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External Camps & Conferences

External Camps & Conferences

Welcome to Queens University of Charlotte! Charlotte-based organizations are eligible to reserve summer camp accommodations at Queens University!

Queens Summer Camps & Conferences will take place from Monday, May 12 through Friday, August 22.

To host your summer camp or conference at Queens you must email your camp needs to summercamps@queens.edu by November 15, 2024.

Set up conference room

Timeline Overview

For a quick reference of upcoming deadlines, please use this timeline overview. More details will be provided in the following sections.

November 15 – Camp/Conference needs to be emailed to summercamps@queens.edu

December 15 – Signed Contract and 25% Down Payment due

60 days before the start of camp – 25 % Payment due

2 weeks before the last day of camp – Remaining Balance

Contracting & Rental Fees

Please email your camp needs to summercamps@queens.edu by November 15. Camp needs include:

  • Dates of your camp,
    • Due to construction on campus facilities, please be aware of various building closures, each lasting no more than two days. These dates will be shared before the contracting process.
  • Number of campers you expect,
  • Number of classrooms you would like to reserve,
  • Outdoor spaces you would like to reserve,
  • If lunch will need to be catered,
  • Parking needs, and
  • Additional details you believe would help us find spaces for your camp.

Camps that we can accommodate will receive the following to be completed by December 15 to secure their camp reservation.

  • Contract
  • Deposit Invoice
    • A 25% deposit is due by December 15 to secure camp rental. This deposit is required and non-refundable.

Payment Options

Camps are to be paid in the following timeline.

  • Upon signing the contract – 25% down payment is due
  • 60 days before the start of camp – 25 % payment due
  • Last day of camp – Remaining Balance

All payments must be made online using the link provided in the invoice sent via email.

Rates & Accommodations

Should you find that you need additional space after the signing of your contract, we will do our best to accommodate you but we cannot guarantee availability. Any changes made to the space used within 10 days of the start of your camp will result in a $150 change fee.

Camp Staff Parking

If your camp has staff members that are non-Queens employees already with a Queens parking pass include that information in your request form. This will notify CES to have Campus Police confirm where those staff members can park.

Check-In & Out for Overnight Camps

The following information will help you navigate the check-in and check-out process. Please read through the information before your arrival so you and your campers know what to expect.

Check-in occurs at the Conference & Event Services (CES) office, located on the first floor of the Withers House, at the corner of Selwyn and Wellesley at 2025 Selwyn Avenue, Charlotte, NC 28207.

Check-In Hours

  • Sunday-Saturday: 10 a.m. – 4 p.m.
  • Please inform us at least a week in advance of your campers arrival time.

If you need to make arrangements for after-hours arrival, you must notify summercamps@queens.edu at least two weeks in advance to ensure we can follow through with proper protocol to get you keys and information on arrival.

Parking: When arriving, notify your campers to park in the lot behind the building or on the street on the side of the building until they are issued a parking pass – if necessary. They must bring their driver’s license and license plate number to receive the parking pass. They must move their vehicle as soon as they have completed check-in.

Keys & Other Items: At check-in campers will receive a dorm key, ID card, parking pass, and internet access information. They must be careful with these items during your stay; do not lose them. There are charges for any lost keys or unreturned items upon checkout.

Room Condition Report: The Room Condition Report is an important form that documents the condition of your dorm at the time of move-in and will be used to assess damages to the dorm at the time of checkout. This form will be emailed to you after check-in and must be filled out completely and thoroughly. You will have 48 hours to complete this report and submit it to internhousing@queens.edu.

Campers must check out and return their keys and ID on or before their scheduled departure date in order to avoid charges.

Check out can happen during office hours of the scheduled departure date. To properly check out, your campers must bring their keys and Q-card to the first floor of the Withers House, at the corner of Selwyn and Wellesley at 2025 Selwyn Avenue, Charlotte, NC 28207.

Checkout Hours

  • Sunday-Saturday: 10 a.m. – 4 p.m.
  • Please inform us at least a week in advance of your arrival time.

If you need to make arrangements for after-hours departure, you must notify summercamps@queens.edu at least two weeks in advance to ensure we can follow through with proper protocol to return your keys and information upon departure.

To Avoid Additional Charges: Remind them to not check out until they have completely moved out of the dorm. If campers return items and continue to move out, the camp lead may be charged an improper check out fee or for the additional night(s) items remain in the apartment. A staff member will perform the checkout inspection shortly after checking out.

If our office does find the need to charge for improper checkout, damages, or additional cleaning, the camp lead will receive an email within a week of departure. If there are no charges, an email will not be sent.

Left or Forgotten Items: Any items left in the apartment will be removed or thrown out. It is important to leave the dorm in the condition received. Please ensure campers clean their bedroom and any common areas used, including the bathroom if not a communal style bathroom dorm.

Resident Guide for Overnight Camps

The following is a list of items residents typically bring when they reside at Queens and a list of prohibited items to leave at home.

  • Twin-size sheet set and pillows
  • Toiletries and towels
  • Dishes, glasses, and silverware
  • Dish and laundry detergent
  • Clothing
  • Iron and ironing board
  • Television with cable
  • Computer
  • Alarm clock 

  • Refrigerator or Microwave (there is a Microfridge in each room)
  • Large appliances
  • Appliances with exposed heating coils
  • Hotplates
  • Toasters and toaster ovens
  • Sun lamp
  • Halogen lamp
  • Candles
  • Extension cords
  • Extra furniture
  • Fireworks
  • Pets
  • Weapons, drugs/drug paraphernalia, and alcohol are prohibited in the dorms for all ages and will be grounds for immediate dismissal should there be alcohol found in the dorm room.

  • Agreeing to live at Queens is an agreement to assist in the development of mature adults who act responsibly at all times and promote a community based on the principles of responsible citizenship, mutual trust, and respect.
  • A respectful community depends upon all adhering to accountability on the part of each intern for their actions. Interns are responsible for their personal conduct at all times and shall be subject to review, including possible dismissal, for behavior that discredits themselves or the university.
  • Upon signing the housing contract all interns agree to be truthful at all times, to treat others with respect, to respect the property of others, and to adhere to resident policies. Interns resolve to uphold this and not tolerate any violations.

Finalized Camp Information

One month before the first date of your camp you will receive a reminder of the spaces you are using and where your camp drop off/pick up will need to be.

Queens University of Charlotte reserves the right to adjust the exact spaces reserved for each camp. If you are relocated to another classroom or space, it will be of comparable size.