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Arrival & Departure | Facilities & Services | Security | Dining Services Fees & Insurance Welcome to the world of conference planning! The University of San Diego looks forward to assisting you as you plan your upcoming conference. The following information will help you in planning your program at the University of San Diego. This Guide will provide you with the "nuts and bolts" for having a conference on our campus. All the services for your program will be arranged by the Summer Camps & Conferences Office. Availability of the various facilities and services listed in this Guide are subject to previous commitments. Please share this Guide with other planners of your program. Rest assured that our staff will be available to assist you in any way we can. Summer Camps & Conferences
Why the University of San Diego? If you're planning a summer conference, seminar, or workshop, the University of San Diego University is the ideal location for groups of any size. Each year numerous groups and organizations hold summer conferences that are consistent with the University's fundamental mission of teaching and public service. Summer at the University of San Diego is green grass and blue, sunny skies. Days are warm, nights are cool, and the humidity is comfortably low. The 180-acre campus overlooks Mission Bay Aquatic Park with views of San Diego Bay and the Pacific Ocean. Close to business, cultural, residential, and recreational areas, the campus is near the air and rail terminals, and a city bus line runs right past the campus. The campus is named Alcalá Park after the Spanish university city of Alcalá where St. Didacus, from whom San Diego received its name, worked and studied. Virtual Tour of the University of San Diego Four of Many Reasons to Have Your Next Summer Conference at the University of San Diego: Facilities The University of San Diego provides a unique Spanish Renaissance setting. Facilities include classrooms, meeting areas of all types and sizes from small seminar rooms to large auditoriums, as well as many lounges and courtyards suitable for formal and informal gathering. Housing The University of San Diego offers conferees a wide variety of housing options in student residence halls and apartments. Residence halls accommodate groups of up to several hundred. Student residences have conveniently located central lounges, study rooms, and bathrooms. Internet computer connections can be provided in individual rooms. Residences are located within a few minutes walk of meeting rooms and dining facilities. Ample parking is also available. Dining University Dining Services provides delicious and varied cafeteria-style meals at a modest cost. A complete range of catering services, from coffee breaks and box lunches to outdoor barbecues and banquets can be arranged for your group. Entertainment and Recreation The Campus The City Begin Planning Now The Summer Camps & Conferences staff assists each group in assuring the success of its conference and in providing a pleasant stay at the University of San Diego. If you are interested in holding a summer conference at the University of San Diego, please read the Conference Planner's Guide for planning procedures and contact information. We look forward to working with you.
The arrival day is the day when the majority of your participants will arrive on campus. Our standard check-in time is 3:00-5:00pm. We ask that you schedule your registration to fit within this time frame. Exceptions can be made when warranted. The University does not guarantee residency to participants who arrive prior to the commencement of your program, or for participants who wish to stay on campus after the conclusion of your program. Unless arrangements have been made at the time your Agreement is prepared, the University will not accept early arrivals or late departures. Traditionally, the only early arrivals and late departures that are authorized are those individuals directly involved with the planning of your conference. All early arrivals and late departures will be charged a "room only" rate, with all charges billed directly to the conference. Directions to the University of San Diego from the South (or the airport): Use I-5 North, exit Morena Blvd. (signs will say: Morena Blvd. use I-8 East) Stay to the right and follow the signs for Morena Blvd. Take the first right onto Linda Vista Rd. Travel to the third stoplight to the University of San Diego's East entrance, turn left and enter campus. Turn right at the guard shack, follow the road down the hill through the stop sign, continue until you reach the cul-de-sac and Mission Crossroads. San Diego International Airport (Lindbergh Field)- 3707 N. Harbor Drive San Diego, CA 92101 619.686.8065. Cloud 9 Shuttle: 800.974.8885 to get to the University of San Diego - it is a 10 minute ride from the airport to the campus. Online reservations at Cloud 9 Shuttle- cloud9shuttle.com - $11 to $13 fare.
