately so you can be accommodated. Handicap
housing is very limited.
Please remember that you will be staying in a college dorm - NOT a hotel. The level of service and
amenities at the College is much different than that of a hotel. Below is a list of items you will be in your
dorm room. If you need other things to make your stay more comfortable, you may want to bring them
with you. Dorm rooms are equipped with the following:
An extra-long twin-size bed/desk/dresser for each person in the room
Telephone with local calling access.
Rooms with kitchenettes are equipped with a stove, refrigerator, sink and small eating table.
Utensils and dishes are not provided. Microwaves and cooking utensils are not provided. Note—
not all rooms have kitchenettes.
If your group has ordered linens from the College, you will receive a linen packet at check-in that
includes: two sheets, one pillow and pillowcase, one towel, and one washcloth. Toiletries (like
soap and tooth paste) are not available.
Public lounges and snack food and drink machines are available in most of the residence halls.
Suggestions---What to Bring
Several suggestions listed below may help make your stay at Maryville College more enjoyable: an alarm
clock, personal hygiene supplies (soap, shampoo, toothbrush, etc.), hangers, a reading lamps (only
overhead lighting is provided), bed linen (or a sleeping bag), towels, and washcloths (if your
camp/conference is not providing them), quarters (for snack food and drink machines).
Coin-Operated Laundry Machines are available in each residence hall.
HIGH SPEED INTERNET is available through campus free wi-fi.
MAIL, MESSAGES AND FAX SERVICE
If you must have mail sent to you while at Maryville College, it should be addressed as follows:
Your Name
Name of Camp/Conference
C/O Maryville College
Corporate Sales and Events
502 E. Lamar Alexander Pkwy
Maryville, TN 37804
52
Mail will be delivered to conference leaders as it is received. If mail is received after your group has left,
it will be returned to sender. If there is no return address, it will be discarded.
MESSAGES
In case of emergency your family members can call our 24-hour emergency phone number:
865.981.8112. A Maryville College staff person will answer this phone number 24 hours a day, 7 days a
week.
FAX
Fax service is available in the Corporate Sales and Events Office. There is no cost for sending and
receiving domestic faxes. The cost for international faxes is $1 for the first page and 10¢ for each
subsequent page.
CAMPUS RESTRICTIONS
Maryville College observes the Tennessee state law that prohibits smoking in all campus buildings –
including residence halls. Tampering with or disconnecting residence hall room fire detectors will trigger
fire alarms. College regulations prohibit alcohol, non-prescription drugs, and all weapons on the
college campus.
Animals are not allowed in any campus facility with the exception of those trained to assist individuals
who are physically challenged.
PARKING on campus is free. Parking in fire lanes, on the lawn or sidewalks is strictly prohibited.
Violators will be subject to tow at the owner’s expense. College policy prohibits RV motor vehicle
homes used for housing accommodations while parked on campus.
MEDICAL SERVICES
Medical services are not available at Maryville College. Emergency medical attention is available at
Blount Memorial Hospital, located across the street from campus. Please notify your conference planners
before you arrive on campus of any health-related concerns which may affect your attendance at the
conference. If you need to bring prescription medication, the College cannot guarantee availability of
refrigeration. If you need medication by injection, please dispose of needles in a self-provided sharps
container for bio-hazard materials and take it with you when you leave.
APPROPRIATE DRESS
Dress for summer events is modest summer casual. Shoes and shirts are required in all meeting and
dining facilities. Women’s shorts should be a modest length; sports and jogging bras must be covered by
a waist-length shirt for dining purposes and in all meeting facilities other than those that are athletic or
recreational. Cleats are not to be worn indoors.
53
Index
A
Access Cards · 16, 17, 41, 42
Accidents · 39
Attractions · 48
Audio/Visual Equipment · 30
Audio/Visual Vendors · 31
B
Banners · 21
Bio-Hazardous Materials · 14
Black-Outs · 39
Bookstore · 29
Bus Travel · 46
C
Campus Map · 50
Capacities · 20, 26
Car Travel · 46
Catering · 33
Chairs · 21
Changes · 20
Chaperones · 42, 44
Checklist · 8
Check-Out · 16, 17
Conference Planner Responsibilities · 44
Copies · 30
D
Damages · 40
Deadlines · 20
Dorms · 14, 18
Dress Code · 42
Driving Directions · 49
E
Elevators · 14, 39
Emergency · 15, 39, 40, 45
Equipment · 15, 20, 21
F
Facilities · 20, 22, 35
Fax · 29
Fax Service · 7, 29, 52
Fire · 39
Fitness Center · 27, 36
Furniture · 20
G
Guarantee · 13
Guest Handout · 51
H
Handicap · 35
Housing Assignments · 13
I
Ice · 29
Injury · 39
Insurance · 8
Internet · 29
K
Keys · 16, 17, 20
L
Laundry · 14
Library · 29
Linen · 16, 17
Lockouts · 14
Lost Access Cards · 41
Lost and Found · 29
Lost Keys · 41
M
Mail · 29, 52
Map · 50
Meals · 22, 23, 24, 25, 26, 32, 33
Medical Services · 39
Medication · 14
Minors · 42
Music · 31
P
Parking · 16, 30
Physically Challenged · 35
Post-Conference Meetings · 45
PowerPoint · 31
Pranks · 40
Pre-Conference Meetings · 44
54
R
Recreation · 23, 27, 36
Registration · 14, 16, 45
Regulations · 39
Rentals · 21
Residence Halls · 18, 35
Resources · 46
Restaurants · 47, 48
S
Safety · 39
Security · 7, 39, 41, 42, 44, 45
Services · 29
Setup · 20
shuttle · 31
Signs · 21
Staff · 6
Supplies · 45
T
Tables · 21
Technicians · 21
Tornado · 40
Traffic · 16
Transportation · 46
Trash · 15, 17
Trash Cans · 15
Travel · 46
V
Van Shuttle · 31
Vending Machines · 15
