One of the benefits of choosing American University as your conference host site is that Housing and Dining Programs serves as your host for all of your needs on campus. Think of it as "one-stop shopping:" you will describe your needs (housing, dining, meeting space, parking, etc.) to our Summer Housing staff, and we will navigate all the channels at AU on your behalf to make your summer experience more positive for you as the planner.
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!
The "One-Stop Shopping" Concept
American University serves as your Host for all of your needs on campus. This is the “one stop shopping” concept: you will indicate all of your needs (housing, dining, meeting space, A/V, etc.) to our Summer Housing staff and we will navigate all the channels at AU on your behalf to make your summer experience more positive for you as the planner.
Residential and Overnight Accomodations
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, lounge facilities, and separate communal men’s and women’s bathroom and shower facilities. Additionally, our entire campus, including the residence halls, has wireless internet connectivity for your convenience.
| Residence Hall Types |
| Traditional Residence Hall | |
| -- | Residence halls range in size and configuration with most of the halls having rooms that are 12’ x 15’ double rooms for shared occupancy and bathroom facilities located on the same floor (with individual shower and toilet stalls). |
| -- | Common bathroom facilities are located on each wing of each residence hall floor and are designated by gender. Each bathroom has several shower stalls, toilet stalls and sinks. |
| -- | Single and triple rooms are available, but in limited numbers. |
| Centennial Suites | |
| -- | Centennial Hall is the only residence hall with semi-private suite living. In Centennial Hall, two double rooms share one bathroom. These bathroom facilities are not accessible from the hallway, making them available only to the guests of the rooms on either side. |
| Nebraska Hall Apartments | |
| -- | Nebraska Hall is the only residence hall with apartment style living. These fully furnished apartments are available in either 2, 3, or 4 single bedroom accommodations. In addition, each apartment has its own fully equipped kitchen, living room area, and bathroom. |
| Room and Hall Amenities |
| -- | All residence hall facilities are fully air conditioned with in-room temperature controls. |
| -- | Wireless internet connectivity is available in each of our residence halls. In addition, there are Ethernet ports in every residence hall room, but we do not provide Ethernet cards. International laptops may not be eligible for internet connectivity or may require additional technical support when on site. The Office of Information Technology’s Help Desk can be reached at 202-885-2550 when on-site if assistance is needed. |
| -- | Conference group rates include the cost of linens consisting of bed sheets, a blanket, pillow, pillowcase, towel, and washcloth for each participant. If a conference group does not wish to have linen available for participants, the cost of housing is reduced by $2.00 per person, per night. |
| -- | Each residence hall floor has a TV social lounge and kitchenette area that can be used by conference groups; in addition, refrigerators are not provided in any of the residence hall lounges or rooms. |
| -- | Laundry facilities are available on every residence hall floor (except Federal Hall on the Tenley Campus). Our laundry system only accepts EagleBuck$ payment on your Summer Guest Card. Laundry is $1.50 to wash and $1.25 to dry. |
| American University Housing Policies and Information |
| -- | Alcohol is not permitted in any campus residence hall facility regardless of the occupant’s age. Any alcohol found in the residence halls will be removed from the premises. The Associate Director will confer with the conference group leader to determine the appropriate course of action if the alcohol policy is violated. |
| -- | Smoking indoors is also prohibited. Smoking is allowed outside, in areas not attached to residence halls. |
| -- | Candles/incense/open flames/BBQ grills are not allowed in any buildings on campus. |
| -- | Hall sports are also not allowed due to the sensitivity of hallway sprinkler systems. |
| -- | Any conference groups with minors (under 18 years of age) must provide home address and emergency contact information. Conferences must provide one adult chaperone/guardian for every seven summer conference guests under the age of 18. |
| -- | Conferences groups are required to send a complete housing room roster to AU two weeks prior to the start of the event. We recognize that some changes may occur, but prefer to have two weeks to make sure that all of your housing needs/logistics are organized before your arrival. Please send any roster changes as they occur once you have submitted your final roster. |
| Tenley Campus Housing |
All housing information applies to the Tenley Campus of American University, with the exception of the following:
| -- | The Tenley Campus is located approximately ½ mile from AU’s main campus, and is 2 blocks from the Tenleytown-American University Metro Station, on the Red Line at the corner of Wisconsin and Nebraska Avenues, NW. | |
| -- | Tenley Campus room configurations are mostly triple rooms; however, there are some double and single rooms available. | |
| -- | The Tenley Campus residence hall desk is located at the entrance to Congressional Hall, is staffed 16 hours per day and has a Campus Host on Duty after hours every night. |
Dining and Catering Services During the Summer
Our Office is proudly partnered with Bon Appetit Food Management Company to provide the highest quality food, catering, and customer service to all our summer conference guests.
