Policies & Information

For GPS and shipping event or vendor materials:

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

Consult a map of Shelby 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

The group is not allowed to install or use, or allow a subcontractor to install or use, external audio-visual equipment including, but not limited to, cameras, monitors, microphones, sound systems/amplifiers, audio mixers, video switches without the prior written consent of your event coordinator upon submitting plans at least four (4) weeks in advance of the Term. If consent is granted, the group must work with the conference center IT support specialist about the placement and allowable use of equipment. It will be the responsibility of the group to pay for restoration of any disruption or damage to the electrical or AV system due to the use of external equipment.

100% of the room rental fee (plus, at the discretion of the event coordinator, additional incidental charges such as catering, insurance policy, equipment rental, if applicable) 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, excluding catering, will appear on the final invoice(s), which you will receive after your event.

In Burhans Hall, accessible parking spaces and access to the elevator are on the east side (right) of the building. In Founders Union, accessible parking spaces are located closest to the building in the parking lot. An elevator is located in the lobby. 

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.

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. Please make sure that all RSVP dates are in advance of the five business days to allow for accurate counts.

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.

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.

Use of a DJ or live music is prohibited on weekdays without prior written consent of your event coordinator at least two weeks in advance. Your group must maintain noise at an acceptable level, as determined by conference center staff, to avoid disruption of other users. This includes, but is not limited to, a DJ, live music or other entertainment, videos, presenters, and audience members. The conference center reserves the right to suspend or terminate the event if it is deemed disruptive to other users.

No firearms are allowed on university property at any time.

All food and beverages, including alcohol, must be ordered through your event coordinator and provided by an approved caterer. No outside food or drink is allowed at Shelby 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.

There are multiple approved caterers available. Learn more about our catering options.

When the university closes, Shelby 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.

The University is the sole provider of wired and Wi-Fi Internet services within the facility. The University of Louisville may suspend Service to any user if the use is determined to be in violation of the network services and acceptable use policies. Use of external IT equipment including, but not limited to, cables, switches, routers, wireless access points, MiFi devices, and any devices that provide Wi-Fi Internet access is prohibited. The University 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. The University cannot be held liable for any security breach.

To 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.

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

We offer complimentary parking in two spacious lots and our guests do not need a permit to park. View a map of available parking [PDF].

Burhans Hall
440 N. Whittington Pkwy.
Louisville, KY 40222
Phone: 502.852.0360

Parking lots are located on the west side (left) of the building. Accessible parking spaces and access to the elevator are on the east side (right) of the building.

Founders Union
450 N. Whittington Pkwy.
Louisville, KY 40222
Phone: 502.852.0360

Parking is available in the lot behind the building. Accessible spaces are located closest to the building.

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).

If credit cards are accepted/processed electronically by your group for purchased goods or services, the University is not liable for network communications, and you agree to indemnify and hold harmless the University and all of its members, officers, employees, agents, trustees and assigns against any and all claims, demands, actions or causes of action, arising or resulting directly or indirectly from any breach of applicable laws, regulations, University policy and the standards established by the PCI Security Standards Council.

Our facilities are not available for weddings or wedding receptions.

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.

The University of Louisville Shelby Campus is a smoke-free campus. Smoking is not permitted anywhere on campus.

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.