Overview
Summer Camp and Conference Services at Clark Atlanta University is a one-stop shop for all your needs. Our staff will coordinate your housing, dining, meeting space, audio/visual, parking, and recreational needs.
What Do I Need To Know-Getting Started?
Before contracting with CAU, please think through the following questions. Considering these questions before a call or site visit can help our staff shape the experience to fit your needs. We have a variety of facilities ranging in type and size, and sharing your goals and vision will assist us in finding the perfect space to make your conference a true success.
Purpose of Your Conference
- What is the goal or vision of your summer camp or conference?
- What will be the size and scope of topics covered?
- Who is your target audience?
Essential Numbers
- How many people do you want to attend?
- How many staff will you need to accommodate this number? (CAU requires a 1:10 adult supervisor to youth participant ratio in our residence halls for middle or high school aged and 1:30 adult supervisors to college age ratio)
- How long will the conference last?
- When will the conference be held? Will there be any early arrivals or late departures? (Please note that we can only host conferences from late May to mid-July.) No Saturday or Sunday check-in days. No occupancy allowed for July 4th.
Timeline for Planning Your Summer Camp/Conference
After you have decided to come to CAU, create an agenda that outlines the daily activities of the participants. As we approach your conference date, our staff will request updates on schedules and participant registrations. The following are the deadlines for informing us of changes to your itinerary, though the earlier you can notify us, the better we can accommodate your needs!
OCTOBER 1, 2024: Internal Program Request Submission will open
NOVEMBER 1, 2024: External Program Request Submission will open
MARCH 31: Deadline to submit a signed contract and pre-payment check to Clark Atlanta University for External Summer Camps and Conferences 2024.
One Month Until Your Event
- submit any catering requests to CAU Catering
- submit the set-up, IT audio-visual requests for any meeting spaces to our staff
- provide any allergy (particularly food-related) information to our staff
- submit the camper information sheet with all housing and meal requirements
- finalize the number of guests (including commuters and in-residence)
- notify staff of any special requests or disabilities that will require specific accommodations
- submit a copy of your organization’s general liability insurance policy that lists Clark Atlanta University as an additional insured and covers the dates of occupancy
Ten Days Prior to Arrival
- provide the final housing and meal plan confirmation form with individual liability forms (if using a meal plan).
- provide any changes to the staff/supervisor contact information, including any housing assignment changes
- provide a list of on-call supervisors who are responsible for handling emergencies and discipline
Ten Days After Receipt of Contract
Full payment of charges is due to Clark Atlanta University with the signed contract or it shall be subject to interest at the of five percent (5%) per annum from the due date thereof, until paid.
Following these guidelines will help ensure the success of your conference at Clark Atlanta University. Make sure to continue communicating your needs, especially if anything changes. One of our dedicated staff members will be assigned to your group for the duration of your stay to make sure your stay is a success!
Essential Numbers
- How many people do you want to attend?
- How many staff will you need to accommodate this number? (CAU requires a 1:10 adult supervisor to youth participant ratio in our residence halls for middle or high school aged and 1:30 adult supervisors to college age ratio)
- How long will the conference last?
- When will the conference be held? Will there be any early arrivals or late departures? (Please note that we can only host conferences from late May to mid-July.) No Saturday or Sunday check-in days. No occupancy allowed for July 4th.
The Details
- Housing
- Will your guests stay in double or single-occupancy rooms?
- Will your staff stay in double or single-occupancy rooms?
- Would you like standard residential rooms or apartment-style housing?
- Are communal bathrooms or private bathrooms preferable?
- How important is on-site parking?
- How much communal gathering space do you need?
- If your event is co-ed, do you need to put men and women on separate floors or buildings?
- Food
- Will your group require on-campus meals?
- What kind of dining experience would you prefer: all-you-can-eat buffet-style meals, catered meals, a-la-carte style meals, or a combination?
- Do you have any special dietary needs: allergies, vegan or vegetarian meals, Kosher facilities?
- Meeting Spaces
- Will your group require on-campus meeting spaces? If so, be prepared to give a basic outline of the number of rooms and minimum/maximum capacity needs.
- Will you need audio-visual support?
- Will you need access to computers?
- Will your group be bringing any laptops to connect to the meeting space’s audio-visual technology?
- Recreation
- Will you be having scheduled recreational time? (Reservations are required for recreational times.)
- What do you plan on doing during that time?
- Will you need instructors of equipment?
- How many people will be participating?
- Liability
- If you are holding a camp with minors…
- What training will you provide the staff?
- Do you plan on performing background checks for all staff?
Now that you have reviewed these questions, Conference Services is ready to assist you! We can tell you if we have what your group requires and give you estimates on pricing. We can also start doing some preliminary booking of the necessary facilities and services you may be utilizing.
Site Visits
Our conference staff will gladly provide tours of campus to prospective or current clients. Visits are currently by appointment only, Monday through Thursday from 10 AM – 3 PM (excluding University holidays). Site visits include tours of meeting spaces, gathering spaces, dining facilities, and recreational facilities.
As our campus is an active community, please be aware that not all spaces may be available during your tour, but our staff will make every effort to arrange tours in between events. During the academic school year, we are happy to show common areas within residence halls, but cannot show occupied bedrooms and apartments in order to protect the privacy of our students.
If you are interested in a tour, please contact our Meetings and Events Coordinator, Andre Melson, at 404-880-6936.
External Contracts
All conference groups are required to sign a contract and other liability documents covering the period of their stay. Summer Camp and Conference Services writes contracts for summer clients each winter (December through February) unless otherwise requested. Signed contracts must be returned to the Office of University Meetings and Events by March 31 with the required deposit.
In addition to a signed contract, any unaffiliated (non-CAU) group must also submit the required deposit. Details of the prepayment will be included in the contract. Prepayments will be credited to your conference’s final bill. Questions regarding prepayments maybe directed to our office.
Upon receipt of your signed contract, CAU will counter-sign and send a copy of the final, signed contract to you. Any changes to the provisions within the contract (including, but not limited to check in/out dates and times) must be approved in writing by the Office of Summer Camp and Conference Services.