You can find more information on AU's dining and catering services by choosing one of the following:
| Dining Halls |
American University has one dining hall on Main Campus (The Terrace Dining Room in the Mary Graydon Student Center) and one dining hall on the Tenley Campus (Tenley Café in Constitution Hall). “TDR” and Tenley Café are an all-you-care-to-eat facility where you pay one flat rate for each meal instead of à la carte rates.
Both dining halls offer a variety of food selections:
| -- | Vegan and vegetarian bar | |
| -- | Comfort food | |
| -- | Salad and cold pasta bar | |
| -- | Grilled foods | |
| -- | Pizza and Italian pasta | |
| -- | Cereals and breakfast foods | |
| -- | Stir-fry selections | |
| -- | Dessert station |
Coca-Cola is the beverage provider for the American University campus dining and vending operations.
Special Dietary Needs: The Chef staff of Bon Appetit is proud of its proven ability to accommodate special dietary needs. When reporting your final meal numbers two weeks prior to your conference start date, we request that you also inform us of any special dietary needs at that time.
Meals in the Terrace Dining Room and the Tenley Café are included in the housing and meal contract that is signed for every conference group. Final meal numbers are due two weeks prior to the beginning of your summer program and cannot be reduced after that date. All of the dining hall meals will be programmed onto your Summer Guest Cards, which each participant will be given, to give you maximum control over expenses charged to your conference group.
Changing Your Meal Numbers: You can increase your meal numbers if you need to at any point, buy not reduce them since the University will have already paid to order food and schedule staffing based on your final numbers. Once a dining contract is signed, you cannot reduce the number or the dates of your meals.
The Terrace Dining Room (TDR) contains two private dining areas that can be reserved with you meeting and classroom space requests. The private dining areas will seat approximately 20 people ach and are great for small group meetings during breakfast, lunch, or dinner.
Summer 2008 hours of operation will be posted during the Spring 2008 Semester.
| Catering |
Catering services are also available from Bon Appetit, but are not required to be used by any conference group using AU space. Outside vendors and caterers are permitted on AU grounds, but we think you will find Bon Appetit’s catering department to be better than any other option available.
| -- | Catering options are limitless and include buffet style meals, seated meals and banquets, an in house pastry chef, receptions with beer, wine or non-alcoholic beverages, as well as soda, coffee or water refreshment breaks. | |
| -- | Hard copy and electronic menus are available for your review upon request. Menus are a starting point to provide you with ideas and suggested items, but the Catering staff can customize your selection. | |
| -- | Catered events (BBQs, etc) can be done away from the main dining areas. Other locations on campus that are great for catered events include the University Club, McDowell and Hughes Formal Lounges, the Friedheim Quad, the Woods Brown Amphitheatre, Bender Arena, or the Ward Classroom Building. | |
| -- | Conference groups are required to enter a separate contract with Bon Appetit for catering services in advance of the event. At least one month notice is important to ensure that menus can be selected and contracts signed for a successful event. We will certainly be a part of your planning process for catered events as well. |
| Boxed Meals |
Planning a trip to the National Mall or other sights and sounds of Washington, DC? Let us prepare boxed breakfasts or lunches for you at the same cost as eating in one of the dining halls! All boxed lunches can be picked up at the loading dock to the Terrace Dining Room near the Mary Graydon Center Tunnel entrance on South Campus. Boxed meals should be ordered with your Campus Conference Manager at the same time you submit your final meal requests (two weeks prior to the start date of your event).
| On-Campus Retail Locations |
Guests may also purchase food at other on campus facilities:
| -- | Mega Bytes Café, the Eagle’s Nest convenience store, Subway, and McDonald’s restaurant can be located in the tunnel, under the Mary Graydon Center | |
| -- | Pura Vida coffee shop is located in the ground level of the Mary Graydon Center | |
| -- | Wagshal’s American Deli is located in the ground level of Ward Circle Building |
All retail stores will open during scheduled hours during the summer for your enjoyment and gladly accept EagleBuck$.
| Meal Plans |
If your summer conference is at AU for an extended period of time, we do offer summer meal plans in blocks of 25 or 50 meals plus varying values in EagleBuck$ at a reduced cost. Meal plan blocks should only be used for conference groups who will be staying on campus for more than 2-3 weeks in order to find block packages to be a savings.
| Hours of Operation |
Summer 2008 hours of operation will be posted during the Spring 2008 Semester.
