Policies and Procedures

Reservation and Payment

To secure your group’s reservation, a signed license agreement and non-refundable prepayment are required. This prepayment is applied toward the balance of your stay. Full pre-payment is due prior to arrival, unless other arrangements have been approved by our office. Additionally, a scheduled meeting to finalize details of your reservation is also required within 30 days of arrival. 

Cancellations must be submitted in writing and may be subject to additional fees depending on how close they occur to the date of the check-in.  

Insurance and Tax

All external groups hosting a camp or conference at UofL are required to submit proof of general liability insurance. This documentation must be provided prior to the guarantee meeting and must remain valid for the full duration of the event.  

Groups that qualify for Kentucky sales tax exemption must submit the appropriate state tax exemption certificate at the time of contract or payment. Failure to provide these documents by the stated deadlines may result in taxed invoices or delays in finalizing your reservation. 

Roster

The roster will be provided to the event coordinator following the guarantee meeting. Any roster adjustments requested after the roster submission has closed (7 days before arrival) must be processed by the Camps and Conferences team. An administrative fee will be charged for missed roster submission. 

Eligibility and Supervision

Groups hosting minors on campus must follow the University of Louisville’s Youth Protection Program (YPP) policies. Each group must submit proof of compliance, including completed background checks and YPP training for all adults in direct contact with minors. A minimum ratio of one trained, approved chaperone per 15 minors is required, and chaperones must remain on-site and actively supervise participants. Failure to meet training, background, or supervision requirements may result in cancellation or suspension of housing and facility privileges. 

Conduct and Behavior

Respect for others is central to life on campus. Guests are expected to follow quiet hours, refrain from prohibited substances, and uphold UofL’s standards for safety, inclusion, and respect. Misconduct may result in removal from housing or further action.

Quiet Hours

Quiet hours begin at 10:00 PM Sunday, Monday, Tuesday, Wednesday, and Thursday, and at 12:00 AM on Saturday and Sunday. Quiet hours end at 8:00 AM. All residents and rooms are expected to eliminate noise that impacts other members of the community during quiet hours. 

Substances

The possession or use of tobacco, e-cigarettes, or illegal substances is strictly prohibited in university housing and all campus facilities. Alcohol may be consumed by guests who are 21 years of age or older, but only within their assigned room or unit – consumption in hallways, lounges, or other common spaces is strictly prohibited.  

Harassment and Discrimination

Harassment, discrimination, vandalism, or any other form of misconduct will not be tolerated and may result in immediate removal from housing and/or notification or appropriate authorities. By staying in UofL accommodations, all participants agree to follow the University’s Code of Conduct and all Camps and Conferences policies to maintain a safe and respectful campus community. 

Safety and Security

Safety and security are core values here at UofL. Each residence hall is securely locked, and only individuals with authorized access can enter the buildings. Our staff are trained to respond promptly to any safety concerns, maintenance issues, or lockouts at any time of day or night.  

The University of Louisville Police Department (ULPD) is available 24/7 and can be reached at (502) 852-6111 for any emergencies or immediate safety concerns.  

Facilities Use

Common spaces such as lounges, kitchens, laundry facilities, and study rooms are designed to enhance guest experience and community building. We ask all guests to use these areas respectfully and follow posted guidelines to maintain a clean and welcoming environment for everyone. Any damage, excessive cleaning needs, or missing items will result in additional charges to the hosting group or individual.