Overnight Program Information, Policies & FAQs

• Only 501(c)(3) nonprofit or government organizations may stay in Chardin Hall or the Murphy Apartments.  
• Because of Washington State regulations, any program that will realize commercial gain from its activities on campus may use each space for up to 15 days (14 housing nights). After this limit, guests will need to relocate to other rooms that have not reached the 15-day threshold. Please ask Event Sales for more details. 

Yes, though certain restrictions apply. Campus policy requires that all programs that are held on the SU campus have an educational component. Additionally, because some campus residential buildings are bonded facilities, we are only able to house participants of 501(c)(3) or government organizations in these buildings.

Generally, the earliest date that a program can check-in is the Sunday after Commencement. Depending on the specific circumstances each year, this date can be later. Please check with Event Sales for more information.

Because we are on the quarter system, we are open later than semester schools and can accommodate guests until the end of August. 

You can email our office at venues@seattleu.edu to check on availability, or by filling out an Overnight Program Request Form. (The form is not binding but helps  us more accurately determine whether we have the ability to meet your needs.) 

Campion Ballroom can seat up to 730 persons in a theater setup.

Housing space and numbers for your overnight program are confirmed with a written agreement of your reservations from Event Sales. Once we have an executed contract with the organization, the numbers are guaranteed and subject to cancellation fees. 

Yes, the Organization must carry a comprehensive general liability insurance policy, that does not exclude coverage for acts of sexual molestation, with the minimum coverage of $1,000,000 per occurrence and name “Seattle University” as additional insured. If you do not currently have an insurance provider, Seattle University can provide you with information on a short-term event coverage policy.

We require a two-night minimum for all overnight programs. This requirement can be waived by Event Sales in special circumstances. 

We require a minimum of 15 participants for an overnight program. This requirement can be waived by Event Sales in special circumstances.

Below are the estimated maximum bed space occupancy for each residential building. Availability may change slightly based on space needed for our service staff and other factors:

Campion: 600 
Bellarmine: 340 
Chardin: 130 
Murphy Apartments: 65 
 
These numbers reflect beds, not rooms. Please contact Event Sales for the most updated information about bed space availability.

Yes, we have disabled-accessible rooms and apartments in Bellarmine Hall, Chardin Hall, and Murphy Apartments. If your program will have participants who require special disabled-accessible rooms, please provide detailed requests to Event Sales by at least 60 days prior to the program so Seattle University can determine whether the need can be reasonably accommodated. 

All residence hall buildings are on the Seattle University campus. We are an open urban campus located in close proximity to downtown Seattle.

Yes, we require two meals per guest per night of accommodation. This requirement is waived for check-in and check-out days, and a catering order of equal or greater cost with our exclusive campus food service provider, the Emerald Plate, may be substituted for any (or all) meals.

We allow programs to select up to five unique meal plans for their participants. These meal plans can each have different meals on different dates. All participants must follow one of these five plans and each plan must meet minimum requirements.

Guests can purchase individual meals at Cherry Street Market with cash. However, we require that all guests staying in Seattle University accommodations have a meal plan. Each meal within a meal plan is programmed onto a guest card that the cashier will process during each meal at Cherry Street Market. 

We can provide commuter meal plans for participants who do not stay in Seattle University housing. These meal plans can be arranged with your event coordinator.

For those programs, that are using campus space for meetings or activities, a per-person, per-day facilities fee will be assessed to each program participant (including staff, volunteers, chaperones, commuters, etc.). This facilities fee includes rentals for all event and meeting space needed for the program, and is the same flat fee whether the program uses one space or many spaces. 

There are a number of restrictions based on Federal and Washington State regulations and Seattle University policies:  

• Seattle University campus event spaces are intended to be used for purposes that align with and/or support the university’s academic mission.  
• All food arranged for any group on campus must be provided by Seattle University’s exclusive food service partner, Chartwells.
• No alcoholic beverages may be consumed in public areas of University property without the University’s prior written approval, and the University reserves the right to deny or limit the consumption of alcoholic beverages.  
• Use and possession of marijuana on campus or during any University-sponsored or affiliated activity or program is prohibited.
• The Organization agrees that it shall submit to the University for approval any descriptive materials, housing and registration forms, or notices concerning the Organization’s activities at the University prior to posting or publication.  
• The Organization agrees that all concession rights and privileges, including but not limited to the sale of souvenirs, snacks, clothing, books, and of any other printed materials, are the exclusive right of the University unless expressly authorized in writing by the University.  
• All decorations must have prior approval from the University.
• All organizations must provide proof of liability insurance. 

Yes, parking is available and can be arranged through your event coordinator. Permit costs can be paid by individuals, arranged to be placed on the master bill, or a combination of these.