Classroom and Meeting Space Reservations
University meeting, classroom and facility spaces vary in size, set-up and price. We offer a range of spaces from an outdoor amphitheater with a state and two large theatre/auditoriums seating 200 and 388 all the way to classrooms of varying sizes with tablet desks and fixed or moveable tables, conference rooms with center tables, and a variety of meeting lounges in the residence halls.
| Additional Meeting Space Information |
| -- | All spaces have a minimum rental time of two hours per space, per day in order to cover staffing and room set-up expenses associated with hosting your event at a specific location. |
| -- | Meeting spaces can be contracted for both residential and non-residential conferences groups. We do host day only meetings during the summer months if space is available after residential conference groups have made their requests. |
| -- | Final meeting and event space requests are due two weeks prior to the start of your conference program. Any changes to the date, time and/or location of your meeting space request after this date are subject to an additional 5% service charge. |
| -- | Classrooms and meeting spaces do not automatically include a wireless connection. A request for internet use and wireless connectivity must be made two weeks in advance if needed. The Office of Information Technology's Help Desk can be reached at 202-885-2550 if on-site assistance is needed. |
| -- | All meeting and classroom spaces are fully accessible for mobility considerations. Please consult your Campus Conference Manager for suggested accessible routes to and from event spaces. |
| -- | The Office of Public Safety is responsible for locking and unlocking any meeting spaces you have reserved during the early morning or late evening hours. To request an officer's assistance while on campus, please contact the Department of Public Safety by calling 202-885-2527. |
| -- | American University Summer School classes are typically held between 5:00pm and 9:00pm each weeknight during the summer months, so classroom reservations during this time period may be limited. Conference groups are encouraged to plan their schedule to use classrooms in the morning and/or afternoons during the week. Weekend availability is less restricted. |
| Meeting Space Rates |
| Residence Hall Spaces (two hour minimum reservation required) | ||||
|
Approx.
Capacity (Theatre
Style) |
Availability |
Basic
Rate |
Full Day Rate (12-24 hours) |
|
|
Larger Spaces All Formal Lounges, Anderson Conference Room, Anderson Honors Lounge, Anderson LLC Lounge |
Varies |
24 hours |
$36.00/hour |
$432.00 |
|
Smaller Spaces Informal Lounges, McDowell TV Lounge, Floor Lounges, Other Conference Rooms, Study Rooms, Reading Rooms |
Varies |
24 hours |
$25.00/hour |
$300.00 |
| Mary Graydon Center and Butler Pavilion Spaces (two hour minimum reservation required) | ||||
| Approx.
Capacity (Theatre
Style) |
Availability |
Basic
Rate |
Full
Day Rate (12-16 hours) |
|
|
Mary Graydon Center Rooms 200, 245 and 203-205 (no partition) |
200: 50 245: 40 203-205: 40 |
8:00am-midnight |
$36.00/hour |
$432.00 |
|
Mary Graydon Center Rooms 203, 205, 244 |
203: 20 205: 20 244: 10 |
8:00am-midnight |
$25.00/hour |
$300.00 |
|
Mary Graydon Center The Tavern |
Varies depending on setup |
8:00am-midnight |
$50.00/hour |
N/A |
|
Mary Graydon Center University Club Rooms 1-6 |
Varies depending on setup |
8:00am-midnight |
$45.00/hr/room $225.00/hour (Rooms 2-6) |
N/A |
|
Butler Pavilion Butler Board Room |
Varies |
8:00am-midnight |
$45.00/hour |
$480.00 |
|
Butler Pavilion Butler Conference Room |
Hollow Square: 24 |
8:00am-midnight |
$36.00/hour |
$300.00 |
| Campus Classroom Spaces (two hour minimum reservation required) | ||||
| Approx.
Capacity (Theatre
Style) |
Availability |
Basic
Rate |
Full
Day Rate (12-16 hours) |
|
|
Ward 1 Auditorium |
388 |
8:00am-5:00pm Other times as space permits |
$65.00/hour |
N/A |
|
Ward 2 Auditorium |
200 |
8:00am-5:00pm Other times as space permits |
$65.00/hour |
N/A |
|
Ward Building Classrooms 3-6 |
55 Multiple layouts |
8:00am-5:00pm Other times as space permits |
$30.00/hour |
N/A |
|
All Classrooms |
35 Moveable
Chairs and Tables |
8:00am-5:00pm Other times as space permits |
$25.00/hour |
N/A |
|
Other Large Spaces Smaller Auditorium, SIS Lounge, Tenley Chapel and Dance Studio |
Varies |
8:00am-5:00pm Other times as space permits |
$36.00/hour |
$432.00 |
|
Other Small Spaces Smaller Lounges and Conference Rooms |
Varies |
8:00am-5:00pm Other times as space permits |
Negotiated
by Event |
$300.00 |
| Other Campus Spaces (two hour minimum reservation required) | ||||
| Approx.
