Frequently Asked Questions

On this page you will find answers to commonly asked questions regarding our policies and procedures for overnight programs on the Seattle University campus. If you have any additional questions that are not included here, please feel free to contact Conference and Event Services and one of our professional staff members will be glad to help answer them.

BOOKING AND SCHEDULING YOUR PROGRAM

Are there any restrictions for what kind of program can be hosted on your campus?
When is the earliest date that a summer program can begin?
When is the latest date that a summer program can end?
What should I do if I want to ask about availability during a certain date range?
What is the largest event space that you have and how many people can it seat?
When is housing space for my overnight program guaranteed?
How much will my program cost?
Is insurance required in order to host an overnight program on campus?

HOUSING REQUIREMENTS

What is the minimum number of nights that a program can stay in the residence halls?
What is the minimum number of participants required for an overnight program?
What is the maximum bedspace occupancy in the Seattle University residence halls?
Do you have accommodations available for participants with physical disabilities?
Are the residence hall buildings on-campus or off-campus?

MEAL REQUIREMENTS

Are meals required in order to host an overnight program on campus during the summer?
What if I have different groups of participants who will require different numbers of meals?
Is it possible to purchase meals in the dining facility with cash?
Is it possible to have meal-only plans for participants who will not be staying in on-campus housing?

EVENT AND MEETING SPACE REQUIREMENTS

Are event and meeting spaces required in order to host an overnight program on campus during the summer?
How much are the rental fees for facilities spaces?
How much are the fees for audiovisual equipment?
What can I do in SU campus event spaces? What is restricted?
Is parking available on campus? If so, how much does it cost?
Do you offer any registration services? How much does this cost?
Are programs allowed to have alcohol at events on campus?
Can we bring our own food onto campus?

SCHEDULING POLICIES

Can I choose where my program will be housed?
Who else will be living in the residence halls during my program?
My program includes both males and females. Are you able to house them in separate areas?
What do you do if it rains and there is an event outdoors?

THE PLANNING PROCESS

DEADLINES

What do I need to do first?
Where can I find a schedule of deadlines for my program?
When do I need to know how many overnight accommodations rooms I will need?
When does the contract need to be signed and returned to you?
When is the latest that I can cancel my contract for a refund?

PAYMENT

When is the first payment due? What is this amount?
What amount is required before my program checks in?
What is the cancellation policy?
What types of payment methods do you accept?

DURING YOUR PROGRAM

Where should my participants go to check in?
What is the oversight policy for guests of Seattle University?
What do I do if there is an issue with one of my participants?
How do I contact campus security?
What do my participants need to do to check out?

AFTER YOUR PROGRAM IS FINISHED

BILLING

When will I receive the final invoice of charges?
When are charges for overnight programs finalized?
When is final payment due?
How will my final invoice be billed?
What types of fees and charges are included in the final invoice?

WHAT’S NEXT

How do I reserve space for the following summer?


BOOKING AND SCHEDULING YOUR PROGRAM

Are there any restrictions for what kind of program can be hosted on your campus?
Yes, please see Overnight Program Type Restrictions for a full list of restrictions for overnight programs at SU.
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Do you allow for-profit companies to host programs or events on your campus?

Yes, though certain restrictions apply. Campus policy requires that all programs that are held on the SU campus have an educational component. Additionally, because some campus residential buildings are bonded facilities, we are only able to house participants of 501(c)(3) organizations in these buildings.
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When is the earliest date that a summer program can begin?
The earliest date that a program can check in is the second Sunday after Commencement.
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When is the latest date that a summer program can end?
The latest date that a program can check out is the Friday before Labor Day.
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What should I do if I want to ask about availability during a certain date range?

Please fill out a Conference Inquiry Form. You can also contact our office at any time if you have any additional questions.
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What is the largest event space that you have and how many people can it seat?
Campion Ballroom can seat up to 733 persons in a theater setup.
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When is housing space for my overnight program guaranteed?
Housing space and numbers for your overnight program are confirmed with a written agreement of your reservations from one of our CES staff. These numbers are guaranteed and subject to cancellation fees once we have received a signed contract back from the program organizer.
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How much will my program cost?
Please see our Rate Sheet, where you’ll find updated information for our overnight program rates. You can also contact CES for a specific billing estimate based on your program dates and number of participants.
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Is insurance required in order to host an overnight program on campus?
Yes, the Organization must carry a comprehensive general liability insurance policy, that does not exclude coverage for acts of sexual molestation, with the minimum coverage of $1,000,000 per occurrence and name “Seattle University” as additional insured.
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HOUSING REQUIREMENTS

What is the minimum number of nights that a program can stay in the residence halls?
We require a two-night minimum for all overnight programs. This requirement can be waived by CES in special circumstances.
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What is the minimum number of participants required for an overnight program?
We require a minimum of 15 participants for an overnight program. This requirement can be waived by CES in special circumstances.
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What is the maximum bedspace occupancy in the Seattle University residence halls?
The maximum bedspace occupancy for each residential building on campus are as follows:

