Before planning your conference or event, please read the following policies and regulations:
Accuracy, Changes and Cancellations, and Transferability
The individual who initiates the reservation on behalf of an organization will serve as the contact person for the Office of Conferences and Summer Housing and is responsible for the accuracy of all information provided. Inaccurate or delayed information may result in planning difficulties or cancellation.
Scheduled programs and activities can be changed or cancelled only by the sponsor. All changes and/or cancellations must be made through the Office of Conferences and Summer Housing.
Reserved facilities are authorized for use by the sponsor indicated on the "Agreement for Conference Services and Facilities" only. This authorization cannot be transferred, assigned or loaned to another group or individual without the approval of the Associate Director for Conferences and Summer Housing.
If your group has signs that need to be posted for your conference, we will be happy to direct you to the most visible locations. The Office of Conferences and Summer Housing reserves the right to review and approve any sign, posting, brochure, flyer, and/or other advertising and marketing material and/or their quantity and location of display. Any item that uses the name "The Catholic University of America" must be approved by the Office of Conferences and Summer Housing before distribution.
The Catholic University of America is subject to, and consequently supports, the laws of the District of Columbia regarding the use of alcohol. Conference groups that wish to sponsor activities during which alcohol may be served or consumed must demonstrate all participants are of legal drinking age. In order to serve alcohol on the campus premises, the group must have obtained an alcohol permit from the District of Columbia prior to the event, and Conferences and Summer Housing must approve the permit before permission to serve alcohol is granted. The university reserves the right to prohibit the use of alcohol for any event if University officials believe the proper and legal distribution of alcohol cannot be guaranteed. The Department of Public Safety (DPS) must be present at all events serving alcohol. One officer per 100 guests will be assigned. A DPS officer must be assigned for a minimum of four hours, and the price s $30.00 per hour per officer.
Additional costs, including, but not limited to, dining services, special housekeeping requirements, staff fees, set-up requirements and overtime staff salaries will be billed within thirty days following your event. In addition, all groups and individuals are expected to pay for any damages to facilities incurred as a result of their activity. All invoices are due within thirty days of receipt.
Approval must be granted by the University controller and general counsel for any revenue generation taking place in University facilities. Ideas or samples must be given to the Office of Conferences and Summer Housing for review. Examples include the sale of any merchandise or services, including souvenirs, raffles, drawings and/or gaming of any sort. If approved, this activity must conform to all University regulations and applicable District of Columbia and federal laws.
Before detailed planning of a conference begins, a copy of the sponsoring organization's liability insurance policy must be on file with the Office of Conferences and Summer Housing. All organizations must submit a certificate of insurance. The certificate of insurance should name The Catholic University of America as the certificate holder/additional insured. It should have combined single limit coverage of at least one million dollars ($1,000,000.00) per occurrence, and at least three million dollars ($3,000,000.00) in the aggregate. Each certificate should be delivered to the University at least thirty days prior to the event.
The sponsor is required to provide adult chaperones for all participants staying in the residential housing that are minors under eighteen (18) years of age.
Chaperones provided by the sponsor will serve as a liaison between University staff and the minor participants in the event of discipline, noise and/or destructive behavior. Chaperones are expected to accompany and supervise minor participants, at all time, as they travel from area to area on campus, and are responsible for the behavior of minors. Chaperones will be expected to abide by and actively enforce university policy governing behavior in residence halls. Chaperones will be expected to respond to any and all emergencies.
The University recommends the sponsor abide by best practices when determining the ratio of minors to chaperones staying in the residential halls. Sponsor should use chaperones in ratios that at a minimum meet a chaperone to minor ratio as recommended by the American Camp Association standards, or in accordance with superseding authority or regulatory body.
Additionally, sponsor should abide by best practices when selecting, and training, chaperones. The University recommends that the sponsor ensures all chaperones have adequate knowledge and experience with the age group staying in the residential halls in order to understand appropriate limits on activities, and the level of supervision that will be required.
The Catholic University of America does not discriminate on the basis of race, color, religion, sex, national origin or citizenship status, age, disability or veteran’s status and shall comply with section 504, Title IX, and the ADA in employment, education and all other areas of the University. The University provides reasonable accommodations to qualified individuals with disabilities upon request. Requests for reasonable accommodations must be received four weeks prior to the event.
Private Parties/Wedding Receptions
An individual must be affiliated with the University in some capacity (e.g., staff, student, faculty or alum) to reserve space for such events.
The applications for conference services will be reviewed for dates and facilities requested, and purpose and compatibility with the University's mission as a Catholic, tax-exempt organization.
Due to the nature and extended use of facilities and services on campus during certain times of the academic year, it is necessary to restrict non-academic scheduling. Please see the University Calendar for a listing of dates the campus is not accessible to outside guests.
The Catholic University of America is required to collect the following District of Columbia taxes. These taxes are in addition to the advertised cost of facilities and services.
- Lodging: 14.5%
- Dining: 10%
- Parking: 18%
- Equipment: 6%
- Linens: 6%
- Telephone Service: 6%
- Copy Service: 6%
- Meeting Space: N/A
The government of the District of Columbia, federal government, and offices and agencies of states with a reciprocal tax agreement with the District of Columbia, as well as all entities holding a District of Columbia Certificate of Exemption are not assessed the above taxes. It is the sole responsibility of the entity using facilities and/or services to provide proof of a reciprocal tax agreement or a District of Columbia Certificate of Exemption. The Certificate of Exemption must be presented at the time of purchase. The Certificate may not be presented after the completion of the conference or event.
Evening activities should not conflict with the ability of guests to have uninterrupted periods of sleep. Depending upon the age of guests, their activity and the needs of other residents, quiet hours may be established by the Office of Conferences and Summer Housing. Chaperones will be expected to enforce quiet hours established for minors. For more details on quiet hours, please click here.
If you have any questions or concerns, please contact the Office of Conferences and Summer Housing at 202-319-5291 or firstname.lastname@example.org.