Summer Camps and Conferences

If you would like to propose a new program for consideration, please review the information/categories below and contact the appropriate representative as soon as possible.

• Faculty Development: new program proposals for faculty development should be reviewed by the Associate Provost and submitted to the Provost for approval. Typically, only one additional program per summer can be approved.

• Academic summer programs: new academic summer program proposals should be reviewed by the appropriate Dean and submitted to the Provost for approval. Typically, only one additional program per summer can be approved.

• Alumni/Admissions: new Alumni or Admissions requests for overnight accommodations should be submitted to the Provost for approval.

• First-Year Experiences (FSE): New Student Programs oversees the implementation and creation of all new FSE programs. Proposals are submitted to New Student Programs and approved by the Dean of Campus Life in partnership with the Vice President of Student Life.

• Other groups (with faculty/staff hosts from Elon): new program proposals for college students or youth day/overnight camps should be reviewed by appropriate Dean and submitted to the Provost for approval.

• Other groups (from outside of Elon): The university has made the difficult decision, due to the limited number of facilities and housing, that we are no longer able to support overnight accommodations for external organizations/groups.

First-Year Summer Experience (FSE) programs are designed to help incoming  undergraduate students feel confident and prepared as they enroll at Elon. The FSE programs embrace the university’s commitment to experiential learning, and use this guiding philosophy to help students develop self-awareness, enhance relationships, and define community in preparation for their Elon experience.

Budgeting for FSE: Be advised amounts listed for items are based on costs from past summer camps. Plan for a rate increase annually.

• Environmental Services fee: $4 per room, one time charge

• Damage costs: various
• Lost Key costs: $69
• Lost Phoenix card costs: $25 per card
• Meals: Breakfast/lunch/dinner: $9.64 per person per meal + sales tax
  Catering: Various (Range from $16 to $22 per person) Elon Catering
• Linens: Participants or host provided
• University Van usage: Gas costs (must have university approved drivers)Rental costs if university vans are not available: Varies
• Internet Access: TBD
• After building hour costs: $25 per hour Moseley Center Summer hours: M – F 8am to 5 pm/Saturday-9am to 1 pm/Sunday-Closed. Campus Recreation and Wellness access-Contact Associate Director for Programs and Facilities.

Approved proposals for new summer programs are due to Assistant Director of Moseley by October 1 ahead of the summer proposed.

When drafting your proposals for new summer multiple-day event, you will need to consider the window in which we are able to host groups.

• Overnight program proposals (with on-campus housing requests) – These events may be hosted only within the window of June 15 – July 20.  This timeline is in place to allow university Facilities Management staff to prepare our leased housing for new residents in early June and prepare all other facilities for fall arrival students in early August.

• Day camps/conferences (without on-campus housing) may occur between June 1 – July 25. (Note: Athletic camps on the south campus fields to be concluded around July 15 to allow the turf time to repair itself before the start of the intramural and club seasons in August.)  Day camps may be able to use the Francis Center fields through the end of July if needed and demands on other campus resources are not significant.

Be advised amounts listed for items are based on costs from past summer camps. Plan for a rate increase annually.

• Environmental Services fee: $4 per room, one time charge
• Housing costs: Per person per night – $34 (Non FSE groups)
• Damage costs: various
• Lost Key costs: $69
• Lost Guest card costs: $25 per card

• Breakfast/lunch/dinner: $9.64 per person per meal + sales tax

• Catering: Various (Range from $16 to $22 per person) Elon Catering

• Linens: Participants or host provided
• University Van usage: Gas costs (must have university approved drivers)
  • Rental costs if university vans are not available: Varies
• Internet Access: TBD

• After building hour costs: $25 per hour
  • Moseley Center Summer hours: M – F 8am to 5 pm/Sat. 9am to 1 pm/Sun. Closed

Consider your needs as you develop your proposal to host a summer camp/conference. This is not a comprehensive list.

• Dates should fall within June 15 – July 20 for overnight in campus housing and June 1 – July 25 for daytime.

• What does the possible schedule/agenda look like?

• Will your budget allow for linens? Consider having participants bring their own linens, bath towel, wash cloth, pillow and blankets. (NOTE: Residence halls provide none of the amenities you would expect from a hotel; as such it will be important to consider participant needs at an extra cost to camp/conference facilitator.)

• What type of space do you need? Theater, presentation room, computer labs, classrooms, outdoor space (rain locations). Facility/location needs: tables and chairs, podium, special room setup.

• What time will you begin and end for each reservation, including setup and takedown times. Do you need to enter the building early to setup?

• Will meals take place in the dining hall that is open for the summer? Please note all food served on campus must be provided by Harvest Table (Elon Dining) or with their approval for any outside vendors.
• Do you have special catering needs (beyond summer dining hall hours)? Ice cream social, snacks & beverage breaks, banquet.

• What are your technology needs? Computer labs, internet access, hybrid lectures, outdoor sound, microphones

• Security needs: Consider what parking is needed by guests, where doors may need to be unlocked, or if guest access cards will be requested.

• University vehicle needs: All drivers of university vehicles must be approved by the university. The fleet includes: 2 minivans, 11 full sized vans, and 1 15-passenger mini bus.

• Will you need any non-university support/equipment such as: pipe and drape (curtain behind speakers), stage, special chairs/tables, tent(s), vehicle rental, etc. These are the responsibility of camps/conference directors and at a cost to those camps/conferences.

• October: Existing camps/conferences submit planning information. Moseley staff meet with directors of newly approved requests for summer programs.

• November: Program directors meet to discuss upcoming summer changes, campus renovations and find overlap for spaces and vans. Because several summer programs overlap, coordination of facilities and vans need to be managed for equitable access.

• December: On-campus housing, space usage and van use determined with campus resource providers.

• February: Final program schedules (daily meetings and activities that will use university resources) submitted to Assistant Director of Moseley.

• February: Residence Life, Facilities Management, Event and Space Management, and Moseley Center staff meet to finalize facilities to be used.

• April: Program coordinators meet with Moseley staff to review final placement for housing, room reservations, and detailed information.

• May: If needed, a final meeting held with directors and University support staff.