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Housing & Dining Programs

Questions?

Housing & Dining Programs
202-885-3370
Fax: 202-885-1154
housing@american.edu
Anderson Hall, Room 130

Main Office Mon-Fri: 9:00 am - 5:00 pm; Sat-Sun: Closed;

One Card Office Mon-Thu: 9:00 am-5:00 pm; Fri: 11:30 am-5:00 pm; Sat: 11:00 am-3:00 pm*; Sun: Closed; *Open on Saturday during academic year only, minus University holidays

Christopher Moody
Assistant Vice President for Housing & Dining Programs

Housing & Dining Programs
4400 Massachusetts Avenue NW
Washington, DC 20016-8101

Conference Planning Guide

  

Benefits to Hosting at AU

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:

 

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Reservations

Begins now until you are ready to contract

 

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Contracting

Contracting will occur when you have final numbers and are ready to sign (Beginning in January)

 

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Final Logistics

All final numbers and needs must be submitted three weeks prior to your event, with an understanding that some minor things do and will change

 

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On-Site Coordination

Working together for a great conference from check-in to check-out

 

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Final Invoicing

You will receive a final invoice within 20 business days of your departure from campus



  

To request a tour of the American University campus, please contact the Conference and Events Coordinator, via phone (202-885-3370) or e-mail (summerconferences@american.edu).

 

Contracts and Billing

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.

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At least three months before the group’s arrival date, all conference groups sign a contract for housing services with Housing and Dining Programs.

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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.

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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.

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A 40% deposit for housing and meal costs must accompany the contract in order for any reservations or confirmations to be held.

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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.

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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.

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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).

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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.

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All summer refund requests must be submitted in writing and will be considered at the end of the summer conference season.

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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.

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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.