Summer Camp and Conference Services
Summer Program Requests Are Open for Summer 2024
Dates: June 2, 2024 – July 13, 2024
Each summer, Clark Atlanta University Summer Camps and Conferences welcomes conference attendees, and students from all over the world to the heart of Atlanta, Georgia. We take pride in offering convenient, flexible, and affordable housing and dining arrangements as well as meeting space on our historic campus. Our staff is committed to ensuring your stay is rewarding, educational, and, above all, memorable.
CAU Conference Services offers housing, dining services, meeting space, media support, and recreational services that combine the educational mission of a liberal arts university with the rich diversity and amenities of a major urban setting. We are a customer-centered organization that will work with you to meet the needs of your group.
Clark Atlanta is located in the heart of Atlanta spread over 126 beautiful acres, and nestled in the center of Atlanta University Center. Clark Atlanta offers plenty to do for all ages! We recommend visiting the Civil Rights Museum, The World of Coke, or Zoo Atlanta. Clark Atlanta is located minutes from the Mercedes Benz Stadium attracting major sporting events and entertainment during the summer. The Clark Atlanta University campus is located in the historic Westside neighborhood, a beautiful community with dining, shopping, and sports districts just minutes from downtown Atlanta.
Getting Started:
Let our university serve as your host for your summer conference needs. Our values and commitment to great customer service are designed to make your experience here simple and easy to navigate. We understand that you have a lot of other priorities, so let us help you! Complete the request form linked below to get started.
Summer Camp and Conference Request Forms
Summer Conference Housing available dates will be available prior to summer 2024. When you are ready to book, please complete the summer conference inquiry form. Once the application is submitted, you will be contacted by a Conference Housing special program lead.
Please fill out the form below and email it to universityevents@cau.edu. We look forward to working with you!
Summer Camp and Conference Services
Phone: 404-880-6936
Harness Hall, Room 101, James P. Brawley Drive SW, Atlanta, GA 30314.
Mission
The mission of Clark Atlanta University Summer Camp and Conference Services is:
- Provide exposure to Clark Atlanta University for a wide variety of trainings, camps, clinics, workshops and conferences.
- Provide facilities and services to support your programming in an academic environment including housing, dining, catering, meeting spaces, recreational activities and more.
- Assist the institution to help carry out its mission of educating diverse populations. We value the opportunity to provide our educational services and facilities to help further education throughout the metro Atlanta area.
Currently, we serve both residential and non-residential groups. We cannot offer any services for conferences held during the academic year. External and Internal meeting requests should be directed to the Office of Meetings and Events at 404-880-6936 or universityevents@cau.edu
FAQ’s
We accept various types of groups, including (but not limited to): athletic, religious/faith-based, youth enrichment, and academic/research. Additionally, we host internal CAU groups as well as external (non-affiliated) groups.
External Summer requests are accepted Nov 15th, 2023 through March 30th, 2024.
We welcome day camps and conferences.
No, we are happy to accommodate groups of all sizes.
Yes, all of our indoor spaces—residential, meeting, food, and recreation—are air-conditioned.
Distances vary depending on the location, but almost all of our housing facilities are located less than ten minutes by foot from our meeting, food, and recreation facilities.
Residential Life will assist and is on-call weekdays 8:00 AM – MIDNIGHT. We do have weekend accommodations. We have on-call staff available after hours that can assist you. Your group will be provided with phone numbers to get in touch with these resources prior to your arrival.
To reserve a space, we ask that you first review our planning checklist. After compiling all the necessary information, feel free to reach out to our office or email us. The next step is to complete the online request form.
Planning Your Summer Camp or Conference
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.
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!
MARCH 31: Deadline to submit a signed contract and pre-payment check to Clark Atlanta University for Summer Camps and Conferences 2024.
AFTER RETURNING YOUR CONTRACT: As soon as possible after returning your contract, submit any significant (more than 10%) changes to your anticipated attendance and any additional meeting space requests.
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!
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.
Contracts
All conference groups are required to sign a contract and other liabilty 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.
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.
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.
Group Spaces & Recreation
Group Spaces
Group spaces at CAU range from “traditional” conference spaces that can host several hundred participants, to classrooms ranging in size from 10 to 180 persons.
Most meeting spaces on CAU’s campus are less than a ten-minute walk from our housing facilities. Please see the campus map for the locations of our popular meeting spaces to other campus facilities.
Event and Conference Spaces
In addition to academic and residential spaces, CAU offers a variety of styles of meeting and classroom spaces for your summer program.
Recreation
Whether you are looking to host an athletic camp or need recreational space for your group to spend during downtime, CAU has a variety of indoor AND outdoor facilities that can accommodate your needs.
Sports Facilities
https://clarkatlantasports.com/sports/2012/2/2/Facilities.aspx
For event requests during the academic year, please contact the University Meetings and Events, 404-880-6936.
