For All Programs (Internal and External)
Minimum Stay Requirements: The Contractor must contract at least ten (10) Program Participants in residence and a two (2) night minimum stay, or the equivalent in bed-nights. If attendance drops below the 10-person, 2-night minimum, the Program will be billed for the minimum 20 total bed nights. Final billing will be based on the guest counts provided in the 2-Week Housing and Dining Guarantee form submitted two weeks prior to the start of the Program, or the actual number, whichever is higher. For Programs with multiple sessions, the Contractor will be charged for the nights between sessions for all Program Staff who remained housed during concurrent sessions, unless the staff check out after the first session and return their keys to Conferences, and then check back in at the regular check-in time for the next session.
2-Week Dining and Housing Guarantee (due 14 calendar days prior to the start of the Program): The Contractor will provide a guaranteed number of Program Participants and contracted services such as dining to Conferences two weeks (14 calendar days) prior to the group’s arrival. No changes to the guaranteed numbers of Program Participants or Staff Members will be permitted after this time. If the actual number is higher than the guaranteed number, Conferences will make every effort to provide housing and dining for the excess number of Program Participants and Staff Members, though such additional housing and dining services cannot be guaranteed. The final bill will be based on the guaranteed number or the actual number, whichever is higher. For Programs requesting dining services, the final meal count guarantee must include day Program Participants and Staff not housed in residence, if those participants will be dining with the Program. All meal guarantees must be within five percent (5%) of the actual count. Dining charges as itemized on the final bill will be based on the dining meal count guarantees provided in the 2-Week Housing and Dining Guarantee form submitted by the Contractor, or the actual number of meals, whichever is higher. A declining balance card option for dining is also available, for which a designated dollar amount will be provided to each guest for use in O-Hill Dining Hall for meals. The Contractor will not be charged for dollars not spent.
Room Assignment Rosters (due 7 calendar days prior to the start of the Program): The Contractor must complete and submit the room assignment roster electronically in the exact format provided, including all Staff Members and Program Participants with housing assignments, as well as any rooms used for camp offices or other administrative purposes. Rosters submitted in any other format will not be accepted. Conferences will provide the Contractor or its designated Representative an electronic room assignment roster template for completion.
Housekeeping: Bathrooms and common areas in hall-style residence areas, language houses and Lawn and Range will be cleaned daily, Monday through Friday. The cleaning of bathrooms and common areas in apartment-style residences will be the responsibility of guests in residence. A housekeeping add-on fee, based on time and materials, may be applied to the Program’s final bill if bedrooms, hallways, or common spaces in residence areas are left with excessive trash or filth after the Program Participants and Staff Members check out.
Maintenance: UVA Facilities Management maintains HRL facilities. All repairs must be made by University staff. Maintenance needs and emergencies can be reported by calling 434.924.3053 or 434.924.1777.
Laundry facilities: Laundry machines in undergraduate housing areas accept payment using the Speed Queen mobile app, which can be downloaded from the App Store or Google Play. After downloading the app and creating an account, guests will add the UVACAV Location Pin, and locate their laundry room to get started. Payment can be made by credit card, debit card, or by a UVA student’s Cavalier Advantage account to add funds to their Speed Queen account. A $10 minimum deposit is required. Current laundry machine fees are $1.75 per washer or dryer cycle.
Room access cards or keys: Access cards or keys will be provided to the Program in advance of their participants’ arrival. Access card/key distribution at check-in and collection at check-out will be the responsibility of the Program. Access cards/keys must be returned to Conferences at the conclusion of the program. If an access card or key is lost or damaged, the Contractor or its designated Representative must notify Conferences immediately. A charge of $25 per access card ($100 per physical key) will be added to the Program’s final invoice for any lost access cards/keys not returned within seven days after the conclusion of the Program.
Master Access Cards: If a Master Access Card is issued to a Program, the Program and its Designated Staff Representative who is assigned the Master Access Card is expected to comply with the Master Access Card Guidelines outlined in Appendix B. Failure to comply with these guidelines may result in forfeiture of the Master Access Card.
Linens: Bed linens, blankets, pillows and bath towels are not included with accommodations. Bed linen packs, consisting of an eco-friendly, compostable bed sheet set, blanket and pillow may be rented for a charge of $19 per set, subject to availability. Bath towels are not included, and guests must provide their own.
Parking and Transportation: The Program must work directly with Parking & Transportation (P&T) directly for all parking needs and lot lift requests. Any charges incurred will be billed to the Program by Parking Transportation. Parking locations for residential programs is limited and locations are assigned by P&T based on availability.
