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Summer Conference Planning Guide

Before Reserving Space

  • If possible, visit the Illinois State University Campus to assess available accommodations.
  • Fill out and submit a Housing Request Form.
  • A Summer Conference Housing, Spec Agreements, and deposit invoice will be sent to you based on the information submitted through the Housing Request Form.

To Reserve Space

  • Review, update, sign and return your Summer Conference Housing Spec Agreements. Please note our ability to accommodate your request for specific dates and/or halls is based on when we receive this information.
  • University Housing Services (UHS) will prepare and return your final Summer Conference Spec Agreement and Deposit Invoice.

To Guarantee Reservations

  • Please note that summer conference housing and dining reservations are only guaranteed with payment of a deposit equal to 50 percent of your estimated housing and dining costs.
  • Send payment or an Illinois State University account number for deposit directly to Illinois State University Bond Revenue Accounting, Campus Box 0690, Normal, IL 61790-0690.

One Month Before your Conference

  • Update the summer conferences office with any changes to participant bed or dining service counts, check-in/check-out times, meal times, linen service, and/or meeting room requests.
  • If you require web access, contact the conferencing staff.
  • Send your certificate of insurance, to Summer Conferencing, University Housing Services, Campus Box 2600, Normal, IL 61790-2600.
  • If you require special catering needs outside of normal dining center hours, contact Catering directly at (309) 438-5504.

Two Weeks Before your Conference

  • Provide final guaranteed count/room assignment list and dining needs to your Conference Coordinator.
  • Ensure that your deposit has been received by the conference staff as space is not reserved until a deposit is received.

One Week Before Your Conference

  • Meet with your Conference Coordinator in order to conduct a pre-conference planning meeting and/or walkthrough.
  • Review and confirm plans for check-in and checkout process.