Housing The University of San Diego has five housing areas available to our summer guests: Camino Hall and Founders Hall are centrally located on campus and were originally built by the San Diego College for Women. The rooms are unique with hardwood floors and beautiful rosewood and oak furniture. The rich tradition and history of the University can be seen throughout these halls. Most of the rooms are doubles, with some triples and quads. All share traditional "dorm style" community bathrooms. These halls are quite popular with our youth programs. Maher Hall housing is located on the top three floors of this five-story building and is accessed by elevator or stairs. Most of the rooms are doubles, with some triples and quads, and each room has its own private bathroom. Maher Hall is located at the hub of the University with many rooms overlooking Tecolote Canyon, picturesque Mission Bay and the University's Fountain Plaza. The San Dimas Missions are named for the California missions and are designed in a traditional Spanish style with wide arches, white stucco walls, and red rooftops. Each building has three floors and each floor contains a central living room/lounge with two bedrooms and one bathroom on each side of the living room. Most of the rooms are double with some single rooms available. The Alcalá Vista Apartments consist of six buildings, each three stories, designed in the traditional Spanish renaissance architectural style of the University. Each apartment is completely furnished with a living room/dining room, kitchen, two bedrooms, and two full bathrooms. Double or single occupancy is determined by the number of people in each bedroom vs. the number of people in each apartment. The "Vistas" are adjacent to USD's Sports Center (swimming pool, tennis courts, weight room, gymnasium and locker rooms) on the eastern mesa of the University overlooking Mission Bay Park, the Pacific Ocean, and Tecolote Canyon. We also have a limited number of one-bedroom units for use by your VIPs. Manchester Village is the latest addition to the USD campus. The village consists of two buildings, one three-story building and one four-story building, of apartments with elevators. The four-story building is home to summer conference guests. Apartments are mostly four single bedroom units with full-sized beds, two bathrooms, a living room, and kitchen. Laundry facilities and a computer room are available in Building 1. Building 2 has a front desk lobby to welcome your guests. Several small meeting rooms are located throughout the building. The third floor is enhanced by a bright and air-conditioned conference room to accommodate approximately 100 guests. Tram service is available Monday through Friday from Manchester Village to the main campus. For more information go to USD Housing.
Housekeeping Services Each housing area provides a blanket, pillow, bed linen, bath towel, wash cloth and soap for all full-linen programs. The sponsoring program will be charged for any damage or loss of said articles. Non-linen packages are available upon request. Bed linen will be changed once a week for any group staying longer than seven days. Bath linens will be changed every other day (Monday-Friday). While there is no linen service on weekends, extra towels are available from our live-in staff.
Meetings The University of San Diego offers a wide range of meeting facilities including a 650-seat theater, classrooms, meeting rooms, patios, gardens and courtyards. Meeting rooms in Manchester Conference Center and the Institute for Peace and Justice are available at an additional charge.
Rental Equipment We request that you submit in writing a full listing of all rental needs thirty days prior to your conference. This includes all audio-visual equipment, telephone service, pianos, office equipment or any other equipment that will be assessed a usage fee. There is a $25.00 hook-up fee for each phone request or change (including fax lines) and a $30.00 per week/ or portion there of charge for pianos. Off-campus rentals requiring a University purchase order or check requisition will be assessed a $30.00 administrative fee for each purchase order and/or check requisition required. Should you cancel an off-campus rental, the administration fee is still applicable. Any rental equipment requests that are canceled within 14 days of the start of your program may be subject to a cancellation fee.
The Department of Public Safety provides on-campus law enforcement, security, crime prevention, and emergency services on the University of San Diego campus 24 hours a day.
Supervision Adequate supervision must be provided in accordance with all University policies, procedures, and house rules. Adult, live-in supervision is required with any youth group. Youth are defined as those participants who have not reached their 18th birthday. We require one live-in adult for every 10 youth in attendance. We also require that the sponsoring program has a parent or guardian authorized medical release form on file for each participant who is a minor. Additional supervision may also be required when the University deems it necessary.
