Event and Conference Services Policies

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Refer to our frequently asked questions (FAQ).

Business Hours and Staffing

ECS office hours are Monday-Friday 8:30 a.m. - 5 p.m.

Events may be held during the following hours:

  • Sunday – Thursday 7 a.m. - 9 p.m.
  • Friday – Saturday 7 a.m. - 10 p.m.

Hours may be extended by special arrangement in advance with the event coordinator, and an additional surcharge of $100 per hour will apply.

Booking Procedure

100% of the room rental fee is due at booking. Reservations are not guaranteed until a facility rental contract has been signed and returned to your coordinator, and payment has been received by our business office. Leading up to your event, your coordinator will work with you to finalize set-up needs, rental items, catering, and any other logistics needed for your meeting or conference. All other charges, including catering and any rental items, will appear on the final invoice, which you will receive after your event.

Payments

ECS staff are not permitted to process payments. Payments must be made to our business office by check, Visa or MasterCard. Please note that we are not permitted to keep credit card information on file. If you pay by credit card, you will need to submit your information each time you receive an invoice.

UofL Discount

UofL departments, current faculty, staff and students receive a 15% discount off meeting room rental fees. In order to receive the discount, the event must be booked and paid for by the UofL department, faculty or staff member, or student.

UofL departments are encouraged to pay by pro-card, but other payment methods can be arranged.

Certificate of Insurance

All events are required to provide a Certificate of Insurance (COI) for coverage of $1 million in general liability. The COI must name University of Louisville and University of Louisville Foundation as “additional insured”, and must be received by ECS no less than 3 business days in advance of the event. If no COI is received, the event coordinator will automatically purchase a Tenants’ and Users’ Liability Insurance Policy (TULIP) for the event and the cost of the policy, plus 12% admin fee, will be added to the final invoice.

In the case of events using third party vendors or exhibitors, each vendor or exhibitor will be required to submit a COI. The event organizer will be responsible for collecting all COIs and submitting them to the event coordinator.

Catering

No outside food or beverage is allowed at ShelbyHurst Campus. All food and beverages, including alcohol, must be ordered through your event coordinator and provided by our exclusive caterer.

Catering Service Charge

A service charge of 20% of the order amount, or $50, whichever is greater, plus 6% sales tax, is added to the food and beverage on the final invoice. If an organization is tax-exempt, documentation must be on file in the ECS office prior to the day of the event.

Cancellation and Refund Policies

All event cancellations must be submitted in writing.

Refund Schedule

Events cancelled more than 90 days before the event start date will receive a 100% refund, minus a 3% processing fee.

Events cancelled 45 – 90 days before the event start date will receive a 50% refund, minus a 3% processing fee.

Events cancelled less than 45 days before the event start date will not be refunded.

Food and Beverage Cancellation

Catering orders cancelled seven days or less from the event start date will be charged the total catering bill including any service charges.

Room Setup

Room rental fee includes one-time setup and tear down. However, there will be a $100 labor charge for room re-set and/or setup changes on the day of the event.

Inclement Weather

When the university closes, ShelbyHurst Campus is included in the closure. You may still plan on holding your event, and Public Safety officers will be in the building to unlock any room you have reserved. In extreme weather situations, we cannot guarantee the presence of our staff or the services of any outside vendors, including catering. However, our Event and Conference Services staff will make every effort to safely arrive on-site to provide the excellent customer service experience you are expecting.

Private Property

No firearms are allowed on university property at any time. No fireworks, fire hazards, glitter, rice, birdseed, or confetti are allowed inside the venue. With permission, certain items are allowed outside the venue.

Smoke-Free Campus

The University of Louisville ShelbyHurst Campus is a smoke-free campus; smoking is not permitted anywhere on campus.

Acceptable Internet Use Policy

All Internet Services are subject to The University of Louisville‘s acceptable use policies and University of Louisville may suspend Service to any user if the use is determined to be in violation of the acceptable use policies. The University of Louisville is the sole provider of wired and Wi-Fi Internet services within the facility.

Users may not use their own wireless access points, wireless routers, MiFi devices, or any other device that provides shared Wi-Fi Internet access.

Disclaimer: The University of Louisville does not provide security, such as, but not limited to, firewalls, etc. for any data circuit(s) that we provide. It is the sole responsibility of the user to provide any necessary security.

Software or content obtained from the use of Service may contain viruses or other harmful features and users are solely responsible for protecting their equipment and software from such matters.


Questions?

For general questions or information, contact us at 502.852.1936

For booking inquiries, complete our online Request for Proposal or call our sales manager at 502.852.0360


 

Policies are subject to change.

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