  • Campion: 602
  • Bellarmine: 343
  • Chardin: 136
  • Murphy apartments: 67

Note that not all of these bed spaces are available at any given time; please contact your coordinator for the most updated information about bedspace availability.
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Do you have accommodations available for participants with physical disabilities?
Yes, we have disabled-accessible rooms and apartments in Bellarmine Hall, Chardin Hall, and Murphy Apartments. If your program will have participants who require special disabled-accessible rooms, please describe these requests to your conference coordinator so they can ensure that these participants are properly accommodated.
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Are the residence hall buildings on-campus or off-campus?
All residence hall buildings are on the SU campus. However, please note that we are an open, urban campus located in close proximity to downtown Seattle.
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MEAL REQUIREMENTS

Are meals required in order to host an overnight program on campus during the summer?
Yes, we require two meals per guest per night of accommodations in our campus dining facility, Cherry Street Market. A catering order of equal or greater cost with our exclusive campus food service provider, Chartwells, may be substituted for any meal.
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What if I have different groups of participants who will require different numbers of meals?
We allow programs to select up to five unique meal plans for their participants. These meal plans can each have different numbers of meals and on different dates, but all participants must follow one of these five plans.
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Is it possible to purchase meals in the dining facility with cash?
Yes, guests can purchase individual meals at Cherry Street Market with cash. However, we require that all guests staying in accommodations on campus also have a meal plan and each meal in the meal plan is loaded onto a meal card that is swiped at the cashier stand at Cherry Street Market during each meal.
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Is it possible to have meal-only plans for participants who will not be staying in on-campus housing?
Yes, we provide commuter meal plans for participants who do not stay in on-campus housing. These meal plans can be arranged with your coordinator and count towards your program’s limit of five total meal plans.
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EVENT AND MEETING SPACE REQUIREMENTS

Are event and meeting spaces required in order to host an overnight program on campus during the summer?
Yes, all programs are charged a facilities fee for each program participant (including commuters) per day. This facilities fee includes rentals for all event and meeting space needed for the program. This rate is waived for on-campus departments.
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How much are the rental fees for facilities spaces?
We charge a facilities fee of $9.55/per person/per day for external programs. This fee is waived for on-campus departments.
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How much are the fees for audiovisual equipment?
An additional fee of $4.10/per person/per day is charged if audiovisual equipment and/or staffing is needed. Additional fees may apply based on your specific audiovisual needs. This fee is waived for on-campus departments.
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What can I do in SU campus event spaces? What is restricted?

Seattle University campus event spaces are intended to be used for educational or academic purposes only. No alcoholic beverages may be consumed in public areas of University property without the University’s prior written approval, and the University reserves the right to deny or limit the consumption of alcoholic beverages. Use and possession of marijuana on campus or during any University-sponsored or affiliated activity or program is prohibited. The Organization agrees that it shall submit to the University for approval any descriptive materials, housing and registration forms, or notices concerning the Organization’s activities at the University. The Organization agrees that all concession rights and privileges, including, but not limited to, the sale of souvenirs, snacks, clothing, books, and of any other printed materials, are the exclusive right of the University unless expressly authorized in writing by the University. All decorations must have prior approval from the University.
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Is parking available on campus? If so, how much does it cost?
Yes, limited parking is available and can be arranged through your coordinator at the rate of $6.00 per vehicle per day. Please contact your coordinator for more information.
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Do you offer any registration services? How much does this cost?
Yes, we offer full registration services which include all necessary setup for online registration and ticketing for program attendees, training for registration administrators, and online payment collection for program fees. Please contact your coordinator for registration costs.
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Are programs allowed to have alcohol at events on campus?
Yes, programs are allowed to have alcohol at events on campus with certain restrictions (Please see our Alcohol Policy). An Alcohol Service Request Form must also be filled out and submitted to CES in advance of the event date.
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Can we bring our own food onto campus?
No, under our agreement with our exclusive campus caterer, all food provided at your event must be served by Chartwells. Outside food and beverages or potlucks are strictly forbidden. (Please see our Food and Catering Policy).
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SCHEDULING POLICIES

Can I choose where my program will be housed?
Although CES reserves the right to exercise final decisions regarding overnight program housing locations, you can request specific campus residence halls in the preliminary arrangements form, and your conference coordinator will work with you to try to honor all reasonable requests within space and time constraints. Please view our residence hall buildings here.
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Who else will be living in the residence halls during my program?
Due to the diversity and robustness of our summer program schedule, at any given time you may find your program housed in a residence hall alongside children learning skills in sports camps, high schoolers studying in academic programs, and adults attending campus conferences. We exercise caution and common sense when scheduling programs in the same buildings, but we respectfully would like to make clear that there may be other program attendees of various demographics in the same building and sometimes on the same floors as your participants. Special arrangements can be made as space is available. Please contact your coordinator for more details.
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My program includes both males and females. Are you able to house them in separate areas?
Yes, we can separate overnight program participants by wing or by floor within the same residence hall buildings. Your coordinator will work with you to ensure that your housing needs and concerns are addressed as best as possible.
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What do you do if it rains and there is an event outdoors?