Health Care Services 24 hour emergency services are available through Public Safety. Banquets and Catering All catering services will be provided by USD Dining Services/Banquets and Catering Department, and will be scheduled through the Summer Camps & Conferences Office. Catering requests are due 15 business days (Monday- Friday) prior to the scheduled event. Final guarantee is due 5 business days prior to the scheduled event. Cancellations are allowed 5 business days prior to the scheduled event without penalty. If the cancellation is made less than 5 days prior, one-half of the guarantee will be billed. If the cancellation is made within 24 hours of the event, the full guaranteed number will be billed. There is a minimum charge of $25.00 for all catered food or refreshment services. Banquets and Catering agrees to serve your guests and do everything possible to ensure your event is special. In turn, you agree to guarantee the number of guests to be served. We will prepare food for 5% above the guarantee. If the actual number of guests exceeds the guarantee, you will be charged accordingly for the actual number. If a final guarantee is not submitted, the actual number served, or the original estimate, whichever is greater, will be used for billing purposes. Food and beverages prepared by USD are the property of Banquets and Catering. Please note, equipment may not be removed from a catered event. Due to the liability of the University, wine and other alcoholic beverages cannot be removed from catered events. Since a delay in the service of a meal affects the quality of the food, it is our continuing desire to serve you promptly at the schedule time of your event. In addition, all catering pricing for served meals is based on a service time of one hour, thirty minutes. Therefore, if your event begins past the scheduled start time, causing a delay in service, or if your event is followed by a speaker or program and your needs for service run longer than one hour, thirty minutes, a labor charge will be assessed according to the size of your group. Flowers, balloons, special linens, ice sculptures and props may be coordinated through Banquets and Catering for an additional charge. Wine Service: At the client's request, wine, beer and non-alcoholic beverages may be served at a reception. The client is billed for the amount of beverages consumed at retail prices. A per person charge to cover the service and supply costs for a plastic wine set up will be assessed. For rates, please call the Summer Camps & Conferences Office, or refer to the current Banquets and Catering Brochure. Wine may be included with a catered meal. The client will be billed the retail cost for the amount of wine consumed, plus a per person charge to cover the costs of providing this service. A client may choose to provide their own wine. In this case, the client will be assessed an additional fee. The University of San Diego does not hold a liquor license, therefore, Banquets and Catering cannot sell alcohol directly to attendees of an event. Please refer to the Banquets and Catering Alcohol Policy for further information. Visit the Banquets and Catering website.
Dining All residents will be on a three meal per bednight plan unless other arrangements have been made. Meals traditionally begin with dinner on your first night and end with lunch on your last day. You have the option to change your three-meal cycle to begin with lunch and end with breakfast providing that check-in is in the morning. Commuters (non-residents) are provided lunch in the daily commuter fee. Many groups like to schedule what we call a "Night on the Town" giving their participants an opportunity to see the many sites of San Diego. If you are contracted for three or more nights then your program is eligible for one "missed meal credit" at one-half the cash-at-the-door rates. This means that no meal will be served for your program. If participants wish to eat on campus they will have to pay our standard published cash-at-the-door rates. Meals are served in the Hahn University Center. The beautiful indoor/outdoor dining area offers a 15-foot salad bar featuring fresh California fruits and vegetables, numerous entrees (including vegetarian), and of course, a wide variety of beverages and a never-ending array of desserts to tempt your sweet tooth. The Faculty/Staff Dining Room may be contracted for special meals or exclusive dining for an additional cost. The Marketplace/Deli is available Monday-Friday for made to order sandwiches, beverages, ice cream, coffee, etc., on a cash only basis. The Marketplace/Deli is also located in the University Center. Aromas Coffee House, located on the first floor of Maher Hall, is also a cash venue offering Starbuck's coffees, Tazo specialty teas, Torani Italian sodas, Naked Juices, fresh baked goods and desserts, grab and go salads and freshly made sandwiches. Aromas is open Monday-Friday. Aromas provides you with the perfect setting to meet with friends, surf the 'net, or spend a quiet moment alone. Computer stations and a wireless port are available for your convenience. Cash only. La Paloma
is a beautiful cafe, located in the southeast corner of the Joan B.
Kroc Institute for Peace and Justice at the west-end of campus. Our
newest dining location offers something for everyone. Come and experience
alumni-owned Ryan Bros. coffees, Tazo teas, and baked goods from the
espresso bar area. Take advantage of the extensive grab and go menu
for a meal on the run, or enjoy a gourmet sandwich, signature salad,
or soup, while relaxing on La Paloma's patio. La Paloma also serves
hot breakfast entrees and fresh made to order pasta! Cash only.
For more information visit the USD Dining website.
Parking Parking lots are located by all residences. Parking permits are required for all cars seven days a week. Permits need to be ordered in advance and billed to your program. $10.00 (4 -7 days) inclusive / $5.00 (1-3 days)
Damage, Lost Keys, Lost Meal Cards The University expects that you will take responsible care of the campus premises used and restore them to the condition you found them. Any repairs needed for damage done to the premises will be billed directly to your program. Keys lost or not returned at check out will be assessed a "lost key" fee. Keys returned by mail or in person after the departure date will still result in charges being assessed. Meal card loss will result in a replacement fee equal to the number of meals remaining on the lost card.