Yes, we offer registration services which include necessary setup and website for collecting housing and/or food service fees from guests. for online registration for program attendees. There is a per-person cost for this service, which is usually passed along to each attendee. Please contact Event Sales for registration information and costs. 

Yes, programs are allowed to have beer and wine at events on campus with certain restrictions. Emerald Plate Catering, as an arm of Chartwells, must provide bartender service. They can provide alcohol options as well or you may provide your own for a corkage fee. You can find more details on Alcohol in the “Information and Policies” section. 

No, under our agreement with our exclusive campus food service provider, all food provided to your group must be served by Chartwells or their catering arm, Emerald Plate. Outside food and beverages or potlucks are strictly forbidden. Please see our Food and Catering Policy in the “Information and Policies” section.

Although Event Sales reserves the right to exercise final decisions regarding overnight program housing locations, organizations may request specific campus residences in the preliminary arrangements stage. Event Sales will work with you to try to honor all reasonable requests within space and time constraints.

Due to the diversity and robustness of our summer program schedule, at any given time you may find your program housed in a residence hall alongside other programs. We exercise caution and common sense when scheduling programs in the same buildings, but we respectfully would like to make clear that there may be other program attendees of various demographics in the same building and sometimes on the same floors as your participants. Special arrangements can be made as space is available. Please contact Event Sales for more details. 

Yes, we can separate overnight program participants by wing or by floor within the same residence hall buildings. Event Sales will work with you to ensure that your housing needs and concerns are addressed as best as possible.

We have policies in place requiring alternate rain sites for every outdoor event which will be used in case the primary site is rendered unusable due to rain. However, summers in Seattle are quite warm and dry, and so these rain sites are rarely used. Please review the “Rain Site” policy under the “Information and Policies” section. 

The first thing you need to do is fill out and submit an Overnight Program Request. This is not a binding agreement, but using the information that is provided on the form, we can more accurately check availability and hold appropriate tentative space for you.

Event Sales will provide a schedule of deadlines specific to your program.

We require an estimate of program participants and housing types to be guaranteed on the contract. Based on your program timeline, you will receive a final guarantee form to fill out with any updates to program guest counts.

When the contract is sent to you, the date by which it must be signed will be provided. This is generally a month after it is sent, but may be constricted depending on circumstances.  

Once the contract is signed, different percentages of the “Total Estimated Charges” as stipulated in the contract are nonrefundable within different amounts of time prior to the overnight program start date.  

Cancellations:

• 46 or more days prior to the Program: 25% of the estimated Grand Total is nonrefundable
• 22-45 days prior to the Program: 50% of the estimated Grand Total is nonrefundable
• 15-21 days prior to the Program: 75% of the estimated Grand Total is nonrefundable
• 14 or fewer days prior to the Program: 100% of the estimated Grand Total is nonrefundable 

The first payment is a 25% deposit; it is due with the signed contract in order to reserve space

An additional deposit of 50% of the Total Estimated Charges is due before check-in, usually three weeks prior to that date. 

Cancellations must be made in writing. Please see above for information regarding nonrefundable percentage amounts based on the timing of the cancellation. Please contact Event Sales for more details. 

We prefer payment by check or wire transfer, but arrangements can be made for Visa and MasterCard payments for an additional convenience fee. Please reach out to Event Sales for details.

Participants usually check in at the service desk of the program’s assigned residence building(s). There they will receive welcome information, their room key, and meal card. Participants staying in the Murphy Apartments will check in at Campion Hall or Chardin Hall. With advance notice, special arrangements can be made for participants to check in at an alternate location.

All participants, volunteers, staff, and guests of the Organization are under the direct supervision and control of the Organization. The Organization agrees to take full responsibility for the actions of all its staff, volunteers, participants, and guests. If any participants, staff, volunteers, or guests attending the Program are either minors or vulnerable adults, the Organization agrees to conduct, at its own expense, criminal history background checks on the Organization’s employees and volunteers prior to the event. 

If it is a medical or safety issue, please call 911. If it is not a life-threatening issue and is related to your participant’s housing, please call your program’s service desk. If it is not a life-threatening issue and is related to your program’s scheduling, setups, or malfunctioning equipment or technology, please call Event Sales at 206-220-8420.

Contact information for Public Safety:

• 24-hour Non-emergency line: 206-296-5990
• Emergency: 206-296-5911 

All participants need to ensure that they have removed all personal belongings from their rooms and bring their room keys and guest cards to their residence hall service desk to check out. Any lost or misplaced keys will be charged to the program and included in the program billing summary.

The University will send an invoice to the Organization within forty-five (45) days of completion of the Program.

Event Sales reserves the right to assess additional overnight program charges after the final invoice is sent in the case of additional information of defacement/damaged property received from campus departments or vendors at a later date.

