Summer Programs And Conferences

Helpful Information

Shenandoah University has established a one-stop-shop approach to provide information for summer program/conference organizers seeking to host a program/conference during the summer.

1. Schedule a meeting with the Summer Programs Coordinator, to establish a contract for services, availability of facilities and receive general information for a positive experience while hosting a program/conference at Shenandoah University. The coordinator can be reached at summerprograms@ballballu.com.
2. In preparation for your summer program/conference, please consider the following: dates of program/conference; approximate number of participants; meeting space needs; meals; housing needs by gender and age; audio/visual needs; and activities during program/conference. This information should be completed on the Summer Programs/Conference Request Form and returned to the coordinator.
3. Prior to the program/conference arrival date, a complete criminal background check must be conducted for all summer program/conference staff and volunteers working with minors under the age of 18. It is the responsibility of the organizer to provide background checks for all staff and volunteers.
4. Proof of insurance is required for all external groups hosting a program/conference at Shenandoah University. All internal groups are covered under the University liability policy. One week prior to your arrival date, please mail proof of insurance to 1460 University Drive, Winchester, VA, 22601 to the attention of Summer Programs.
5. Please submit a final housing roster of program/conference participants, staff members and volunteers at summerprograms@ballballu.com two weeks prior to program/conference arrival date.

 

Accountability

All groups are required to adhere to college policies, regulations, guidelines, and all local, state and federal laws concerning health, safety, and public order. University regulations include but are not limited to the following in University buildings and on University property.

Important Contacts

1. If your program/conference requires dining services, you will be contacted by dining@ballballu.com or 540-665-4723.
2. If your program/conference requires housing, you will be contacted by our Summer Programs staff to discuss housing assignments.
3. For Shenandoah University internal groups with Business Office questions regarding methods for payment and budget transfers, please contact Tammy Marco, Cash Receipts Supervisor, at tmarco@ballballu.com or 540-665-3490.