Conference Services at Emory is a one-stop shop for all your conference needs. Our staff will coordinate your housing, dining and catering, meeting space, audio/visual, parking, and recreational needs.

As an educational institution, Emory University currently restricts conference use to groups with an educational mission or purpose. As such, we are unable to accommodate family reunions, weddings, birthday parties, or other similar gatherings.  We suggest contacting the Emory Conference Center and Hotel to plan events falling under the non-educational category.

For all other summer residential conference requests, please submit the form below and a staff member will contact you shortly. We look forward to hearing from you!

Before contracting with Emory, we suggest reviewing 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 "Uniquely U"!

Purpose of Your Conference

  • What is the goal or vision of your 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 accomodate this number? (Keep in mind, Emory requires a 1:12 adult supervisor to youth participant ratio in our residence halls.)
  • 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 late July.)

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?
    • Do you require linens during your stay?
  • 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.

After you have decided to come to Emory, 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: Submit a signed contract and pre-payment check to Conference Services

AFTER RETURNING YOUR CONTRACT: As soon as possible after returning your contract, submit any meeting space requests and any significant (more than 10%) changes to your anticipated attendance. 

ONE MONTH UNTIL YOUR EVENT: 

  • submit any catering orders to our staff
  • submit the set-up and audio-visual requests for any meeting spaces to our staff
  • provide any allergy (particularly food-related) information to our staff
  • 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 Emory University as an additional insured and covers the dates of occupancy

DAY OF ARRIVAL:

  • sign the Meal Plan Confirmation (if using a meal plan) at the conclusion of your check-in (our staff will bring this to you)
  • 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 INVOICE: Full payment of charges is due to Conference Services and Emory University 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 Emory. 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!

Our staff will gladly provide tours of campus to prospective or current clients. We offer site visits Monday through Friday from 9 AM - 5 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. Floor plans, models, or photographs are available of all residence halls.

If you are interested in a tour, please contact the Conference Services staff at 404-727-0429 to make arrangements.

All conference groups are required to sign a contract covering the period of their stay. Conference Services writes contracts for summer clients each winter (November to February) unless otherwise requested. Signed contracts must be returned to the Office of Conference Services by March 31.

In addition to a signed contract, any unaffiliated (non-Emory) group must also submit a prepayment. 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, the Director of Conference Services 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 Conference Services. 

Emory University prides itself on its commitment to sustainability and green practices. If you are interested in how you can contribute by having a "green event", consider these following tips!

Zero Landfill Waste

  • Eliminate polystyrene (styrofoam) products. 
  • Make recycling and composting bins available throughout conference spaces.

Waste Minimization

  • Serve tap water with reusable, recyclable, or compostable cups. No bottled water will be served. 
  • Encourage participants to bring their own refillable bottles and/or mugs. (Many hydration stations have been installed throughout campus! Be on the lookout!)
  • Make sure all event staff (including caterers) are knowledgeable about how to recycle and compost during the event.
  • Use china or reusable plates, cups, bowls, serving containers, and cutlery. Use compostable, paper, or plastic items only if disposables are needed. 
  • Minimize give-away items, paper use, and waste from marketing materials. (Using electronic flyers and brochures can reach a greater audience and helps to eliminate paper waste!)
  • Minimize waste related to single-use name tags. (Reusable name badges save on paper, ink, electricity, and delivery compared to disposable ones. Protective sleeves also give them a longer lifetime.)
  • Use sustainable paper options for any necessary paper use. (Using 100% post-consumer recycled paper generates less solid waste and few emissions and avoids using virgin wood. FSC-certified products ensure water quality protection, prohibits old-growth forest harvesting and hazardous chemicals, and engages local communities. Tree-free designated products is made from the residues of other products, such as sugar cane production, which would otherwise be burned or landfilled.)
  • Please visit this link for more informtion. 

Location

  • Use natural light as much as possible, instead of indoor lighting.
  • Turn off and unplug all indoor lighting, A/V equipment, and electronics when not in use. (vampire load is the amount of energy an appliance uses while in "standby" mode or switched "off" while still plugged in. It can account for a large amount of a building's energy consumption.)

Food, Floral, Decor

  • Incorporate local and/or sustainable food into the menu and specify on any signage (menu cards, buffet markers, etc.) (Sustainably grown food supports environmental health, worker welfare and wages, and farm viability, in addition to improved nutrition.)
  • Repurpose unopened or packaged leftover food or goods.
  • Provide Fair Trade coffee and tea, if refreshments are being served. (Fair Trade certification improves incomes and working conditions of small farmers and gives these individuals the tools to improve their quality of life.)
  • Make vegetarian and vegan options available, if serving food.
  • Minimize material waste by serving condiments, sauces and spreads in bulk rather than individual packets.
  • Minimize waste by choosing reusable or recyclable event decor, rather than disposable.
  • Choose flowers that are local, organic, or certified sustainably and/or ethically grown.

Travel

  • Encourage attendees to use alternative commute options (i.e. arrange carpooling options for camps, etc.)

Education

  • Announce sustainable event features to attendees before and/or during the event, including explanations of how to recycle and compost.
  • Share sustainable event features with other event planners and colleagues to encourage others to plan sustainable events.

Information on this page taken from the Office of Sustainability Initiatives and the Emory Sustainable Events Checklist.