Are you thinking ABOUT HOSTING a Summer Conference or Camp at Sewanee?
Here are a few things to assist you IN PLANNING.
We will work with your Team to plan and guide you through the process from the inception to the moment final participant has checked out. Our Team works tirelessly year-round to ensure that your Conference or camp has the ultimate Sewanee experience.
Summer Conference and Camps Timeline
Sewanee residence halls are available for conference and camp program use from May 26 through July 20, 2025. The Conference Services Team provides a one-stop service working closely with our campus partners to provide a seamless planning experience and all-in-one invoice.
The Conference Services Team begins planning for the upcoming Summer Season each year in September and accept request submissions through February 1st. Though we strongly encourage you to reach out as early as possible, so that our Team can offer you the greatest level of support and the widest variety of options. During the spring semester, our team will finalize details for the summer season, making any necessary adjustments with program planners and confirming reservations of facilities and services.
Will your camp have minors in attendance?
The University of the South's regulation regarding programs which serve minors states "All persons directing University-affiliated programs and activities and non-University programs or activities involving minors on the University’s campus are required to comply with the Protection of Minors Policy and fulfill the necessary training and background checks according to their role."
Please take a moment to review the necessary requirements for Protection of Minors that must be completed prior to the Conference or Camp arrival day.
Is proof of insurance needed?
Yes, all programs not directly hosted by a University of the South program are required to hold third-party Commercial General Liability Insurance coverage, as outlined in the Conference Services Agreement — with limits of not less than $1 million per occurrence and not less than $2 million in aggregate. Additional information related to the insurance requirements is available by contacting the Conference Services office.
How to Request a Summer Conference or Camp?
Requesting a Summer Conference or camp could not be easier. Simply complete our online submission form with as many details as possible on for before February 1. Our Team will review and be in touch within 2 weeks to further discuss your event and to schedule an initial meeting to dive into planning logistics.
2025 Sewanee Conference Request Form
Now that you have submitted your request, what happens next?
Our Conference Services Team will be in touch within fourteen (14) business days to discuss items such as availability of dates, guarantee and deposit information. Once your request has been approved, a confirmation email will be sent to your program director. Our Team will follow up in late fall or early spring to request a logistics planning meeting to iron out all the details of your upcoming stay at Sewanee.
Additional Information/
Services Available
Room and Board Packages
All Conferences and Camps utilize our standard room and board packages. We offer a variety of rooms - double, single, and houses (when available). All participants enjoy breakfast, lunch, and dinner at our award winning McClurg Dining Hall.
Residence Halls and Houses
Sewanee offers a variety of residence halls for our students to reside in throughout the year and to house our summer conferences and camps.
Available Linen Package
Our Conferences and camps have the options to include our linen package to their group's stay. The linen package includes one (1) pillow, sheets, blanket, (2) towels, (2) washcloths, cup, and a bar of soap for each participant. Extra blankets, towels, wash clothes, will be available in common areas for guests to access a needed. No service to individual rooms.
Catering Needs
Our Team will assist you to work with Sewanee Catering for any specialty catering needs you may have during your stay. Sewanee Dining and Catering can help you to tackle everything from a need for boxed lunches for an off-campus adventure to an end of conference banquet.
Motor Pool Requests
Does your group need additional transportation? We encourage you to check into what the University has to offer. If you are a University group and know your needs, please feel free to submit your requests to our office as early as possible, so that we may reserve your vehicle(s).
Rental Needs
Our Team will help to contact our local rental company, Reliable Rentals, to arrange for an estimate and rental of items such tents, tables, and chairs, just to name a few.
