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UofL Conference Center Policies & FAQs

Questions?

For general questions or to start your booking, complete our Request for Proposal or call our sales manager at 502.852.0360.

Please note policies are subject to change.

Below is an outline of the UofL Conference Center’s policies, including payment, business hours, and inclement weather information.

 


  • Acceptable Internet Use Policy

    All Internet Services are subject to the University of Louisville‘s acceptable use policies. The 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.

    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.

    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.

  • 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(s), which you will receive after your event.

  • Business Hours and Staffing

    Event and Conference Services 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. An additional surcharge of $100 per hour will apply.

  • Cancellation and Refund Policies

    All event cancellations must be submitted in writing.

    Room Rental 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

    All cancellations and/or changes referring to the menu, count, and event arrangements must be confirmed five business days prior to the event. Should a final count not be confirmed, we will prepare for the estimated number and charge accordingly.

    Cancellations made less than 48 hours before the schedule date may incur charges and are assessed on an event-by-event basis. Events scheduled less than three days in advance will incur an administrative charge of $15.00. Please make sure that all RSVP dates are in advance of the five business days to allow for accurate counts.

  • Food and Beverage

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

    Catering orders (menu selections and estimated numbers) must be submitted in writing by 5:00 p.m. no less than ten business days before your event start date. Late orders (received less than ten days before event start date) will incur a 10% surcharge.

    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 Event and Conference Services office prior to the day of the event.

  • Certificate of Insurance Requirement for All Events

    All events are required to provide a Certificate of Insurance (COI) for coverage of $1 million in general liability. The COI must name the University of Louisville and the University of Louisville Foundation as “additional insured”, and must be received by Event and Conference Services staff no less than three 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 a 20% 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.

  • Contract Terms

    We pride ourselves on being open and transparent with our customers. Our goal is to make your event easy. We encourage you to review our full terms and conditions before you book. Download a copy of our contract terms [PDF].

  • Decorations and Signs

    No directional signs, decorations, posters, banners, or other informational signs may be attached to the walls, doors, windows, light poles, or railings using tape, tacks, screws, velcro, nails, or other types of adhesive without the prior written consent of the university.

    The following items are prohibited inside the venue:

    • Balloons
    • Fireworks
    • Fire hazards
    • Glitter
    • Rice
    • Birdseed
    • Confetti

    With permission, certain items are allowed outside the venue.

  • Inclement Weather

    When the university closes, ShelbyHurst Campus is included in the closure. You may still plan on holding your event. However, whether you hold your event or cancel is at your discretion.

    If you decide to hold your event, a Public Safety officer 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, if we can do so safely, our Event and Conference Services staff will make every effort to provide the excellent customer service experience you are expecting.

  • Payments

    Payments are due within 30 days of receipt of the final invoice(s). Event and Conference Services staff are not permitted to process payments.

    Payments owed to UofL Event and Conference Services must be made to our business office by check, Visa, Mastercard, American Express or Discover. Payments made by check should be submitted to UofL Delphi Center, Burhans Hall, 440 N.Whittington Parkway, Louisville, KY 40222. 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.

    Payment from UofL departments will need to be made via journal voucher (per university policy).

  • Firearms Prohibited

    No firearms are allowed on university property at any time.

  • Room Setup

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

  • Smoke-Free Campus

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


Do you have questions we haven’t answered yet? Check out the answers to commonly asked questions below. If we still didn’t answer your questions, contact us!

  • What are the mailing, GPS, and invoice addresses for Event and Conference Services?

    For GPS and shipping event or vendor materials:


    Event and Conference Services University of Louisville - ShelbyHurst Campus
    Founders Union Building Ste. 101
    450 N. Whittington Pkwy.
    Louisville, KY 40222

    Consult a map of ShelbyHurst Campus for additional information.

    To mail invoice payments:


    Make checks payable to: University of Louisville

    Remit to:

    UofL Delphi Center
    Burhans Hall
    440 N. Whittington Parkway
    Louisville, KY 40222

  • How do I obtain Internet access?

    The laptop/device and user must be able to search for available networks and be able to select/accept/join the ulvisitor network. This is not a secure network and you will be prompted to accept terms of use.

    Open the internet browser of your choice (i.e. Firefox, Google Chrome or Internet Explorer), place a check in the box beside “I accept the terms of use”, click the Log In button, and begin browsing the internet. Terms of use for this network include, but are not limited to, ten hours of connectivity, disconnection after two hours of inactivity, HTTP/HTTPS, and VPN Services.

    Please review our Acceptable Internet Use Policy.

    Note: If you are a UofL employee or student, you may use ulsecure along with your University username and password.

  • Where should I park, is there a fee, and do I need a permit?

    We offer complimentary parking in two spacious lots and our guests do not need a permit to park. Find out where to park.

  • Are your buildings accessible?

    In Burhans Hall, handicapped accessible parking spaces and access to the elevator are on the east side (right) of the building. In Founders Union, handicapped accessible parking spaces are located closest to the building in the parking lot. An elevator is located in the lobby. Check out our parking map for more information.

  • Do you have vending machines and where are they located?

    There are two vending machines, one snack and one soda machine, located in the lower level of the Founders Union building. Vending machines are also located in the lower level of the west wing of Burhans Hall.

  • What is your food and beverage policy?

    No outside food or beverage is allowed on ShelbyHurst Campus for meetings, corporate events, or conferences. Catering is provided by our exclusive caterer and must be ordered through your coordinator. Learn more about catering.

  • Do you host weddings?

    No, our facilities are not available for weddings or wedding receptions.



UofL Conference Center Policies

“Always excellent staff, customer service, and catering!”


Sasha Ferguson
Strothman and Company