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University Housing Services

Important Information

No Accommodation Dates

In planning for summer 2020, we have identified “No Accommodation Dates.” We regret if this impacts your preferred dates. General summer conference housing will be available June 1 - July 31; however we will not be able to offer housing at the following times: June 12 – June 14.

No Meal Service Dates

Memorial Day Weekend

  • Sunday, May 24

    All dining centers close after dinner

  • Monday, May 25

    No meal service

  • Tuesday, May 26

    Meal service resumes with breakfast

Independence Day

  • Saturday, July 4

    No meal service

  • Sunday, July 5

    Meal service resumes with breakfast

Residence Hall and Room Assignments

In order to accommodate sponsors’ requests for specific dates and to ensure the most efficient use of rooms, it is important that University Housing Services be able to plan for and assign space in advance. University Housing Services Summer Conferencing will assign rooms as requested on a first-come basis and reserves the right to 1) assign or reassign bed space to meet housing needs, 2) consolidate housing into fewer residence halls, 3) enter rooms for repair, inspection or emergency, and 4) reassign participants in case of needed repairs or renovations to another residence hall and/or dining center.

Minimum Residence Hall Occupancy

If the total guaranteed count provided by conferences within a particular residence hall is not equal to or greater than 200 throughout the duration of the conferences’ stay, each conference scheduled within the residence hall in question will be given two options prior to their check-in date: 1) Change their reserved space to a residence hall that is already open, if applicable and space is available; or 2) Pay for keeping the residence hall open. The charges for keeping a residence hall open include, for example, the cost of staffing throughout the day and evening, and the cost of a night operations manager from late evening through early morning, and any other actual charges that may be incurred by the University. An estimate of these prices will be provided by your conference coordinator once it is made clear that you are interested in option 2. This policy will not apply to conferences that have already checked into a building.

Reservation and Deposit Guarantee for Housing and Dining Services

Reservations are only guaranteed with payment of a deposit equal to 50 percent of the total estimated housing and dining charges. Deposits are due at the time that space is reserved. University Housing Services will apply the deposit to the final bill for all facilities and services or cancellation fees. Space is not held for groups without a deposit on file.

Cancellation Fees and Refunds

If the conference is canceled, the cancellation fees will be assessed in accordance with the following schedule:

  • Cancellation 3 months or more = Full Refund of Deposit
  • Cancellation 1 month - 3 months prior = 75 percent of deposit
  • Cancellation 2 weeks - 1 month prior = 25 percent of deposit
  • Cancellation less than 2 weeks = No refund of deposit*

Guaranteed Final Counts

The Conference Sponsor is expected to provide University Housing Services Summer Conferencing with updates or anticipated changes to participant housing or dining service counts, requested check-in time, requested check-out, meal schedule, linen service, or meeting room needs by one month prior to check-in date.

Guaranteed housing and dining service counts along with a list of participant names and room assignments are due two weeks prior to check-in date. If no guaranteed counts are provided by this date, then the conference is responsible for payment of the most recent information provided to University Housing Services or the actual check-in count if higher. University Housing Services cannot guarantee space availability if the participant guaranteed count increases at check-in.

Payment and Billing

Final billing will be based on the guaranteed and/or final number of participants, dining counts, and the requested length of stay for each participant in addition to any other charges accrued.

Once final counts are submitted, they are firm and binding and may not be reduced. If the final check-in count is less than the guaranteed number, UHS will bill for the amount of people guaranteed.

Full payment of the conference bill will be due within 30 days of the date of the final invoice. If payment is not received by the required date an additional charge of 1.5 percent per month will be added to the outstanding balance.

The Illinois State University Bond Revenue Department will use the Illinois Department of Revenue guidelines to assess applicable housing and food service taxes at final billing. In all cases where an organization is claiming tax-exempt, a copy of the organization’s tax exemption letter must be sent to Bond Revenue, Campus Box 0690, Normal, IL 61790‑0690.

Dining Service Planning Guidelines

Meals will be served in Watterson Commons and/or the Marketplace at Linkins Dining Center. University Housing Services on behalf of Event Management, Dining, and Hospitality reserves the right to (1) assign or reassign meal locations and times to meet dining needs, (2) reassign participants in case of necessary repairs or renovations to a dining unit, and (3) if necessary, cancel meal service.

All food and beverage services for conferences must be provided by Illinois State University’s Event Management, Dining, and Hospitality while on campus. If you require catering outside of the food supplied in the dining centers, please call (309) 438-5504.

A catering price list for specialty items is also available upon request.

Conference groups may be required to stagger their meal times in order to accommodate all conferences or camps eating in the same dining center. University Housing Services or Event Management, Dining, and Hospitality will contact sponsors to coordinate these meal times if necessary.

