Group leaders are responsible for making the room and roommate assignments for the participants. These should be submitted 14 business days prior to your arrival. If you should have any questions or concerns on this, please do not hesitate to ask your Conference Coordinator.
The University of Louisville has a limited number of audio-visual equipment and display supplies that can be rented for a small fee if meeting at the Student Activity Center or the Red Barn.
In the event that it becomes necessary to cancel the event, please notify the Conference Housing Office at least 2 weeks in advance of the event. By doing this, a forfeit of the $300 prepayment would also take place.
Classroom and Meeting Space in the Student Activity Center can be obtained by submitting a request. For other locations please work with your Conference Coordinator.
The Ville Grill is the most common location for summer conference dining. Although not required, food and beverage arrangements can be made online or through email at firstname.lastname@example.org. Dining Services offers a wide variety of other eating facilities located throughout the campus.
Once a reservation is made for your group, you must complete, sign, and submit your Housing Contract to our office. Our rooms do fill up fast as they are limited, as well as agreements are made based on a first come first serve basis. Conference contracts are available upon request.
We advise you to make reservations well in advance of your conference. Many of our facilities are booked one year in advance.
Groups are usually housed in the same Residence Hall, although this is not always the case. The location in floor or wing may vary with style of housing. It is the responsibility of the group leader to assign roommates.
We also staff every residence hall with a security guard from midnight until 8 a.m. Each occupied residence hall has 24-hour front desk coverage.
There will be conference assistants and a conference director assigned to each residence hall, as well as a conference staff member on call to help your conference groups with any problems, lockouts, or needs that arise. The front desks are staffed twenty-four hours a day to help with any problems.