Our "One Stop Shop" Philsophy | Conference Planning Guide | Residential Accommodations & Services | Dining & Catering Services
Meeting Space & AV | Transportation Information | Request Information about Summer Conferences
One of the greatest benefits of choosing American University
as your conference host site is that Housing and Dining Programs serves as
your agent for all of your needs on campus. Think of it as "one-stop
shopping.”
American University is an ideal location for summer conferences
in the nation’s capital. Located in one of northwest Washington, DC’s,
most beautiful residential areas, AU is just minutes by bus, cab, Metro (subway)
or car from the city’s most famous sites. AU’s shuttle service
connects campus to Washington’s highly regarded Metro line at the Tenleytown/AU
station, just three-quarters of a mile from the main campus.
Our residence halls are among the best equipped in the metropolitan
area. All rooms are carpeted and air-conditioned with in-room temperature
controls. All floors are equipped with laundry, kitchen and lounge facilities,
and separate communal male and female bathroom and shower facilities. Additionally,
our entire campus, including the residence halls, has wireless internet technology
connectivity for your convenience!
Beginning Your Conference Planning Process
We want your onsite logistics to be as smooth as possible and have found this system to work best in hosting a great conference for you.
To begin making progress, we break planning down into several phases:
| -- | Reservations | Begins now until you are ready to contract | |
| -- | Contracting | Contracting will occur when you have final numbers and are ready to sign (Beginning in January) | |
| -- | Final Logistics | All final numbers and needs must be submitted two weeks prior to your event, with an understanding that some minor things do and will change | |
| -- | On-Site Coordination | Working together for a great conference from check-in to check-out | |
| -- | Final Invoicing | You will recieve a final invoice within 20 business days of your departure from campus |
| Request a Campus Tour |
All Summer Conference relationships are established by contract through the group/organization. American University is unable to establish a one-on-one relationship with summer conference participants.
| Additional Contracting and Billing Information |
| -- | At least three months before the group’s arrival date, all conference groups sign a contract for housing services with Housing and Dining Programs. |
| -- | Each conference group must also provide (with their contract) a certificate of liability insurance for itself and its participants with limits of no less than one million dollars (combined single limit for each person/occurrence for bodily injury and/or property damage). The University must be named as an additional insured on the policy. |
| -- | The District of Columbia Treasurer requires a 14.5% hotel tax be applied to any rented housing accommodations unless the organization is tax exempt in the District of Columbia. A copy of an organization’s federal 501(c)3 documentation should be submitted with the contract in order to waive the required hotel tax. |
| -- | A 40% deposit for housing and meal costs must accompany the contract in order for any reservations or confirmations to be held. |
| -- | Once the contract is signed, conferences may not decrease the amount of room commitments by more than 10%. Any increases over the contracted amount will be accommodated on a space availability basis only. Conferences either pay the contracted amount or the amount actually used, whichever is higher. |
| -- | All requests for changes to contracts, meeting spaces or other reservations/confirmations must be submitted in writing to the Associate Director, Conferences and Events Coordinator, or your Conference Manager. |
| -- | Deposits and final payments can be made in the form of credit card, personal or business check, or American University account to account transfer (JE or JV transfer). |
| -- | Meeting spaces can be contracted for both residential and non-residential conference groups. We host day only meetings during the summer months if space is available after residential conference groups have made their requests. Conference contracts are for housing and meals only, so we offer confirmations of meeting spaces to ensure you that a space is reserved for your group. |
| -- | All summer refund requests must be submitted in writing and will be considered at the end of the summer conference season. |
| -- | Housing and Dining Programs will invoice all conferences within 20 business day following their visit. Invoices will include charges for housing, meeting spaces, audio visual, food services, lost keys, room damages, and special meeting room setups, including phone jacks, computer lines, special audio visual equipment and equipment rental. |
| -- | Payment of your final bill can be made using one of the following methods: check drawn within the United States (with a routing number on the check), money order, credit card (Master Card, Visa, Discover or American Express) or Inter-Departmental transfer of funds within 30 days of receiving a billing statement. Once payment exceeds 30 days, a late charge of 10% will be assessed for overdue accounts receivable according to your summer conference contract. A $30.00 charge will be assessed for a returned check. |
The mission
of Housing and Dining Programs is to develop a safe, culturally engaging,
living-learning community through high-quality programs and collaborative
service delivery.
The Office of Campus Life fosters an inclusive, welcoming, collaborative work
environment and is committed to the recruitment and retention of a diverse
workforce. We comply with affirmative action and equal employment opportunity
laws and regulations.
