BYU Aspen Grove Conferencing
Aspen Grove hosts various conferences throughout our conference season. Our typical conference season runs from September through April. From mid-May through August, we use all our facilities and resources for BYU Aspen Grove Family Camp, so we are unable to host a conference or other event during that time.
Booking Procedure
Our pricing structure, found below, now operates in a Package system. If you’d like to host an event at Aspen Grove, you can do so under the Camp Visit, Partial Day, Full Day, or Overnighter package. Each has an associated time limit, different inclusions, and add-ons.
If you have conference dates you’d like us to check for availability, please fill out a Conference Request Form and we will get back to you with both the availability and a quote.
When you receive the quote, you’ll have three business days to review it. If you would like to move forward with a reservation for your conference, you will need to pay both the 25% non-refundable deposit as well as the $600 damage and incidentals deposit. After payment is received, a reservation will be made and your event will be confirmed.
Please contact us any time at aspengrove@byu.edu with basic questions about conferences.
General Information
Aspen Grove management reserves the right to evict any guest for unacceptable behavior or destruction of property.
Guests may not conduct any fundraising, political, or solely commercial activities at Aspen Grove. In addition, BYU policy prohibits recruiting of individuals, promotion of a particular business, and any public advertising for programs held at Aspen Grove.
Lodging
Overnight lodging is included with the Overnighter package for corporate and youth groups. Check-out of overnight rooms is required by 10:00 a.m. on the final day of your event.
Lodging for Corporate Groups
Standard lodging for corporate Overnighter groups is double occupancy lodging. Requests for single-occupancy upgrades are based on availability and require the associated per-person upgrade fee.
Lodging for Youth Groups
Standard lodging for youth Overnighter groups is triple-occupancy. Requests for double- or single-occupancy upgrades are based on availability and require the associated per-person upgrade fee.
Conference Meals and Snacks
Unless your group pays for a meal or snack location change fee, conference groups will eat in the dining hall during the specified times. Conferences held on the same date will result in shared use of our dining hall.
Meal and snack selections are made from our menu, and must be turned in with the "Final Details" form two weeks before arrival. Our food service team takes into consideration allergies or dietary restrictions. All meals are buffet-style, and dinner is the only meal that includes a dessert.
Mealtimes are as follows:
- Breakfast: 8:00 a.m.
- Lunch: 12:30 p.m.
- Dinner: 6:00 p.m.
Because the dining hall is used for meals, it is unavailable for meetings, presentations, devotionals, speakers, or any other portion of a conference.
Snack breaks will be held in your conference space unless your group pays for a snack location change fee. Available snack break times are:
- Morning break: 11:00 a.m.
- Afternoon break: 3:00 p.m.
No outside food or catering is allowed at Aspen Grove.
Final Details
Due to the unique nature of each conference, we need to collect final details for your conference to fully prepare for your event. Final details include:
- Final headcount
- List of allergies of attendees
- Schedule or agenda for your conference
- Conference room setup
- AV needs
- Overnight lodging preferences, where applicable
We base food preparation, overnight lodging, as well as pricing on the provided headcount, so updates are needed to ensure we can provide you with the best experience during your stay at Aspen Grove.
Two months before your event, we will reach out with a reminder of the final details needed and request an updated headcount for the event. We ask that you estimate accurately enough so that the final headcount you will provide by 2 weeks before arrival stays within 10% of this update.
One month before your conference, we will reach out with another reminder of the final details needed. The deadline for receiving the final details is 2 weeks before the event.
If we do not receive the final details of your event by the deadline, you will be responsible for payment based on the most recently provided details.
A reminder of the two-week deadline for final details will be sent if we have still not received them. At two weeks before your event, the final payment is due.
Conference Room Setup
Conference room setup details are due 2 weeks before your event. Additional fees may apply for requests or changes less than one week before your arrival.
Below are a few common conference room setups you can choose from:
- Theater: Theater-style setup includes rows of chairs facing the front of the room.
- Banquet: Banquet-style setup includes round tables, with seating for up to six people at each table.
If none of these setups meets your needs, we can discuss a custom conference room setup.
Waiver
Everyone who will be attending your event at Aspen Grove needs to complete a liability waiver. The waiver is linked here.
Cancellation Policy
Should you choose to cancel your event more than 2 weeks before your arrival, we will hold the 25% non-refundable deposit you paid upon booking. If you cancel within 2 weeks of your reserved dates, you are responsible for full payment of the event.
Disclaimer
The Alumni Association / Brigham Young University / Aspen Grove assume no responsibility of liability for any loss, damage, or other injury to persons or property in connection with your group’s participation in Aspen Grove programs and activities. The presence of your group in camp and / or participation in camp activities indicates a knowledge of, and an assumption of, the resulting risks involved. All participants are, therefore, urged to be sure that they are in satisfactory physical condition to perform the camp activities to be engaged in by them and to secure appropriate medical and personal injury and property damage insurance coverage prior to their arrival at camp.
Click below to submit a conference request form:
Conference Request Form
Click below to access forms and waivers for your existing conference:
Conference Participation Waiver
Click below for 2025 printer-friendly price packages:
2025 Corporate Conference Price Sheet
2025 Conferencing for Youth Price Sheet
Click below for 2024 printer-friendly price packages:
2024 Corporate Conference Price Sheet