Capacity (Theatre
Style) |
Availability |
Basic
Rate |
Full
Day Rate (12-16 hours) |
|
| Amphitheater and the Friedheim Quadrangle (Outdoor Facilities) |
1000+ |
8:00am-10:00pm |
$150.00/hour* *Cost may increase depending on the complexity of event being hosted |
|
| Bender Arena |
700 bleacher + 300-400 seating on floor |
Extremeley limited due to summer camps and special campus events |
Negotiated
by Event |
Negotiated
by Event |
| Kay Spiritual Life Center |
280 upper level 100 lower level |
8:00am-5:00pm Other times by special arrangement |
$65.00/hour - upper level $40.00/hour - lower level |
N/A |
| Palmer-Kettler Lounge (Overlooks Bender Arena) |
150 full room 75 partitioned |
Limited |
Negotiated by Event |
Negotiated
by Event |
| Rockwood BBQ Area |
200+ |
NOT AVAILABLE FOR
SUMMER 2008 |
||
| Computer Labs (two hour minimum reservation required) | ||||
| Approx.
Capacity (Theatre
Style) |
Availability |
Basic
Rate |
Full
Day Rate (12-16 hours) |
|
| Anderson Computing Complex |
170 computers in six rooms Mostly PCs One room of 20 Macs |
Monday-Thursday 10:00am-10:00pm
Friday-Saturday 10:00am-6:00pm |
TO BE DETERMINED Rate for Summer 2007 was $58.00/hour |
|
| Media Center |
20 computers 10 PCs 10 Macs |
Monday-Friday 9:30am-5:30pm |
TO BE DETERMINED Rate for Summer 2007 was $58.00/hour |
|
| Other Charges | |
Each Additional Room Setup (after initial setup) Includes any and all work by AU staff at group's request |
$40.00 per visit |
|
Changes to Meeting Space Needs Any new requests, changes to, or cancellations of exisiting meeting space reservations that made after the two-week out reservation deadline are subject to a 5% increase in the overall meeting space total. Ten (10) changes in meeting space reservations are permitted prior to the service charge being added. |
5% service charge for more than
ten (10) changes made to meeting space requests |
Housekeeping Beyond standard daily cleaning. Standard daily cleaning includes daily general cleaning of all common areas in campus buildings, including classrooms, residence hall lounges, and communal bathrooms. Daily cleaning does not include sleeping rooms. Special Projects = Special Cleaning (i.e. wet carpet, etc. |
Cleaner: $40.00/hour Cleaner Overtime: $60.00/hour Special Projects: $40.00/hour Special Projects Overtime: $60.00/hour Final charges determined by scope of service needed |
| Audio Visual |
Equipment rental amount plus
17% service charge |
| Computer Lab Labor | $20.00/hour AU's E-Academics reserves right to require lab assistants at its discretion |
Notes:
| -- | Basic rates include initial setup (groups cannot do their own setups). |
| -- | Additional charges are applied for all supplementary room setups or changes, audio visual equipment, and housekeeping. |
| -- | Supplemental charges will also be added for special telecommunications arrangements (phones, computer lines, etc.), staging, lighting, security, additional keys, and any other special arrangments. |
| -- | Conference groups will be charged for any an all damages to university or residence hall spaces. |
| -- | The Anderson Hall Computing Complex has computers available for general use at no charge to individual conference guests. Guests are admitted to the Complex by showing their summer guest card. The rates listed above apply to scheduled exclusive use of computer lab space by conference groups (e.g. breakout sessions, exclusive use for group members only). |
Audio Visual Equipment Rental and Services
The University’s Audio-Visual Services Office can provide your conference with state-of-the-art systems, including LCD projection, video projection, VCR and TV capabilities at most sites, portable audio systems, overhead projectors and slide projectors.