Smoking Smoking is prohibited in all University buildings, including residence hall rooms, meeting facilities and dining areas. Guests are permitted to smoke on the grassy areas outside of University buildings with the request that cigarette remains be disposed of properly.
Rates Rates are set each fall for the following summer. You will be notified of these rates via our Confirmation and Pre-Agreement which is mailed out approximately December 1. Room and board rates include the following: Three all-you-can-eat meals per bednight, bed and bath linen with beds made upon arrival, the use of meeting facilities, parking and recreational venues. Non-residents (commuters) are charged a daily usage fee of $30.00. Lunch and parking are included. Cash-at-the-door rates for non-resident (commuter) meals will be published by December 1 of each year. No credits or refunds are made for early departures or missed meals.
Guarantee and Deposits The first step in the guarantee and deposit process is to send a letter of commitment stating the intentions of the organization to have a conference at the University of San Diego. Along with this letter will be an initial deposit- usually 10% of the total deposit with a $100.00 minimum. This initial deposit indicates to the University that you wish to have a conference on our campus, and you are requesting that we reserve space for that conference. In early December of the year prior to your program you will receive a Confirmation and Pre-Agreement. At that time the University will confirm the rates and other pertinent information we have on file. An additional deposit may be required depending on your total initial guarantee. In January, prior to your conference, a formal Agreement will be sent to you formalizing all arrangements. The balance of the deposit will be due approximately 30 days after your receipt of the Agreement. A total deposit of $30.00 per resident (NOTE: these rates are subject to change without notice) is required at the time the final Agreement is signed. All deposits made to date will be credited to this total amount. NOTE: All deposits are considered non-refundable should you cancel at any time after confirmation has been made and deposits paid. When you return the Confirmation and Pre-Agreement we ask that you indicate what your guarantee will be. This guarantee will be part of the final Agreement and your deposit will be based on this number. After you have returned the signed Agreement with the guarantee noted this then becomes the guarantee for which your group is responsible. Thirty days in advance of your arrival on campus you will forward to the University one-half of the estimated room and board and commuter fees based on the guarantee you made in the final Agreement. The balance (totaling 100%) will be due two weeks in advance, making your conference totally prepaid for estimated room and board and commuter charges. NOTE: Deposits are not credited towards the estimated room and board charges. Two weeks in advance you have the opportunity to adjust your guarantee for full room and board charges. However, the group is still obligated for the guarantee paid by deposit. At the end of your conference you will be charged full room and board and commuter charges for the final guarantee or the actual number of residents/commuters, whichever is greater. Additional payments will be requested if the estimated total charges exceed your deposit (i.e. catering). There are no substitutions or cancellations honored within 24 hours of your check in. This means that if a participant's name is on the roster 24 hours in advance of your group's arrival on campus and the participant does not show up, the group will be charged one room and board night.
Payment Deposits are not credited to the estimated room and board charges. Estimated room and board charges are payable 30 days and two weeks in advance of the contracted check in date. At the conclusion of your program the University will send an itemized bill of all costs incurred and all payments made (deposits, pre-payments). Final payment is due within thirty (30) days of the billing date. All late payments are subject to an interest charge of 18% per annum (1-1/2% per 30 day period). The University will forward a refund check within thirty (30) days of the conclusion of your program if the post conference billing results in a credit balance.
Insurance and Indemnity You will arrange for the University of San Diego to receive a Certificate of Liability Insurance naming the University as co-insured. We request that we receive this policy at least sixty (60) days prior to your program. The liability insurance will cover the entire period (including early arrivals and late departures if anticipated) of your program. NOTE: Groups will not be allowed to check into the residence halls or meeting facilities without this insurance policy in our files. Bodily Injury: $300,000.00 each
person/ $1,000,000.00 each accident The Sponsor will also maintain proof of adequate Medical Insurance and Worker's Compensation for all paid staff members and participants in the program. The University will be held free and harmless from any claims against the University arising by reason of Sponsor's failure to obtain such coverage. The University will further be held free and harmless from all liability, loss, damage, costs, attorney's fees, and all other claims for expenses asserted against the University which may arise from injuries to persons or property occasioned by attendance at or participation in the Sponsor's program.
Promotional Material The University reserves the right of final approval for all promotional information concerning the University and its programs or facilities. We request that you submit an advanced copy of all promotional materials for our approval prior to printing and distribution. Visit the San Diego Convention and Visitor's Bureau or the San Diego Chamber of Commerce.
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