- The Program Representative should complete P&T's online parking request form as soon as possible and no less than 10 business days prior to the program’s arrival. Once the form is submitted, P&T will contact the Program Rep to obtain further details and additional instructions to the Program regarding parking registration for its guests and/or parking lot lift requests.
- If individual program participants are responsible for paying for their own parking, please instruct guests to call P&T at 434.924.7231 during their business hours: Monday-Friday, 9 a.m.-5 p.m. Guests will need to provide the name of their program and where they are staying for the P&T customer service representatives to assist them with parking. Payment will be required at time of purchase with a valid debit or credit card.
Inspections: Conferences may elect to inspect all housing accommodations and common areas for damages, missing furniture, and other issues prior to the Program’s arrival, and again immediately following the Program’s departure. The Contractor’s Representative may elect to be present during the pre- and post-inspections by emailing the request to be present to conferences@virginia.edu at least two (2) weeks prior to the Program's arrival. Inspections are scheduled 24-48 hours prior to the group’s arrival or at an agreed upon time due to tight turnover or schedule conflicts. Final Program inspections will take place within twenty-four (24) hours of the group checkout.
Shared Space: University residences are designed as shared facilities. It is not possible for a group to have exclusive use of a residence area, or residence hall within a residence area, unless the group is able to fill each building to capacity. To maximize available space for all guests and ensure that all programs have an opportunity to stay On-Grounds, multiple groups may be assigned to the same residence area and may share buildings within the residence area. If more than one group is assigned to share a residence hall, Conferences will make every effort to separate groups as much as possible with emphasis placed on age and gender.
Lofted Beds: Bedrooms in the residence halls are furnished extra-long twin lofted beds with a maximum height of 60 inches (5 feet). Conferences will try to accommodate requests to de-loft beds if requested, but this will depend on Conference Staff availability and room configurations. Requests to de-loft beds must be made in writing and submitted to Conferences two weeks prior to the group arrival. The Contractor will be billed a fee for time and materials for each bed de-lofted, at a price of $5 per bed lowered.
No furniture may be taken out of the bedrooms or moved within the residence halls without prior approval of Conferences. Special requests to remove or add furniture will be handled on a case-by-case basis, and if the request is granted, the Contractor will be billed a fee for time and materials for the moving of furniture.
Camp Store Policy: The Contractor may not locate a camp store in the residence halls. A camp store is defined as any location where commerce is being conducted. In accordance with Term 29 of the Terms & Conditions of Housing, Sales, Solicitation, and Peddling: Sales, solicitation, and peddling are prohibited within University residential areas. A fine of $500 will be assessed to the Program if it is found to be in violation of this camp store policy.
Office of Youth Protection Requirements:
(Applicable only to programs whose participants are minors.)
- Registration: At least thirty (30) calendar days prior to the start of the Program.
- Staff Background Checks: At least thirty (30) calendar days prior to the start of the Program and must be completed 72 hours prior to the commencement of the Covered Program.
- Staff Training Module: Completed no later than 72 hours prior to the commencement of the Covered Program.
- Schedule of Events: An accurate schedule of events must be presented two weeks prior to the group arrival. The schedule should include check-in time, mealtimes, checkout time, and other activities planned for the Program
- Visit the Office of Youth Protection website for more information.
Live in Counselor Guidelines
(Applicable only to programs whose participants are minors.)
In addition to the requirements outlined by UVA Office of Youth Protection, the Contractor is responsible for the behavior of group participants.
Responsibility for Safety and Security: Conferences is not an insurer and it will not be responsible for the safety of persons or property of the Program, Program Staff Members, Program Participants or others on or off the University of Virginia’s premises in connection with the Program. Without limiting the generality of the foregoing, if Conferences receives, handles, or has temporary possession of any property of the Program’s Participants or Staff Members, Conferences will be deemed to do so solely as an accommodation to the Program. Conferences will not be liable for any loss or damage to such property. Conferences will not provide any special security. In addition, the Program is responsible for compliance by Program Participants and Staff Members and others on the University of Virginia’s premises in connection with the Program with all federal, state, and local laws and regulations as well as all University policies. The Program or its participants will be responsible for the cost of any shipping required if property is left behind after the Program vacates.
