Conference Services

A one-stop shop for on-campus summer conferences

About VCU & Richmond

As you plan your next conference or event, learn more about VCU and what makes Richmond, VA an ideal place to host a gathering. Our services include event logistics, from booking meeting and event spaces to procuring audiovisual equipment and event security. We also work with external vendors and Facilities Management on services including equipment rentals, staging, setup and more. Our team can secure gym access with Recreational Sports and provide fax or telephone services as needed.

Important Dates


May

19

Summer Conferences Start

May

31

Summer conference booking deadline

Aug.

10

Summer conferences end

Reserve your space today with VCU Conference Services.

Housing

On Campus: We have several different types of residence hall accommodations located conveniently on the Monroe Park or MCV campuses. Residence hall amenities include unique floor plans, air conditioning, internet access, laundry access, kitchens and 24-hour security. With options of single or double rooms, traditional rooms, semi-suites, or apartment-style living, we can find the perfect match for your summer camp, program or conference and budget needs.

Intern & Individual Housing

Need summer housing for yourself or your interns? Then join our RAMily and book with us. We offer affordable housing with weekly payment options suitable for short-term and long-term guests. For information on our download the "Join the RAMily Summer Intern Housing" guide.  Intern & Individual Housing for summer 2024 begins May 19, 2024 through August 10, 2024.

Orientation Family Housing

Housing for Parent & Family Orientation is only available for sessions in June and July.

For Parent & Family Orientation, you have your choice of staying on campus in Cary and Belvidere Residential College, or you may choose to stay off-campus.

Staying On Campus

If you would like to stay overnight in Cary and Belvidere Residential College, there are several options for your reservation, depending on how many guests you have. Here are some photos, hall information, and a virtual tour to view of Cary and Belvidere Residential College. Please note, Cary and Belvidere Residential College is a residence hall and does not have many of the comforts offered by a hotel.

Students and parents/family members will not be assigned to the same location or room. Students will be assigned to rooms with other students in a separate residence hall.

Sheets and towels

If you will be staying in Cary and Belvidere Residential College, please plan to bring the following:

  • Set of extra long twin sheets with blanket
  • Set of towels
  • Pillow

Our spaces are not equipped with bedding and towels.

Housing Options

All housing fees are non-refundable.

4 People

  • Four single bedrooms (twin beds)
  • Guests arriving with family
  • Assigned to a four-bedroom unit
  • $170 per night

Amenities include a fully furnished apartment with four private bedrooms; two bathrooms shared by occupants; a spacious living room; full kitchen; in-unit laundry; VCU Guest Wifi service (TV and computer not included); 24/7 information desk and on-call service. Bedrooms are furnished with one twin XL bed, desk, desk chair, dresser, and wardrobe. Bed linens are not provided. Bathrooms are furnished with a shower curtain and toilet paper. Bath linens and toiletries are not provided. The kitchen is furnished with refrigerator, stove, dishwasher, sink, and washer/dryer. Dishware/cookware/soaps are not provided. 

3 People

  • Three single bedrooms (twin beds)
  • Guests arriving with family
  • Assigned to a four-bedroom unit (as available) or three bedrooms within a four-bedroom unit
  • $140 per night

Amenities include a fully furnished apartment with three private bedrooms; two bathrooms shared by occupants; a spacious living room; full kitchen; in-unit laundry; VCU Guest Wifi service (TV and computer not included); 24/7 information desk and on-call service. Bedrooms are furnished with one twin XL bed, desk, desk chair, dresser, and wardrobe. Bed linens are not provided. Bathrooms are furnished with a shower curtain and toilet paper. Bath linens and toiletries are not provided. The kitchen is furnished with refrigerator, stove, dishwasher, sink, microwave, and washer/dryer. Dishware/cookware/soaps are not provided. 

2 People

  • Two bedrooms (twin beds)
  • Guests arriving as a couple
  • Assigned to a two-bedroom unit
  • $120 per night

Amenities include a fully furnished apartment with two private bedrooms; one bathroom shared by occupants; a spacious living room; full kitchen; in-unit laundry; VCU Guest Wifi service (TV and computer not included); 24/7 information desk and on-call service. Bedrooms are furnished with one twin XL bed, desk, desk chair, dresser, and wardrobe. Bed linens are not provided. Bathrooms are furnished with a shower curtain and toilet paper. Bath linens and toiletries are not provided. The kitchen is furnished with a refrigerator, stove, dishwasher, sink, microwave, and washer/dryer. Dishware/cookware/soaps are not provided. 