| Additional Audio Visual Equipment Information |
| -- | Most meeting spaces are fully equipped for AV and audio hook-ups. | |||
| -- | Laptop computers and printers are not available in classrooms or meeting spaces and are the responsibility of the conference group to provide if needed. We are not able to provide extension cords or Ethernet cords | |||
| -- | Meeting space and audio-visual requests must be sent in writing to AU two weeks in advance, or sooner if possible, in order to increase the chance of securing requested meeting spaces and equipment. Conferences may be charged for all changes or additions to space and AV requests after an initial submission. Changes in AV requests can be made up to 48 hours in advance. | |||
| -- | Here is a list of the most commonly used audio visual equipment that can be rented from AU at a daily or weekly rental rate, whichever is cheaper for your conference group. Each rental piece is rented à la carte, not as a set: |
|||
| Wireless microphones | Podium with microphones | |||
| Lavaliere microphones | LCD projection units | |||
| PA sound systems | Microphone stands | |||
| Televisions | DVD and VCR units | |||
| Standing screens | Music stands | |||
| -- | Audio visual staff is available to assist with set-ups upon request at a fee. Large events (500+ people) or events in Bender Arena require the rental of an AU technician on site paid at an hourly rate. |
|||
| -- | If there is a last minute change in your audio visual request, we ask that you call your Campus Conference Manager, not the audio visual department. | |||
| Audio Visual Rates |
| Video | ||
| Daily
Rate |
Weekly
Rate |
|
| VHS player with 20" color monitor (or installed video or data projector [LCD player] with VHS player) |
$120.00 |
$350.00 |
| Three-quarter (3/4) inch videocassette player with 20" monitor |
$155.00 |
$460.00 |
| VHS player only | $55.00 |
$160.00 |
| Three-quater (3/4) inch player only | $90.00 |
$260.00 |
| Additional 20" monitor | $110.00 |
$320.00 |
| Video projector (portable with VHS) | $235.00 |
$700.00 |
| Video/Data projector (LCD projector for PowerPoint) (portable) | $235.00 |
$700.00 |
| VHS camcorder with tripod | $110.00 |
$320.00 |
| Audio | ||
| Daily
Rate |
Weekly
Rate |
|
| Audio cassette player (mono) |
$35.00 |
$96.00 |
| Audio cassette recorder (includes one microphone) |
$55.00 |
$160.00 |
| Audio cassette player with slide synchronization | $55.00 |
$160.00 |
| Record player (classroom type) | $35.00 |
$96.00 |
| CD player | $55.00 |
$160.00 |
| Film and Projection | ||
| Daily
Rate |
Weekly
Rate |
|
| 16mm film projector |
$90.00 |
$260.00 |
| 35mm slide projector |
$55.00 |
$160.00 |
| Filmstrip player with cassette | $55.00 |
$160.00 |
| Overhead projector for transparencies | $70.00 |
$200.00 |
| Portable tripod screen | $35.00 |
$96.00 |
| Public Address Systems | ||
| Daily
Rate |
Weekly
Rate |
|
| Portable small group PA (Anchor) (1 microphone) |
$90.00 |
$260.00 |
| Portable large group PA (amp/mixer/2 speakers) (1 microphone) Additional microphones (up to four total) System with more than four microphones |
$160.00 $35.00 each $320.00 |
$480.00 $96.00 each $950.00 |
Installed PA (includes Ward 1 & 2, Kay Chapel, University Club, Beeghly 1, McDowell Formal Lounge, and Butler Board Room) Basic setup (with one microphone) Additional microphones (up to four total) System with more than four microphones |
$115.00 $35.00 each $320.00 |
$350.00 $96.00 each $950.00 |
| Labor | ||
| Daily
Rate |
Weekly
Rate |
|
| Operator (if available) |
$35.00/hour |
$35.00/hour |
| On call (during normal weekday hours) |
Free |
Free |
| Weekend on call (answering service, response within one hour) | Free |
Free |
| Service before 8:00am and after 11:00pm weekdays and 6:00pm weekends | $30.00/hour |
$30.00/hour |
Notes:
| -- | Daily rate prices are per day, per room, including delivery and pickup during normal working hours (Monday-Friday, 8:00am-11:00pm), subject to availability. |
| -- | Weekly rate prices are for four (4) to seven (7) consecutive days in the same room. |
| -- | AV requests should be included in meeting space requests and must be confirmed through Housing and Dining Programs at least one (1) week prior to the event. |
| -- | One (1) week advance request required to guarantee weekend orders. |
| -- | Cancellations not made in writing in advance and/or unused audio visual orders are subject to full charge. |
| -- | Wall-mounted projection screens, where installed, are the only audio visual equipment included as part of room rental fees. All other audio visual equipment installed in rooms is subject to rental rates. |
Transportation, Parking, and Shuttle Information
American University is accessible from all three major airports located in the metropolitan area. Reagan National Airport is accessible to the AU campus by Metro (subway) and taxi. Dulles International Airport is accessible by taxi, shuttle service and a special shuttle connecting to Metro’s Orange Line. Baltimore/Washington International Airport is accessible by shuttle, Amtrak and MARC trains that run to Washington, DC’s Union Station.