All You Care To Eat Dining Service

Event Management, Dining, and Hospitality offers an “All You Care to Eat” dining option. Regular meal times for Watterson Dining Commons will be as follows: breakfast 6:30-8:30 a.m., lunch 11 a.m.-1:30 p.m. and dinner 4:30 - 6:30 p.m. With this style of dining service, one price is established for breakfast, lunch, and dinner. Conference attendees may choose from a wide variety of menu items and eat as much as they want for one price. Participants may only enter the dining center one time during each meal period. At conference check-in, participants will receive electronic meal cards programmed with the number of meals requested by the conference or a wrist band depending on the size of the group.

Check-in and Check-out

Conference check-ins or check-outs for any group will not be conducted on the following dates: May 25, June 12, June 13, June 14, or July 4. In order to ensure adequate building preparation, access to rooms will not be guaranteed until 2:00 p.m. on the day of check-in. Guests also will be required to checkout of their rooms by 9:00 a.m. on the day of checkout. If a guest does not vacate his/her room by 9:00 a.m., UHS reserves the right to charge the conference an extra night for each person not checked out. It is the sponsor’s responsibility to clearly communicate check-in and checkout expectations to conference participants.

If there are special circumstances, University Housing Services will work with the sponsor to explore possible alternatives (i.e. luggage rooms, altering check-in/checkout dates and/or times, etc.). There may be a charge for special arrangements depending on the services rendered. In order to prevent confusion, it is expected that sponsors do not communicate check-in/checkout times outside of the time frame listed without prior approval from the UHS Conference staff.

Meeting Space/Equipment

Meeting room space in each residence hall is also available at no charge to conferences through University Housing Summer Conferencing Services. Meeting rooms vary in size, A/V equipment, and room/table configuration. If interested in meeting space please contact University Housing Summer Conferencing Services for detailed information to be included and confirmed on the Summer Conference Specification Agreement. Additional meeting room space and equipment for more extensive conferencing needs can be coordinated through the Illinois State University Conference Services Unit at (309) 438-2160.

Parking

At no additional charge attendees may park in Illinois State University spaces identified for summer conferences. Due to the limited number of spaces, parking hang tags will be distributed equally across all conference groups and issued on a first-come first-serve basis at the time of conference check-in. Overflow parking or side street locations will be designated at the time of check-in. Please identify and submit your anticipated parking space needs in the space provided on the Summer Conference Spec Agreement. Conference participants are responsible for payment of any tickets received by not following parking guidelines.

Youth Conference Attendees

Sponsors will need to provide one counselor/adult chaperones for every seven youth participants under the age of 18 in the residence halls. Counselors/adult chaperones will need to be identified on the final rooming list and will be required to stay on the same overnight floors as the participants.

  • 4 to 5 years old = requires 1:5 chaperone/counselor to participant ratio
  • 6 to 8 years old = requires 1:6 chaperone/counselor to participant ratio
  • 9 to 14 years old = requires 1:8 chaperone/counselor to participant ratio
  • 15 to 17 years old = requires 1:10 chaperone/counselor to participant ratio

Concession and Camp Store Policy

No sales of food and beverage items are permitted in any building on campus. Conference groups may NOT sell food and beverage products to their participants under any circumstances. All food and beverage services for conferences must be provided by Illinois State University’s Event Management, Dining, and Hospitality while on campus property. Camp stores will be assessed a room rental rate of $25.00 per day for the use of residence hall facilities (i.e., conference rooms, lounges, etc.), excluding counselor rooms. Please consult with Summer Staff for more information about the rental process.

Alcohol and Smoking Policy

The possession and consumption of ANY alcoholic beverages, regardless of age, is prohibited in the residence halls. The Illinois State University campus is smoke, tobacco, and cannabis-free. Smoking, tobacco, and cannabis use are prohibited on all campus property, including buildings, grounds, parking lots, and vehicles owned or operated by the University.

Liability

The sponsor will provide proof of commercial general liability (CGL) insurance including contractual liability. Insurance provided by the CGL will not exclude sexual abuse/molestation coverage. CGL insurance will provide a minimum of $1,000,000 per occurrence. Said insurance shall name Illinois State University, its faculty, staff, and Board of Trustees as an additional insured. The sponsor will submit a certificate of insurance to University Housing Services no later than 5 business days prior to check-in date.

Web and/or Wireless Access

University Housing Services does not automatically offer Web/Wireless access. If your group requires this service, arrangements must be made in advance with University Housing Services by including it on your Spec Agreement.

Policies and Procedures

All conference groups and participants must adhere to Residential Hall Policies.

It is the responsibility of the conference sponsor to ensure that conference attendees are aware of applicable residential hall policies as well as university policies and all applicable state and federal laws.