Termination of Agreement by Conferences@UVA: Conferences may terminate this Agreement without penalty at any time for breach by the Contractor, its Representative, Program Participants or Staff Members of any of the terms of this Agreement, or if the Contractor, Program Participant, Program Staff Member, or other person connected with the Program, violates any federal or state laws or regulations, or University policies. In such event, Conferences may, at its election, retain as liquidated damages to cover its expenses, all amounts paid by the Contractor, and may pursue all other remedies available at law and equity. Conferences also may terminate this Agreement, without penalty due to causes beyond Conferences’ control including, without limitations: storm, fire, flood, earthquake, damage, pandemic, destruction of facilities, labor disturbances, war, civil commotion, shortage, or unavailability of labor, or governmental law, ordinance, order, or act. In any such event, Conferences may retain the one thousand dollars ($1,000) non-refundable Registration Fee.
Termination of Agreement by Conferences@UVA: If the Contractor/Program cancels or terminates this Agreement thirty (30) calendar days or more prior to the Program Participant’s or Staff Member’s earliest arrival date for reasons other than the pandemic, the Contractor/Program will be charged a $1,000 cancellation fee. If the Contractor/Program cancels or terminates this Agreement fewer than thirty (30) calendar days prior to the Program Participant’s or Staff Member’s earliest arrival date for reasons other than the pandemic, the Contractor/Program will be charged a $1,000.00 cancellation fee plus one (1) night’s room rent multiplied by the number of beds for the total number of accommodations.
Housing Regulations: Any Program Participant or Program Staff Member connected with the Program who does not abide by the applicable guidelines published in the Terms and Conditions of Housing may be removed from University Housing with no refund. Any Program Participant or Staff Member who does not abide by the applicable guidelines published in the Terms and Conditions of Housing may be removed from University housing with no refund.
Billing and Method of Payment
All charges will be billed directly to the Contractor. It is the Contractor’s responsibility to bill individual Program Participants. Any fees incurred as the result of damages or lost access key cards will be billed to the Contractor.
The Contractor agrees to pay Conferences the sums listed as Total Amount Due on the final bill, and any, and all additional charges and fees. It is understood that the Total Amount Due is based on rates in effect at the time of the Program as well as any administrative fees the Program may have incurred. Additional charges will be assessed for any late check-outs and early arrivals not covered by this Agreement. The Contractor agrees to pay any increase in charges as the result of changes to the requested services.
Conferences will provide the Contractor with a final bill. The Contractor will have one (1) week (7 calendar days) from the billing date to dispute any discrepancies in the final bill which must be completed in writing and sent to Conferences. Any delinquent accounts will result in legal action and the Contractor will be responsible for all resulting costs including attorney fees, court costs, etc.
The Contractor must pay the amount listed as Total Amount Due within fourteen (14) calendar days of the billing date. Payment may be made by valid check. Cash is not an acceptable form of payment. Any portion of the final bill which is not paid within fourteen (14) calendar days from the billing date will accrue interest charges at five percent (5%) per month until the Balance Due is paid. Any delinquent accounts will result in legal action and the program will be responsible for all resulting costs including attorney fees, court costs, returned check fees, etc.
Amendments: The Contractor will be allowed to make amendments to this Agreement thirty (30) calendar days or more prior to the Program Participants’ or Staff Members’ earliest arrival date subject to approval by the Director of Conferences. No changes to this Agreement will be made fewer than thirty (30) calendar days prior to such arrival date. The approval of both parties, in writing, must be obtained for any amendments to be considered effective.
ADDITIONAL REQUIREMENTS FOR EXTERNAL CONTRACTORS/PROGRAMS ONLY
Liability Indemnification and Insurance (for External Contractors/Programs Only)
The Contractor will indemnify and hold harmless the Commonwealth of Virginia, and the Rector and Visitors of the University of Virginia, its officers, employees and agents against any liability or damages and their associated costs or expense in connection with the Contractor's use of facility. The Contractor shall procure and maintain for the duration of this contract, insurance against claims which may arise from or in connection with the use of the Facility by Group, its agents, representatives, employees or guests. Throughout the duration of contract the Contractor, at the Contractor’s expense, shall keep in force, with an insurance company with a current A.M. Best rating of no less than A:VII, one which is authorized to transact business in Virginia, and in a form acceptable to the University the following:
- Commercial General Liability (CGL): providing CGL coverage on an “occurrence” basis, including for bodily injury liability including: death, assault or battery, property damage liability for damage to property of third parties, personal injury liability, with limits no less than Two Million Dollars ($2,000,000) per occurrence and Four Million Dollars ($4,000,000); sexual abuse and molestation coverage with a minimum per occurence limit of One Million Dollars ($1,000,000) as well as coverage for medical expense of not less than Fifty Thousand Dollars ($50,000) per person and fire damage coverage of not less than Five Hundred Thousand Dollars ($500,000).