You can find more information on transportation, parking, and the AU shuttle by choosing one of the following:
| Getting to Campus |
By Car
| From northeast of Washington (New York, Philadelphia, Baltimore) | Follow Interstate 95 south to Interstate 495 west toward Silver Spring. See from Interstate 495 (Capital Beltway). |
| From south or west of Washington (Norfolk, Richmond, Charlottesville) | Follow interstate 95 north or Interstate 66 east to Interstate 495, the Capital Beltway. Follow Interstate 495 north. See from Interstate 495 (Capital Beltway). |
| From Interstate 495 (Capital Beltway) | Take exit 39 and carefully follow the signs for River Road (Maryland Route 190) east toward Washington. Continue east on River Road to the fifth traffic light. Turn right onto Goldsboro Road (Maryland Route 614). At the first traffic light, turn left onto Massachusetts Avenue (Maryland Route 396). Continue on Massachusetts Avenue for about two miles, through the first traffic circle (Westmoreland Circle). About on mile further on, enter a second traffic circle (Ward Circle). Take the first right turn out of the circle, onto Nebraska Avenue. The campus is on your right. |
| From Nebraska Avenue, NW | You may enter the university's visitor parking lot by turning left at the first traffic light onto New Mexico Avenue and then left into the parking lot adjacent to the Metropolitan Memorial United Methodist Church. |
By Metro Bus or Rail
From Union Station, National Airport or downtown Washington: Washington's Metrorail opens 5:30 a.m. weekdays and 8:00 a.m. weekends. It closes at midnight Sunday to Thursday. On Friday and Saturday nights, it stays open until 2:00 a.m. The closest Metro stop to American University is Tenleytown/AU (also called Tenley Circle) on the Red Line. Metro buses run regularly from Tenley Circle to American's campus, less than a mile away. Metro can give you information on specific route and timetables for buses and trains. Call the Metro information service at 202-637-7000.
| Parking on Campus |
The Nebraska Avenue parking lot is the main location for conference guest parking on the American University campus. The lot is located at the corner of Massachusetts and Nebraska Avenues. This lot is available as pay-as-you-go parking, but we will work with you to arrange the parking needs for your conference group.
Each conference is eligible to receive up to one parking permit per residential guest at no cost to the conference. Additional permits can be purchased from our office at the rate of $5.00 per permit, per day. All final requests for parking permits are due two weeks prior to the start date of your conference program in order for us to have the appropriate passes ready in time. Parking permits will be distributed at check-in/registration. Some permits may be distributed prior to a group’s arrival upon one month advance notice of this request.
All vehicles are required to park in the Nebraska Avenue parking lot (including buses). Any special requests or handicap parking permits must be accompanied by a doctor’s notice to Public Safety upon arrival to campus. Parking in front of buildings is only for loading and unloading purposes only. Idling by any vehicle is not permitted in the Nebraska Avenue parking lot at any time.
According to the District of Columbia Municipal Regulations: Title 20 Chapter 9, Motor Vehicular Pollutants, Lead, Odors, And Nuisance Pollutants, commercial bus idling is not permitted. However, you should be aware that there are 2 exceptions to the above rule as stated in paragraph 900.1 that apply to American University: to operate for 15 minutes air conditioning equipment on buses with an occupancy of 12 or more persons and to operate heating equipment when the temperature is below 32°F or below.
Ticketing of unapproved vehicles occurs Monday through Friday from 8:00am to 5:00pm and any tickets received should be appealed through the AU's Transportation Services office. Additionally, AU has a good neighbor policy in prohibiting street parking in the local community by AU individuals by agreement between the University and community.
| AU Shuttle Service |
AU is located less than a mile from the Tenleytown/American University Metro Station and shuttle service is provided daily to the Metro for AU students, faculty, staff and summer conference guests at no additional charge. There is also a shuttle from Main Campus to AU’s Washington College of Law. Shuttles run approximately every 15 minutes from 7:00 am until 12:30 am and hours are extended on weekends. Click here for a complete schedule. The AU shuttle is accessible for any individuals with mobility considerations.
| DC Taxis |
Taxis are often available near the Asbury building on campus or by calling from the front desk of any residence hall. Private transportation or shuttle services for conference groups is not available from American University.