Payment is due in full within thirty (30) days of receipt of the invoice, and late payments will accrue interest at the rate of 1.5% per month. If the Organization has a credit due, the University will issue a refund to the Organization within thirty (30) days of completion of the Program.

We will base your invoice upon the list of participants that you submitted to us by the deadline of twenty-one (21) days prior to your program start date, as well as any later additions to your program made up until your program end date. You will be billed for the actual number of guests or the guaranteed number, whichever is higher. 

Standard charges include housing accommodations, meal plans, facilities fees, audiovisual fees, and parking fees. Some program guests lose but do not pay for guest cards or room keys; any unpaid charges are also included on the invoice. Other incidental fees may also apply based on your program requests.

All arranged catering will be invoiced separately by Emerald Plate, and will include applicable tax. 

Please check with your Event Coordinator if you will be serving alcohol at any of your events.

General Policies for Alcohol:

• No open containers of alcohol are permitted on University property at any time, except within an area covered by a valid alcohol permit.
• The University reserves the right to deny or limit consumption of alcohol beverages on campus.
• If permission is granted for the consumption of alcoholic beverages, the Client assumes sole responsibility for compliance with all applicable laws, ordinances, University policies and any fees associated with such permits.
• “BYOB” events, kegs, and hard liquor are prohibited on the University campus.
• Alcohol may not be served before 3:30 p.m.
• Alcohol servers are required for events that are serving/selling alcohol. The organization is responsible for paying for alcohol servers who are employees of the Emerald Plate Catering, the University’s food services vendor

A number of campus buildings were built with public tax bonds and, as such, can only be used by certified 501(c)(3) nonprofit or government organizations. These are known as “bonded” buildings. A copy of an organization’s exemption letter from the IRS or proof of being a government agency is required for any event scheduled in a bonded building which includes the following buildings:

• Advancement and Alumni Building
• Chardin Hall
• Harding Building
• Lemieux Library and McGoldrick Learning Commons
• Murphy Apartments
• Sullivan Hall 

For any event to be successful, following a timeline and meeting key deadlines is critical. To ensure that we have all the information available to support your program and we have ample time to coordinate logistics, we have created the following timeline and list of deadlines for reference.

• 6 Months Out – This is the earliest an academic year event can be confirmed and a contract signed. Overnight summer programs may be confirmed earlier.
• At least 30 Days Out - Sign contract, provide reservation deposit and requested documents. Submit initial day-of-event support needs
• At least 20 Days Out - Submit initial catering requests to Emerald Plate Catering
• At least 10 Days Out - Confirm event technology requirements. Confirm venue setup requirements. Confirm parking arrangements. Submit order for on-campus print jobs (e.g., directional signage)
• At least 5 Days Out - Submit final written agenda or program for the event 

All decorations must have prior approval from Seattle University. The program is responsible for removal and disposal of all decorations immediately after the event. See Campus Decoration Policy in the “links” section for details.

Prohibited Items:

• Helium balloons
• Confetti and glitter
• Open flames and fog/smoke machines
• Any object that may puncture walls, woodwork, tables, chairs or staging (e.g. staples, nails, tacks)
• Any tape or adhesive that may cause damage to walls, windows, or flooring
• Decorations suspended from ceilings, light fixtures or curtains 

Permitted Items:

• Blue painter's tape to affix decorations to walls or windows.
• Stand up decorations
• Balloons filled with air (not helium)
• Battery-operated candles
• Fresh flowers or similar centerpieces

All external clients must carry a general liability insurance policy with a minimum coverage of $1,000,000 per occurrence and name Seattle University as an additional insured. A copy of the certificate of coverage will be required prior to the event.

Seattle University has partnered with University Risk Management and Insurance Association (URMIA) to supply TULIP coverage, which is commonly known as "events coverage." This low-cost option meets our requirements and can be purchased in a few short steps. Event Liability Insurance Information is in the “links” section.

As an arm of Chartwells, The Emerald Plate is the exclusive caterer at Seattle University. All food provided for your group must be served by Chartwells and/or The Emerald Plate. Outside food, beverage, and potlucks are strictly forbidden. For catering questions please reach out to The Emerald Plate at SUDiningServices@seattleu.edu

Seattle University fully complies with Washington State tax statutes regarding private colleges and universities. Because of this, certain programs may be prohibited from using space on campus, or requirements may be in place that a booking organization must be a registered 501(c)(3) charitable institution or government agency. A copy of the exemption letter from the Internal Revenue Service proving 501(c)(3) status, or proof of being a government agency, may be required in some instances.  

Seattle University uses a smartphone app as well as campus kiosks to offer parking permits to guests. With several different options to pay for permits, event organizers and attendees alike can look forward to an efficient event parking experience at Seattle University. There are three options for payment: the organization may pre-pay for their guests; the guests may pay individually for their own parking permits; or we can arrange for some of each. Please see your Event Coordinator for more details.