1 Person

  • One single bedroom (twin bed)
  • Single guest coming alone 
  • Assigned to a single bedroom in a four-bedroom unit (remaining single bedrooms occupied by other single guests of the same gender)
  • $80 per night

Amenities include a fully furnished apartment with four private bedrooms; two bathrooms shared by occupants; a spacious living room; full kitchen; in-unit laundry; VCU Guest Wifi service (TV and computer not included); 24/7 information desk and on-call service. Bedrooms are furnished with one twin XL bed, desk, desk chair, dresser, and wardrobe. Bed linens are not provided. Bathrooms are furnished with a shower curtain and toilet paper. Bath linens and toiletries are not provided. The kitchen is furnished with a refrigerator, stove, dishwasher, sink, microwave, and washer/dryer. Dishware/cookware/soaps are not provided. 

Check-In/Out - Room key and access card

Following your reservation confirmation, VCU Orientation staff will have your room key and building access card available to collect during the student check-in at Gladding Residence Center.

Check-out will take place in the lobby of Cary and Belvidere Residential College between 8 a.m. and 10 a.m. Please return your access card and key to the conference service assistant table in the lobby. There will be signage indicating VCU Orientation Parent/Family Housing Check-Out.

Click here to submit your reservation request with VCU Conference Services.

 

Catering

Whether you are hosting an elegant dinner, throwing a celebratory luau or merely providing a coffee break for your participants, VCU Catering can meet your needs.

VCU’s catering staff takes pride in offering an array of food and beverages designed to meet the needs of any conference. Options range from box lunches and picnics to buffets and plated meals. VCU Catering and our staff work hand-in-hand to create incredible menus and the perfect atmosphere for any conference.

All catering contracts arranged through us give you access to VCU’s experienced catering staff, including a seasoned executive chef, skilled servers, an artistic pastry chef and a dedicated catering manager.

Conference sponsors may choose to use other caterers from the metro Richmond area. We have established strong relationships with many of Richmond’s finest and can gather bids for your catered function.

Parking

We work with VCU Parking and Transportation to provide visitor parking. Daily and hourly parking is available at the West Broad Street Parking Deck, West Cary Street Parking Deck, West Main Street Parking Deck and 8th Street Parking Deck. Our team will make parking arrangements and can even charter a bus for your event.

Dining

With central locations on campus, VCU’s dining centers provide easy access to retail food options within walking distance of your meeting location and residence hall.

The Shafer Court Dining Center features all-you-can-eat buffets for breakfast, lunch and dinner. A wide selection of entrees is available for each meal, including vegetarian options.

VCU Dining Services extends every effort to accommodate special dining needs and requests with advance notification.

FAQs

Q. I would like to hold an overnight conference at VCU. How do I start?

Complete our Overnight Summer Reservation Request Form, and our Conference Services staff will respond promptly to your request to walk you through the process.

Q. My conference comes to VCU every year. Do I still have to fill out a space request form?

We do ask that you fill out an Overnight Summer Reservation Request Form each year, as policies, rates and/or dates may change.

Q. Do you provide linens for the residence halls?

We do not provide linens or linen services as of January 2022. Groups should plan to bring their own linens or work with a vendor to provide linens for their group.

Q. What is the payment/collection policy for my conference/intern stay?

The Client shall pay all amounts due hereunder within thirty days after the receipt of the applicable invoice. 

Clients who do not pay all fees and charges owed are responsible, in the event of their default or the return of a check, for payment of the returned check charge, to pay a penalty/late payment fees, and for all reasonable administrative costs, collections costs, and attorney's fees incurred in the collection of funds due to the University. Returned check fees and penalty/late payment fees are assessed according to the current rate posted by VCU Treasury Services

Returned check charge is $50 per occurrence and the late payment fee is 10 percent of the balanced owed not to exceed $125 per term.

Q. Why are the total charges for my conference less than my quote?

When we build your quote, we build it for the maximum number of participants so you can see what the highest charge would be. Costs could be lower if you have fewer participants. VCU Conference Services also seeks ways to make your conference or event as cost-effective as possible.

Q. Why is my total conference charge higher than my quote?

This can happen for a few different reasons, such as hosting more participants than expected and incurring increased fees, and requesting additional items during the event.

Q. What is the cancellation policy for conference groups and intern stays?

When received by written notice, this agreement is subject to cancellation without penalty by either party, up to 90 days prior to the scheduled date of arrival. If the contracting client/conference sponsor cancels within 60 days of the arrival date but before the guarantee date, a penalty service fee of 15 percent of the estimated total conference costs will be assessed. If the contracting client/conference sponsor cancels within thirty days of the arrival date but 15 days before arrival, a penalty service fee of 50 percent of the estimated total conference costs will be assessed. Cancellations 15 days before arrival will result in the full conference cost being assessed.