Cab Services Available at AU:
| Diamond Cab - 202-387-6200 | |
| Yellow Cab - 202-544-1212 |
During your stay at American University, your Summer Guest Card is just as, if not more important than any driver’s license or photo ID and should be treated as such because of the delicate information stored in that card. Summer conference guests should carry their Summer Guest Card on them at all times and be able to produce it to American University staff when needed. Any summer conference guest who needs housing or meals at American University will be issued a Summer Guest Card which is uniquely coded for each conference attendee for five specific uses while on campus:
| Access to Residence Halls |
| -- | The Summer Guest Card is your pass to enter the designated residence hall where you will be staying. In order to provide additional security for the residence halls, the doors to all of our halls are locked 24 hours a day but you can swipe the magnetic stripe on your Summer Guest Card to gain entry. Your Summer Guest Card is programmed to only allow entry into your residence hall to prohibit guests from entering other buildings without permission. |
| -- | Once you enter the building, each conference guest will be asked to show their Summer Guest Card to the staff member at the front desk to provide additional assurance that you are approved to be in that hall. We call this our “Swipe and Show” policy. Your assistance in educating your conference group about this procedure allows us to provide excellent security for your guests. |
| Meals in the Terrace Dining Room (TDR) |
| -- | Once your meal numbers, dates, and times have been finalized two weeks prior to your conference start date, we will pre-code your Summer Guest Cards for all of your meals. |
| -- | Summer Guest Cards are coded for an exact meal on an exact date. For example, if you have 100 people having dinner on June 12th, your meal card will only allow access for dinner on June 12th. Coding your cards in this manner allows you greater control of your dining invoice so that conference guests will not eat meals outside of your approved dining contract. |
| -- | Many universities still use meal tickets for their dining services, but the Summer Guest Card allows us to use current technology to better meet your needs without stuffing nametags and registration envelopes with colored quarter sheets of paper! |
| EagleBuck$ Declining Balance Program |
| -- | EagleBuck$ are a convenient, cashless way to pay on and off campus at the area's most popular businesses. A pre-paid, stored value account that is part of your Summer Guest Card, the EagleBuck$ program has you covered with whatever you need, 24 hours a day. | |
| -- | EagleBuck$ are accepted at all on campus vendors and retail stores, including the Terrace Dining Room and the Tenley Café. Click here to see a complete listing of all on-campus locations where you can use EagleBuck$. |
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| -- | EagleBuck$ are also accepted at a variety of off campus vendors in the Northwest quadrant of Washington, DC. Click here to see a complete listing of all off-campus locations where you can use EagleBuck$. |
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| -- | EagleBuck$ are required for all laundry machines in the residence halls. Coin machines are not available. | |
| -- | EagleBuck$ can be added to your Summer Guest Card in several ways: | |
| 1. | Add funds to each conference participant's card in advance, | |
| 2. | Have conference guests add money using cash at several value station locations in residence halls and Mary Graydon Center, or | |
| 3. | Come to the Housing and Dining Programs office in Anderson Hall with any form of payment during weekday business hours. | |
| -- | EagleBuck$ can be used for printing, copying, and vending machines needs throughout campus. | |
| -- | Any EagleBuck$ funds left unused at the end of the conference are non-refundable to the individual guest or to the conference group. | |
| -- | You can receive a print-out of all EagleBuck$ expenditures and activity in the Housing and Dining Programs office during traditional weekday business hours. If you believe that a vendor has overcharged your EagleBuck$ account, report your concern immediately to your Conference Manager or to the Housing and Dining Programs office for prompt follow up. | |
| Access to the Jacobs Fitness Center |
| -- | Summer conference guests who are approved for use of the Jacobs Fitness Center at American University will also have their access to the fitness center programmed onto their Summer Guest Card. | |
| -- | The front desk of the Jacobs Fitness Center will take your Summer Guest Card upon entry to the center and swipe your card for approval of entry. |
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| -- | All guests wishing to use the Jacobs Fitness Center must sign a liability waiver and all guests 14-17 must have signed parent/guardian consent. We prefer to have all fitness center liability forms in advance, but we will accept them at check-in. Any conference guests who do not sign the Jacobs Fitness Center liability waiver by the conclusion of conference registration will not have access to the fitness center. |
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| Use of the AU Shuttle to and from the Tenleytown/AU Metro Station |
| -- | One of the perks of hosting your event at American University is the free use of the AU shuttle to and from Main Campus and the Tenleytown/American University Metro Station on the Red Line of the DC metro system. When you get on the bus, the driver may ask for your AU identification and you should show him/her your Summer Guest Card. | |
| -- | If you are arriving o campus for the first time and want to use the shuttle from the Tenleytown/American University Metro Station, simply inform the driver which residence hall or campus building you would like to go to, and he/she will direct you towards the correct stop. The shuttle driver will have a summer conference schedule and can assist conference guests in finding the correct location for check-in if needed. |
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| Troubleshooting Problems with Your Summer Guest Card |
| -- | Your Campus Conference Manager and the residence hall front desk staff are your first and most convenient resource for addressing any problems you may experience with your Summer Guest Card. | |
| -- | If you experience problems during traditional business hours, problems can also be addressed in the Housing and Dining Programs office in Anderson Hall. |
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| -- | If a Summer Guest Card is lost, please report it as soon as possible to cancel the card so no one can use EagleBuck$ by contacting the residence hall front desk, the Housing and Dining Programs office, or Public Safety. A lost card can have any remaining meals or EagleBuck$ balance transferred to a new card. | |
American University has its own Department of Public Safety with officers trained and deputized by the Metropolitan Police Department. The Public Safety officers serve as the University’s first line of emergency and crisis response. Public Safety officers work very closely with the summer staff in maintaining a safe living and campus atmosphere for our summer guests. In addition, emergency phones and blue lights are located throughout campus for individuals to report issues of safety and security if necessary.
