Policies

WELCOME

Thank you for your interest in using Loyola University New Orleans for your upcoming event. Located on historic St. Charles Avenue in the heart of the Uptown neighborhood of New Orleans, Loyola University New Orleans offers top-notch facilities, delicious and customizable catering options, and comfortable accommodations for all types of events. Whether it is a small meeting for 10 or a large reception for 500, the Loyola University New Orleans Event Services Department offers a wide variety of facilities that can suit all of your event needs. Let our Event Services Department handle all of the details for your next event, from booking the perfect space to finalizing your catering and parking needs.

Please use this link to fill out our inquiry form. We look forward to serving you!

EVENT SPACES

Event spaces must be confirmed with a signed contract on file. Loyola Event Services reserves the right to release event space that has not been confirmed in writing. The University has the right to assign or reassign space to meet its needs, including repairs of renovations to the facilities.

ACCESS TO PREMISES

University shall grant Client access to meeting and dining facilities at least (1) hour prior to event start time for the purpose of preparation or decoration of event space. If event space is available earlier than (1) hour prior, the client may be allowed to set up early. This privilege will be granted on a case-by-case basis.

PAYMENT

Danna Student Center and Classroom Space Rentals: A 50% deposit of estimated fees is due upon the execution of the contract. All remaining fees shall be due (7) days prior the scheduled start date of the event. In the case that a contract is executed within (10) days of the event date, the full balance will be due upon execution of the contract.

Summer Residential Hall Rentals: A 50% deposit of estimated fees is due upon the execution of the contract. Remaining balance will be recalculated after stay has concluded. A final invoice will be sent to the Client within (10) days of departure. Client is responsible for paying remaining fees within (30) days of departure.

Intern Summer Housing: A 50% deposit of estimated fees is due upon the execution of the contract. All remaining fees must be paid prior to the guest’s anticipated check-in date.

The University accepts cash, check, departmental transfers, Visa or MasterCard from Client. Checks should be made out to “Loyola University New Orleans” and sent to ATTN: Event Services Department 6363 St. Charles Avenue | Box 1 | New Orleans, LA 70118.

DECORATIONS

Client shall be responsible for removing and discarding decorations/displays at the conclusion of the event.  Decorations cannot be affixed to event space walls or windows.  No balloons are allowed in the St. Charles Room. No glitter or confetti is allowed in any event space. Candles must be contained in glass. A description of the decoration plans must be provided to the Danna Student Center Events Coordinator no later than one week prior to the event.

AUDIO VISUAL EQUIPMENT

Audio Visual Equipment is provided complimentary, if needed. The Danna Student Center currently has media carts that are equipped with a projector and laptop. We can also provide speakers and wired or wireless microphones. Clickers, easels and flip charts with markers are available by request. All audio visual equipment is subject to availability. In the case that we cannot provide any requested audio visual equipment, the Client is responsible for renting from an outside source at the expense of the Client.

FOOD AND BEVERAGE

Danna Student Center Events: The University outsources its food services through Sodexo. Client is required to utilize Sodexo for all its dining needs as the exclusive provider of food and beverage. Client may not enlist the services of any other catering company or supply food and/or beverage from any other source (grocery store or homemade) for use during the special event.

Sodexo’s offerings can range from continental breakfast and afternoon snacks to lunch buffets and elegant receptions with passed hors d’oeuvres and bar services. The Catering Coordinator will work with you to help you select the perfect menu. To view Sodexo’s current offerings, please visit their website and select “Flavours.”

The Sodexo Catering Team can be reached at catering@loyno.edu or (504) 865-3198

Classroom Rentals: Outside food and beverage is allowed in classroom spaces. However, Client is responsible for cleaning up any messes as a result of food and beverage being brought in. Client will be charged a cleaning fee of no less than $60.00 for any excessive messes and/or trash left in the classroom. Client should make the Event Services Coordinator aware of any food and beverage being brought into classroom spaces.

PARKING

Loyola University has two parking garages on campus - West Road Garage and Freret Street Garage. Guests are welcome to utilize either garage. The University utilizes a mobile app called “Park Mobile” to pay for hourly designated parking spots. The app is available on the App Store and Google Play.

