Hosting a Conference

summer camps and conferences

Reservation Requirements and Responsibilities

University-affiliated and independent groups are invited to stay on campus during the summer. To guarantee reservations, clients making group arrangements must meet the following reservation requirements:

Pre-Payment

For all groups, a nonrefundable 25% partial prepayment of the estimated bed count will be required. Proof of prepayment is required before the guarantee meeting date (30 days before check-in) to secure the reservation and date(s) requested. Prepayment will be applied towards the final cost.

Affiliate Groups: If you cannot provide prepayment due to grant or funding limitations, your department's dean or supervisor must sign a prepayment contract.

Guarantee Meeting

The guarantee meeting should occur thirty (30) days before check-in. It may be held on the Belknap campus or through Microsoft Teams. The purpose of this meeting is to finalize all camp or conference details. Camps and Conference staff will review and approve all final guest numbers and accommodation requests.

Minor Group Requirements

All clients with minor participants must comply with the Youth Protection Program (YPP) policies and register with theUofL Department of Enterprise Risk and Insurance. Background checks and youth protection training for all chaperones are essential to obtaining YPP approval.

At least one chaperone is required for every 10 participants who are 17 years of age or younger. Chaperones must be at least 21 years old and supervise the participants. Camps and Conference staff may ask chaperones to provide identification at check-in.

Service Animals

UofL’s Service Animal Policy permits approved service animals in residence halls. Guests must abide by all provisions. If you have an inquiry regarding service animals on campus, please contact the Disability Resource Center at (502) 852-6838.

Dining/Catering

University dining operations are limited during the summer. The Student Activities Center (SAC) operates various retail dining outlets during the summer at limited hours. This includes restaurants such as Starbucks, Wendy’s, Chick-fil-A, and Eiffel Tower Pizza. Please contact Dining Services at (502) 852-5211 for additional information.

Parking/Transportation

Parking arrangements must be made directly through the Parking and Transportation office. Some parking lots and/or facilities may be offline to support other events or resurfacing projects. Please contact Laura Lutts, at (502) 852-7803 for additional information.

Cancellation Policy

  • Before December 31st
    • If the client cancels the License Agreement through a written notice on/before December 31, prior to the check-in date, prepayment will be refunded in full and the client will have no financial obligations.
  • Before March 31st
    • If the client cancels the License Agreement through a written notice on/before March 31, prior to the check-in date, client will receive a 75% refund on the prepayment.
  • Before April 30th
    • If the client cancels the License Agreement through a written notice on/before April 30, prior to the check-in date, client will receive a 50% refund on the prepayment.
  • After April 30th
    • If the client cancels the License Agreement after April 30, prior to the check-in date, any prepayments will remain non-refundable.
  • Cancellation for UofL Sponsored Groups
    • If the client cancels their reservation after the guarantee meeting, the client will be held responsible for the full payment (including prepayment) as stated in the guarantee meeting.

Check Out

All groups have a check-out time between 8:00 and 11:00 a.m. EST to allow time to prepare for new conference arrivals. If the group checks out after 11:00 a.m. EST, the Coordinator will be charged one (1) additional night per participant who has not checked out. Coordinators who provide advanced notice (30+ days) can choose to extend their check-in/out window. The rate for an extended window is $20 per hour for each additional staff member required.

University Policy

The University desires to provide its employees and students with a healthy working and learning environment. Tobacco products shall be prohibited on all campuses, buildings, and grounds.

University Housing and the Resident Experience is open to all eligible students regardless of race, color, national origin, sex, disability, or age.