| Residence Hall Safety |
| -- | Each side of the American University campus has at least one residence hall desk that is open and staffed 24 hours a day for increased security of the halls. Campus Hosts are easily identifiable by their staff uniform and nametag while working at the desk. Summer guests are required to display their Summer Guest Card to the Campus Host at the desk each time they enter the building for increased safety measures in the hall. |
| -- | In addition to the residence hall 24 hour desk, there is also a Campus Host “on call” overnight to address any situation that needs University attention. The Campus Host has access to the professional staff member on duty, as well, in the event of an emergency. |
| -- | Campus Hosts walk through all of the residence halls each night, to ensure that safety and guest policies are being followed for the good of all staying with us. |
| -- | We require all residential conference guests to provide an emergency contact person at check-in in case of emergency situations. |
| -- | Evacuation procedures are posted in each building and should be followed closely in the event of an emergency. American University staff will be on hand to assist with any emergency procedures and all summer conference guests must follow instructions for their safety and the safety of others. Residence halls must be evacuated in the event of an emergency. |
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 15 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. |
Conference Housing reserves the right to change assignments given need and demand of the overall operation. When a specific number of spaces is requested, Summer Housing and Conferences will be prepared to house a number of participants 10% greater than the original request. Requests for a particular location will be honored whenever possible.
You can find more information on Summer 2008 availability and rates by choosing one of the following:
| Housing Rates |
| Summer Conference Groups | 5/11/08-8/9/08 |
|||
| Traditional
Halls |
Centennial
Suites* |
McDowell
Apartments* |
Nebraska
Apartments* |
|
| Single - Structural* |
$85.00/night |
NOT
AVAILABLE FOR SUMMER 2008 |
N/A |
$595.00/week (Less than 4 weeks) $550.00/week (4 weeks or more) |
| Double as a Single |
$107.00/night |
NOT
AVAILABLE FOR SUMMER 2008 |
$146.00/night |
N/A |
| Double | $53.00/person/night |
NOT AVAILABLE FOR SUMMER 2008 |
$74.00/person/night |
N/A |
| Triple | $39.00/person/night |
NOT AVAILABLE
FOR SUMMER 2008 |
N/A |
N/A |
| * | Structural singles, triples, suites, and apartments are extremely limited. We cannot guarantee these requests. All single and triple requests we cannot meet will automatically default to double accomodations |
| -- | There is a 14.5% Washington, DC hotel tax levied on all room charges, not included in the above rates. Taxes are waived for conference groups which are entities of the Federal Government or possess a District of Columbia tax-exempt certificate. AU Summer Students and Washington Semester Students are exempt from the occupancy tax. |
| Dining Rates |
| Breakfast | $9.75 per person A cafeteria-style breakfast featuring hot breakfast items, fresh fruit, cereal, breads, and beverages |
| Lunch |
$12.75 per person A cafeteria-style buffet featuring three entrees including a vegetarian alternative, salad bar, deli bar, soup, vegetables, starch, dessert, and beverages |
| Dinner | $14.50 per person A cafeteria-style buffet featuring three entrees including a vegetarian alternative, salad bar, deli bar, soup, vegetables, starch, dessert, and beverages |
| Daily Rate | $36.75 Only applicable in the Terrace Dining Room (Mary Graydon Center) |
| Meal Plan Rates |
50 Meals plus $225 in EagleBuck$ |
$835.00 |
25 Meals plus $225 in EagleBuck$ |
$530.00 |
25 Meals plus $100 in EagleBuck$ |
$405.00 |
| Meeting Space Rates |
| Residence Hall Spaces (two hour minimum reservation required) | ||||
| Approx.
Capacity (Theatre
Style) |
Availability |
Basic
Rate |
Full Day Rate (12-24 hours) |
|
| Larger Spaces All Formal Lounges, Anderson Conference Room, Anderson Honors Lounge, Anderson LLC Lounge |
Varies |
24 hours |
$36.00/hour |
$432.00 |
| Smaller Spaces Informal Lounges, McDowell TV Lounge, Floor Lounges, Other Conference Rooms, Study Rooms, Reading Rooms |
Varies |
24 hours |
$25.00/hour |
$300.00 |
| Mary Graydon Center and Butler Pavilion Spaces (two hour minimum reservation required) | ||||
| Approx.
Capacity (Theatre
Style) |
Availability |
Basic
Rate |
Full
Day Rate (12-16 hours) |
|
| Mary Graydon Center Rooms 200, 245 and 203-205 (no partition) |
200: 50 245: 40 203-205: 40 |
8:00am-midnight |
$36.00/hour |
$432.00 |
| Mary Graydon Center Rooms 203, 205, 244 |
203: 20 205: 20 244: 10 |
8:00am-midnight |
$25.00/hour |
$300.00 |
| Mary Graydon Center The Tavern |
Varies depending on setup |
8:00am-midnight | ||
