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Conference & Event Services

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Policies & Procedures

The following is a basic summary of policies and procedures for overnight summer programs. This does not include all policies and it does not replace the Summer Housing & Conference Services Agreement (contract), which contains a detailed explanation of all policies and procedures.

BOOKING PROCESS

To obtain availability and pricing please fill out a Request for Proposal or contact the Manager of Summer Conference Programs at Maria.J.Mata@du.edu. Please be sure to include the following details in your request:

  • Brief description of your program and organization
  • Check-in & check-out dates (1st, 2nd, and 3rd choices)
  • Meeting room needs
  • Meal plan and/or catering needs
  • Other event details

Once you have secured a Summer Housing & Conference Services Agreement (contract) you will be assigned an event manager who will assist you during the planning process.

Deposit & Payments

Upon signing a contract, the following payment schedule applies:

PAYMENT DUE DATE
Deposit: 20% of Total Upon signing the Agreement
2nd Payment: 30% of Total 60 days prior to Event
3rd Payment: Balance 10 business days prior to Event
Balance of Final Invoice Within 30 days of receiving Final Invoice
TAX EXEMPTION

Local sales taxes will be applied unless proof of tax exempt status is provided. Simply having a non-profit status under federal IRS rules does not automatically carry an exemption from local state and city taxes. Taxes cannot be waived unless BOTH of the following documents are received:

  1. City of Denver Tax Exempt Form
  2. State of Colorado Tax Exempt Form
Without such documentation, the University of Denver is required by law to apply the following taxes:
 
Lodging Tax 14.75%
Food & Beverage Tax 8%
 
INSURANCE

All clients are required to secure a commercial general liability insurance policy for a minimum limit of $1 million per occurrence and $2 million in the aggregate, including coverage for fire damage of at least $300,000 per occurrence. The policy must be valid for the dates and times of the program, and include the University of Denver as an additional insured.

As evidence of such coverage, the client must provide the University with a certificate of insurance (COI) at least 60 days prior to the program start date.  

SUPERVISION

The University requires one adult, acting in a supervisory capacity, for every 15 minors (guests under the age of 18) in attendance. This policy applies to all areas on campus, including (but not limited to) residence halls, dining halls, classrooms, and meeting rooms.

MEETING SPACE

Room Scheduling

Final meeting room needs must be received no later than 30 days prior to the date needed and are subject to availability. 

The booking start time is when the client, its staff, or any vendors need to access the room(s) for any event preparations. Similarly, the booking end time is when the client, its staff, or any vendors have already vacated the facility. 

Damages

The use of adhesives, nails, or items that may damage the premises are not allowed. Charges will be assessed on the Final Invoice for any damages to rooms, buildings, furniture, lawns and/or equipment.

HOUSING

Room Block

Room blocks are based upon the estimated attendance provided by the client at the time of requesting a contract. The client may add or release rooms in the room block, subject to availability, at any point after signing the contract until the Housing Guarantee deadline. Clients should inform their event manager of any changes as soon as possible.

Housing Guarantee

The Housing Guarantee is due no later than 10 business days prior to the group's check-in date. Upon conclusion of the event, the University will charge the client based on the Guarantee or the actual attendance, whichever is higher.

Room Assignments

Clients are responsible for assigning guests to rooms. After receipt of the Housing Guarantee, a blank rooming list will be provided for this purpose. The final Rooming List is due no later than 5 business days prior to check-in. Please note:

  • Assignments must be gender-specific within rooms and suites. In non-air-conditioned buildings, each floor must be entirely gender-specific.
  • Adults may not share rooms or suites with minors.
  • Exceptions to the above can be made in family situations and are subject to the University's approval.

Check-in & Check-out

Check-in is after 3:00 PM and check-out prior to 10:00 AM. Early check-ins or late check-outs are subject to the University's approval and may incur additional fees. The entire group must check-in and check-out on the same date and time period. 

All room keys must be returned to the residence hall front desk at the time of check-out. If a guest leaves without returning the room key, the University will proceed to replace the lock and add this cost to the conference invoice. 

Minimum Age

The minimum age for overnight guests in the residence halls is 8 years of age.

DINING

MEAL PLAN

Meal plans are based upon the estimated attendance and meal schedule provided by the client at the time of requesting a contract. The client may change the meal plan, subject to availability, at any point after signing the contract until the Meal Guarantee deadline. Clients should inform their event manager of any changes as soon as possible.

MEAL GUARANTEE

The Meal Guarantee is due no later than 10 business days prior to the group's check-in date. Upon conclusion of the event, the University will charge the client based on the Guarantee or the actual use, whichever is higher.

MEAL SCHEDULING

While meal plans can be customized for each group, all participants within a group must be on the same meal plan. In the case of groups that have overnight vs. commuter guests, two meal plans can be made available. However, individual exceptions to the group's meal plan(s) cannot be accommodated.

In addition, each group will be assigned a time frame for each meal in order to avoid long lines and provide expedite service.

CATERING

We provide catering services in virtually all locations through DU Flavours by Sodexo. Outside caterers are only allowed in certain locations and are subject to the University's approval.

TECHNOLOGY

Audiovisual (AV), video, and other technology requests are due no later than 10 business days prior to the event. The University cannot guarantee services for late requests and late fees may apply. In addition, cancelling scheduled services less than 10 business days prior to the event may result in late cancellation fees.

PARKING

All vehicles on campus must display a valid parking permit issued by the University of Denver. Permits must be valid for the date, time, and specific parking lot where the vehicle is situated. 

Street parking on campus is very limited, so visitors are encouraged to budget for the purchase of a parking permit or make other arrangements.

Parking for overnight guests may be arranged in two ways:

  1. Guest(s) may purchase the permit at the front desk on check-in day (cash only).
  2. Permits are pre-ordered (cost added to the conference invoice) and distributed to guest(s) at check-in.

We can also arrange commuter permits for non-overnight guests, as well as visitor "coupon codes" (hourly lots only) for other special guests or speakers at your event. Please contact your event manager for costs and to determine which options are best for your conference needs. 

Buses & Over-sized Vehicles

Special arrangements need to be made for buses, vans, or over-sized vehicles, which will not fit through the clearance in most parking lots. It is therefore very important for conference planners to notify their DU event manager in advance in order to make these arrangements.

DISABILITY ACCOMMODATIONS

It is both the client's and the University's responsibility to provide facility accommodations for guests with a disability or medical condition. Therefore, it is imperative that the client inform the University if any guests or potential guests are in need of such accommodations.

In some cases, the University may request additional information from the guest in order to determine appropriate measures.

It is the client's sole responsibility and expense to provide disability or medical accommodations pertaining to the program or content of the event. If necessary, the University may provide the client with a list of providers of assistive services.

ONLY animals trained to assist the disabled are allowed in University facilities.

MISCELLANEOUS

CANDLES & FIREWORKS

The use of candles on the University campus requires a Special Event Open Flame permit issued by the City and County of Denver. Should the client wish to light candles, the client is responsible for securing this permit and providing a copy to the event manager in advance.

The use of fireworks (including sparklers) is not allowed on the University of Denver campus.

SMOKE-FREE POLICY

The University of Denver campus is 100% smoke free. Smoking is not allowed indoors or outdoors on campus property; this does not apply to sidewalks or other public areas surrounding the campus. For more information, please visit www.du.edu/smokefree.