Academic/Classroom Spaces
Summer Camp and Conference Services are able to access and reserve CAU’s academic classrooms for conference use. Classrooms range in capacity from 10 to 180 persons, are wheelchair accessible, and are all equipped with dry-erase boards. Seating styles vary from seminar, moveable desks, to auditorium. Most classrooms are equipped with audio-visual equipment; please let your Conference Assistant know if you have A/V needs so that we may accommodate them accordingly. Please be advised that there will be additional charges for AV Tech, Set – Up and Support.
When considering the use of classrooms, make note of how large a space you would like and what resources you may need (such as audio/visual equipment, whiteboards, etc.) Some classroom resources, as well as classroom usage after hours or on weekends, may incur an additional fee.
We break down our classrooms into three basic categories:
- Small classrooms (capacity: 1-25)
- Medium classrooms (capacity: 26-100)
- Large classrooms (capacity: 101-180)
During the academic year, each CAU department handles the reservation process for meeting spaces within its buildings. Interested parties may contact the following departments for information regarding availability, policies, and rates for academic year functions. Due to high demand, many meeting rooms are typically only open to the CAU community during the school year, but it is advised to check with each department individually.
Summer Camp & Conference Housing
Clark Atlanta University’s campus offers a wide variety of housing options. With over 1,000 bed spaces, we provide single, double, suite-style, and apartment-style rooms for our guests.
Common areas are cleaned and all communal trash is removed six days a week. Additionally, all residence halls and apartments are secured with external locks and all of our central campus facilities are within walking distance of campus meeting space and dining facilities.
Whatever your needs, we will work with you to fulfill them! Contact our office today for your Summer Housing needs only at 404-880-6936.
Summer Camp & Conference Dining
Crogman’s Dining Hall
Located on the 1st floor of the Henderson Student Center, Crogman’s accommodates up to 500 people. Crogman’s offers an all-you-can-eat, cafeteria-style dining experience; diners can return to the food lines as often as they’d like once they’ve entered. With a variety of choices and unlimited portions, the Crogman Dining Hall is an ideal location for groups and youth camps. Catering options are also available.
Meal Plan
A CAU Meal Plan is the best option for large or youth groups. Conferences choosing the Meal Plan options will have their participants dine at the Crogman Eatery in the Henderson Student Center. Crogman’s Dining Hall cafeteria-style meals have a tiered pricing (breakfast, lunch, or dinner). Guests are granted unlimited returns to the food lines during their meal time in the facility.
Conferences are billed for the meals ordered and confirmed 10 days prior to arrival. Conference directors will provide an order confirmation ten days prior to arrival to be invoiced for the meals. If your group has special dietary needs (i.e. vegan or vegetarian options), we will accommodate those needs. Please submit these special requests at least two weeks prior to arrival.
Our office works closely with our food service providers to ensure dining options are available during all conferences. Dining hours may vary depending on the summer schedule, and some locations may not be open on holidays.
SUMMER DINING SCHEDULE
Monday- Friday- Breakfast 8am-10am
- Lunch 11am-2pm
- Dinner 4pm-6pm
- Brunch 11am-2pm
- Dinner 4pm-6pm
CAU Catering
Clark Atlanta University also offers on-site catering service. CAU Catering is a full service caterer. Our popular options include catered receptions, buffet style meals, served meals, and boxed meals. Servers are also available for receptions where alcohol is desired. Catering offers a full array of linen and china upon request.
Typically, conference groups will develop their catering in conjunction with a Catering Sales Manager. All catering orders must be submitted a minimum of two weeks in advance.
CAU Catering is the exclusive caterer for CAU. No outside food may be brought into these buildings or meeting spaces. Please note the menus are seasonal, and may change. Please check for updates before placing an order.
Location
Location is part of the catering contract and changes may result in additional charges. Changes in location after the contract has been approved are highly discouraged.
Guarantee Policy
To professionally prepare for each guest, we request that you guarantee the number of guests attending your event at least 7 days in advance of the event. Any changes to your contract must be received 7 days prior to the event. If no changes are confirmed, service will be provided and billed for the original number of guests.
Cancellations
In an effort to offer you convenience, quality, quick service, and 100% satisfaction, we simply request a minimum of 72 hour notification for cancellation of any order. Cancellations made within 72 hours before your event will result in a charge of 50% of the total bill. Cancellations made within 24 hours of your event will result in a charge of 100% of the total bill.
Minimums
Minimum order of $50.
Disposables / China Service
All deliveries will include high quality compostable utensils, plates, and cups, and all necessary condiments. There is an additional charge for the use of china, linen, glassware and stainless-ware. For specific charges, please inquire when placing your order.
Service Staff
Service staff can be made available to oversee your function for an additional fee.