Policies & Procedures for Summer Conferences
The following is a basic summary of policies and procedures for overnight summer conferences and 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.
- 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: 30% of Total||Upon signing the Agreement|
|2nd Payment: 20% 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|
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:
Without such documentation, the University of Denver is required by law to apply the following taxes:
Lodging Tax: 14.75%
Food and Beverage Tax: 8%
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.
The University is dedicated to the safety and welfare of minors on the University’s campus. All events must adhere to the Protection of Minors on Campus policy. In accordance with this policy, the following procedures apply. The client must inform, and provide proper training to, its chaperones, employees, volunteers, and representatives regarding these procedures.
- Always be vigilant in protecting the well-being and safety of all minors and be familiar with University safety, security, and emergency procedures.
- Demonstrate respectful behavior toward minors; do not engage in abuse or neglect of any kind toward, or in the presence of, a minor.
- When having a one-on-one interaction with a minor, meet in an open, well-illuminated space or whenever reasonably feasible and practical.
- Do not provide alcohol, tobacco products, or illegal drugs to a minor.
- Do not engage in any sexually oriented behavior with a minor.
- Do not touch a minor in a manner that a reasonable person could interpret as inappropriate.
- Report immediately to the University Department of Campus Safety suspected or actual instances of abuse or neglect of any minor on the University campus. Campus Safety can be reached at any time at 303-871-3000.
- When required by Colorado law, report to appropriate state or local government officials suspected or actual instances of abuse or neglect.
PERMISSIONS & AUTHORIZATIONS
For every minor attending the Event unaccompanied by a parent or legal guardian:
- Obtain permission from the minor’s parent or legal guardian before the minor can participate in the Event.
- Maintain procedures for notifying parents or legal guardians of minors in case of emergency, and provide information to parents or legal guardians about how to report concerns about any incidents that may have occurred during the minor’s participation in the Event.
- The University recommends obtaining a medical release for hospital and/or physician treatment signed by at least one parent or legal guardian.
- Ensure adequate supervision of minors (children under the age of 18) by chaperones at all times. Chaperones must be an adult (over the age of 18).
- The University requires a minimum of one chaperone for every 12 minors, but recommends the following supervision ratios, when appropriate:
- Minors ages 4-5 – one chaperone for every 6 minors.
- Minors ages 6-8 – one chaperone for every 8 minors.
- Minors ages 9-14 – one chaperone for every 10 minors.
- Minors ages 15-17 – one chaperone for every 12 minors.
- When supervising minors overnight, chaperones must not enter a minor’s room, suite, bathroom, or similar area without a second chaperone present or in the immediate vicinity.
- Conduct a criminal background check on all chaperones, employees, volunteers, and representatives supervising or having regular interaction with minors at the Event. Criminal background checks are the sole responsibility and expense of the client. Client shall be responsible for assessing whether or not to exclude from participation in the Event any chaperone, employee, volunteer, or representative whose background check contains a conviction or other adverse information. Conducting background checks does not release or limit the client of any liabilities to University arising from the actions of the client’s chaperones, employees, volunteers or representatives.
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.
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.
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.
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.
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.
The minimum age for overnight guests in the residence halls is 8 years of age.
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.
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.
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.
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:
- Guest(s) may purchase the permit at the front desk on check-in day (cash only).
- 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 & OVERSIZED 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.
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.
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.
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.