- Automobile Liability: providing coverage on all vehicles (i.e., owned, non-owned, and hired) operated with combined minimum limits of liability of at least One Million Dollars ($1,000,000) per occurrence for bodily injury and property damage.
- Workers’ Compensation: providing coverage of at least the statutory amounts covering all employees, and employer’s liability insurance with minimum limits of One Million Dollars ($1,000,000) for each coverage part.
- Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:- Additional Insured Status: The Commonwealth of Virginia, and the Rector and Visitors of the University of Virginia, its officers, employees, and agents are to be covered on the CGL policy with respect to liability arising out of use of the University's facilities and services.
- Primary Coverage: For any claims related to this contract, the Contractor's insurance coverage shall be primary insurance as respects the Commonwealth of Virginia, the Rector and Board of Visitors of the University of Virginia, its officers, employees and agents. Any insurance or self-insurance maintained by the Commonwealth of Virginia, the Rector and Board of Visitors of the University of Virginia, its officers, employees and agents shall be excess of the Contractor’s insurance and shall not contribute with it.
- Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the University.
- Waiver of Subrogation: The Contractor will grant to the University a waiver of any right to subrogation which any insurer of the Contractor may acquire against the University by virtue of the payment of any loss under such insurance. The Contractor will agree to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the University has received a waiver of subrogation endorsement from the insurer.
- Deductibles and Self-Insured Retentions: Any deductibles or self-insured retentions must be declared to and approved by the University. The University may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
- Claims Made Policies: If any of the required policies provide claims-made coverage:
- The Retroactive Date must be shown and must be before the date of the contract or the beginning of the use of the University's facilities or services.
- Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after use of the University's facilities or services.
- If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after use of the University's facilities or services.
Verification of Coverage: The Contractor shall furnish the University with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause no later than thirty (30) calendar days prior to the start of use. All certificates and endorsements are to be received and approved by the University before use of the University's facilities or services. However, failure to obtain the required documents prior to the use of the University's facilities or services shall not waive the Contractor’s obligation to provide them. The University reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Special Risks or Circumstances: The University reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Program Sponsorship: All external Programs require a University Sponsor who is the University President, Vice President, Dean, Academic Department Head or Director of a Center or Athletics, or his or her designee; and the sponsor has verified that this Program adheres to the educational mission of the University. The Program has submitted a separate Sponsorship Form to Conferences which has been signed by the Sponsor and includes the Sponsor’s contact information an outlines the Sponsor’s responsibilities to the Program. Those responsibilities include:
- Ensuring that the program is in keeping with the educational mission of the University.
- Agreeing to serve as the contact for security or policy concerns related to the guests’ residency in housing and/or participation in program while on-Grounds at the University.
- Program Sponsorship form
Advertising: Except as expressly set forth herein, the Contractor is solely responsible, and Conferences is not responsible, for organizing, financing, advertising, or conducting the Program. The Contractor will not use the University of Virginia’s name, logos, or any marks or insignia associated with the University of Virginia in any solicitations, brochures, advertising, or promotional materials without the prior written consent of the University of Virginia.
GENERAL INFORMATION ABOUT HOUSING OPTIONS
- Single: one person per sleeping room
- Double: two people per sleeping room
- Traditional residence halls – double or single occupancy rooms along and hallway with a shared hallway bathroom. Traditional style buildings are typically furnished with twin x-long lofted beds. Examples: Alderman Road Hallway-Style, McCormick Road, IRC, Hereford/JMW
- Apartments – double or single occupancy units with kitchens, living area and bathroom(s) shared by two to 6 individuals. Examples: Lambeth, Bond, Bice, Faulkner, Copeley
- Suites – single or double occupancy rooms with a shared living space and bathroom for up to 10 individuals. Examples: Gooch/Dillard, Alderman Road Suite-Style
Accommodation Rates per night: Summer 2024 room rates are as follows. Note that all housing is air-conditioned.
5.3% sales tax will be added to the final bill for any program that is not tax exempt.
- Residence Halls
Per person, per night, double $33.00
Per person, per night, single $41.00
- Apartments and Suites
Per person, per night, double $37.00
Per person, per night, single $47.00
- Lawn/Range Rooms
Per person, per night, single $44.00
- Graduation Housing (limit 3 rooms per reservation)
See Graduation Weekend webpage for details
- Reunions Housing
See UVA Reunions webpage for details
Last revision: February 21, 2024