Note that parking is regulated at all times and availability is limited during business hours in the academic year from 9 a.m. until 4:30 p.m. from Monday through Friday. During these times, reservations for parking may not be possible and event guests may be required to find parking in surrounding neighborhoods. In summer, ample parking is available all day for programs. 

From the Seattle University Policy on Political Campaign Activities: It is the policy of Seattle University to comply with Internal Revenue Service (IRS) regulations that prohibit the use of University resources in connection with political campaign activities on behalf of, or in opposition to, any candidate for public office or any ballot initiative.

Please visit the full Political Campaign Activities Policy page in the “links” section for more information. Events that do not meet the criteria outlined in this policy may not be held at Seattle University. It is the responsibility of the client to disclose if their event violates the guidelines outlined in this policy. Event Sales may cancel any event or conference at any point in the event coordination process if it is determined that the event is in violation of this policy.

The name of Seattle University or its insignia is not allowed in any publication, except to state as a location where the conference will be held.

Sponsorship or endorsement by Seattle University may not be implied without advance permission by Seattle University officials.

All publications and advertisements using the Seattle University name or insignia must be reviewed and approved by the Event Sales office prior to posting, distribution, and/or publishing.

From the Seattle University Policy on Raffles: It is the policy of Seattle University to comply with the Washington State Gambling Act of 1973 (RCW 9.46) and the Washington State Gambling Commission (“WSGC”) rules (WAC 230-11) governing raffles.

Please visit the full Raffles Policy and Resources page in the “links” section for more information. 

When you are reserving outdoor space, Event Sales requires that you also schedule a rain site in case there is inclement weather on the day of your event. (This is even true in the summer – there is a reason we are “The Evergreen State”!)

When we send you a confirmation of your space reservation, the rain site will be listed along with your intended event site. Which space you actually use will be decided on the day before or the day of the event, based on the weather of that day; in some cases (for example, for an early morning outdoor activity), we may make the call a day ahead.

In the event that there is no rain site available on the date/time you wish to hold your event, you will have two options:

1. Choose another date, then see whether we can reserve your preferred space on that day, along with a rain site;
2. Agree to book your event, understanding that if it rains that day, and we do not have a rain site, that Event Sales will cancel your event.

Please note further that because of Seattle University’s contract with The Emerald Plate, all food service must be provided by The Emerald Plate in "schedulable" spaces (meaning: all spaces that Event Sales can support). This includes outdoor locations. This is to promote the safety and well-being of all participants, by ensuring that all current required food handling guidelines are followed.  

Finally: many outdoor setups require rentals from one of our partner vendors. Rental arrangements can not usually be canceled closer in than three business days, so your organization may be required to pay for equipment rentals even if an outdoor location does not end up being used.

External event clients are subject to the standard room rental and audiovisual rental rates. Prices reflect current applicable taxes and are subject to change. Total charges (not including catering) are estimated prior to the event and a deposit is required in advance. Additional charges may include parking, permit fees, signage, rental items, technical equipment and support, and/or other miscellaneous charges may be calculated after the event and added to the final invoice.

Event equipment inventory includes A-frame (sandwich board) signs to help your event attendees navigate to and around your event. Ask your Event Coordinator to help you determine the best signage plan for your event. Directional signage will only be arranged by request. Requests must be for signage that is directional in nature, and coordination of such signage is at the discretion of Event Sales. We will set up directional signs no earlier than the night prior to an event and will strike the signs immediately following the event. Charges may apply for additional signage, coordination of signage, and for printing of signage not within Seattle University inventory. Lamination of all A-Frame signs is highly recommended. Seattle University's Reprographics department can produce signs for your program and the charges may be added to your master bill.

Client Signage

Clients shall not post signs on walls, doors, glass, trees, vehicles or railings

Events without an overnight component, including weddings and receptions, can only be confirmed 6 months prior to the event date. Seattle University Alumni may be eligible for earlier scheduling confirmation; please inquire for more information.

Catering Requirement: All catering must be done through The Emerald Plate, Seattle University’s exclusive caterer.

Sacred Spaces: All weddings must take place in official campus sacred spaces. Weddings for current Seattle University students, staff, and faculty can be celebrated in the Chapel of St. Ignatius or Campion Chapel under certain circumstances. For more information visit the Seattle University Campus Ministry website. Receptions are not required to be in sacred spaces.

Dance Floor: Seattle University does not own a dance floor. If you wish to have a dance floor in your reception space, please inquire about special event equipment rentals through approved vendors. Many spaces (e.g., Campion Ballroom) should not need a special dance floor to be brought in.

Alcohol at Events: "BYOB" events, kegs and hard liquor are prohibited on the University campus. See “Alcohol” policy for more details.