The Client also has the option to reserve open parking for the event. Open parking means guests may park in any space that is not otherwise reserved. Open parking is available in the West Road Garage or the Freret Street Garage. The flat rate for open parking is based on the estimated number of vehicles and hours needed. If you are interested in purchasing open parking, the Event Services Department can provide you with a rate.

UNIVERSITY SECURITY DETAIL

Events that meet one or more of the following criteria are required to have a paid special event security detail provided by Loyola University Police Department (LUPD):

  • There will be 50 or more people attending.

  • The public is invited.

  • Alcohol will be served.

  • You will have a controversial speaker/topic.

  • Money will be collected.

  • Event History

  • Advertising – Sponsors are required to notify LUPD in advance of the event of the extent and method of advertising (including word of mouth, printed flyers, Facebook or any means via the internet, etc).

  • Police involvement in past events by the sponsor or group, as reported in police reports.

University Police determines the number of officers based on the event details provided by the Client. Usually one officer is required for every 50-100 persons expected to attend an event and depending on the nature of the event, additional officers may be required.

The Client is required to pay for LUPD staff at their event. Event organizers must pay for the 1/2 hour before the event to prepare and the 1/2 hour after the event to close down, with a 3-hour minimum, even if your event is less than three hours. Each officer is billed at $35.00 per hour = $105.00 per officer. Rates are reviewed each year and are subject to change based on current LUPD personnel overtime rates. If you fail to timely arrange for your detail, (10-day advance notice), the hourly rate will be the current double time rate for LUPD officers (currently $45.00 per hour). There are no exceptions. The client shall be invoiced prior to the event date and payment is due upon receipt.

Your Event Services Coordinator will assist you with scheduling LUPD officers for your event.

INSURANCE REQUIREMENTS

Client shall procure, pay for, and maintain the minimum insurance coverage set forth below for the entire term of this agreement. All insurance coverage is subject to the approval of the University and shall be issued by an insurance company with an A.M. Best rating of A-:VI or better.

Commercial General Liability Insurance (Broad Form) including Personal Injury Liability, Independent Contractor's Liability, Contractual Liability, Product Liability, Completed Operations Liability and Property Damage Liability with a minimum limit of liability of $1,000,000 per occurrence, $3,000,000 aggregate, for bodily injury and property damage. 

Workers' Compensation Insurance and Employers Liability Insurance in accordance with the statutes of Louisiana covering the requirements for all of the Client’s employees performing duties under this Agreement. Employers' Liability coverage must have a minimum limit of liability of $500,000 per occurrence.

Automobile Liability and Property Damage Insurance covering, but not limited to, hired and non-owned vehicles with a minimum combined single limit of liability of $1,000,000 per occurrence for bodily injury, death, and/or property damage.  This clause shall be waived if Client does not or is not providing transportation for its Guests.

Clients who conduct programs involving minors must ensure they have appropriate sexual abuse and molestation coverage, and/or that such coverage is not specifically excluded under their policies.

Loyola University New Orleans, its subsidiaries, officers, directors, trustees, volunteers, and employees shall be named as additional insured under the Commercial General Liability insurance policy and the Automobile Liability policy.

Purchasing Insurance – TULIP: Loyola University New Orleans has contracted with University Risk Management and Insurance Association (URMIA) to provide TULIP coverage, which is commonly known as “events coverage”. The Client may purchase insurance by going to the URMIA TULIP website at https://tulip.ajgrms.com/.

CANCELLATION POLICY

Danna Student Center and Classroom Rentals:

The client may cancel their reservation in writing at any time with the following effect:

  • More than (90) calendar days of event date: No penalty, full refund if applicable

  • Between (90) and (11) calendar days of event date: Forfeit of deposit

  • Within (10) days of event date: 100% of estimated fees due

Summer Residential Hall Rentals:

The client may terminate this agreement in writing at any time with the following effect:

  • More than (45) calendar days of Event date: Forfeit 75% of deposit

  • Between (45) and (11) calendar days of Event date: Forfeit 100% of deposit

  • Within (10) days of Event date: 100% of contracted fees due