We have policies in place requiring alternate rain sites for every outdoor event which will be used in case the primary site is rendered unusable due to rain. However, summers in Seattle are actually quite warm and dry, and so these rain sites are rarely used. Please visit our Rain Site page for more information.
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THE PLANNING PROCESS

DEADLINES

What do I need to do first?
The first thing you need to do is fill out and submit our Conference Inquiry Form. Using the information that you have included on this form, we can then check for availability and hold tentative space for you.
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Where can I find a schedule of deadlines for my program?
Your coordinator will provide a schedule of deadlines specific to your program.
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When do I need to know how many overnight accommodations rooms I will need?
We require an estimate of program participants and housing types to be guaranteed on the contract.
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When does the contract need to be signed and returned to you?
The contract must be signed and returned to CES by two weeks after the date on which it is sent to you.
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When is the latest that I can cancel my contract for a refund?
Different percentages of the “Total Estimated Conference Charges” as stipulated in the contract are nonrefundable within different amounts of time prior to the overnight program start date.Cancellations:

46 or more days prior to the Program: 25% of Grand Total is nonrefundable
22-45 days prior to the Program: 50% of Grand Total is nonrefundable
15-21 days prior to the Program: 75% of Grand Total is nonrefundable
14 or fewer days prior to the Program: 100% of Grand Total is nonrefundable


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PAYMENT

When is the first payment due? What is this amount?
The first payment is the Non-refundable Conference Fee, and is due with the signed contract in order to reserve your accommodations requests in our residence halls.
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What amount is required before my program checks in?
Prior to check-in, a first and second deposit for your program are required. Please visit Payment Deadlines for more information.
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What is the cancellation policy?
Cancellations must be made in writing. Please see above for information regarding nonrefundable percentage amounts based on the timing of the cancellation, and contact your coordinator for more details.
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What types of payment methods do you accept?
We prefer payment by check or cash, but arrangements can be made for credit card payments with additional fees and limitations applicable. Please make all checks payable to "Seattle University" and include your invoice number on your check.

Mail payment to:
Seattle University
Conference and Event Services
901 12th Avenue
Seattle, WA 98122

Food prices include 10.1% Washington State Sales Tax.

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DURING YOUR PROGRAM

Where should my participants go to check in?
Participants will check in at the front desk of your program’s assigned residence hall building(s). There they will receive welcome information, their room key, and meal card. Participants staying in the Murphy Apartments will check in at Campion Hall. Special arrangements can be made for participants to check in at an alternate location.
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What is the oversight policy for guests of Seattle University?

All participants, volunteers, staff, and guests of the Organization are under the direct supervision and control of the Organization. The Organization agrees to take full responsibility for the actions of all its staff, volunteers, participants, and guests. If any participants, staff, volunteers, or guests attending the Program are either minors or vulnerable adults, the Organization agrees to conduct, at its own expense, criminal history background checks on the Organization’s employees and volunteers prior to the event.
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What do I do if there is an issue with one of my participants?
If it is a medical or safety issue, please call 911. If it is not a life-threatening issue and is related to your participant’s housing, please call the front desk of your program’s residence hall. If it is not a life-threatening issue and is related to your program’s scheduling, setups, or malfunctioning equipment or technology, please call our front desk number at 206-296-5620.
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How do I contact campus security?
Contact information for Public Safety:

  • Info: 206-296-5990
  • Emergency: 206-296-5911

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What do my participants need to do to check out?
All participants need to ensure that they have removed all personal belongings from their rooms and bring their room keys and meal cards to their residence hall front desk before they have checked out. Any lost or misplaced keys will be charged to the program and included in the program billing summary.
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AFTER YOUR PROGRAM IS FINISHED

BILLING

When will I receive the final invoice of charges?
The University will send the final invoice to the Organization within thirty (30) days of completion of the Program.
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When are charges for overnight programs finalized?
CES reserves the right to assess additional overnight program charges after the final invoice is sent in the case of additional information of defacement/damaged property received from the Housing or Facilities departments at a later date.
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When is final payment due?
Payment is due in full within twenty (20) days of receipt of the invoice, and late payments will accrue interest at the rate of 1.5% per month. If the Organization has a credit due, the University will issue a refund to the Organization within (30) days of completion of the Program.
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How will my final invoice be billed?
We will base your final invoice upon the number of participants that you submitted to us by the deadline of 21 days prior to your program start date, as well as any later additions to your program made up until your program end date. If your final program numbers are below the numbers submitted 21 days prior to your program start date, your final invoice will be billed based on your initially submitted numbers.
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What types of fees and charges are included in the final invoice?
Standard charges include housing accommodations, meal plans, facilities fees, audiovisual fees, and parking fees. Incidental fees may also apply based on your program requests.
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WHAT'S NEXT

How do I reserve space for the following summer?
To submit a request, please fill out a Conference Inquiry Form. If you have any additional questions please contact us at (206) 296-5620 or at rooms@seattleu.edu.We appreciate your repeat business and want to make reserving future space as easy as possible for you.
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For more on our policies regarding Overnight Programs, please contact us at rooms@seattleu.edu or (206) 296-5620.