A Summer Conference Housing, Spec Agreements, and deposit invoice will be sent to you based on the information submitted through the Housing Request Form.
Our summer conference program only works with groups who would like to plan a stay. We cannot work with individuals looking for housing in the summer as if we were a hotel. For camps and conferences that involve ISU students, University Housing does not charge individual students who are guests in a contracted conference. Charges for each student will appear on a single invoice, which will be sent to the sponsor or the department hosting the conference.
All camps and conferences that have minors in attendance must abide by the University Protection of Minors policy and complete all procedures listed in the policy. This policy is to ensure that minors are provided appropriate treatment and protection when participating in programs and/or activities being held on property owned or controlled by Illinois State University or when agents/representatives of the University, including but not limited to employees, students, and/or volunteers, have direct contact with minors.
All conference groups and participants must adhere to UHS Policies and University Policies. It is the sponsor's responsibility to ensure that conference attendees are aware of and comply with all applicable residential hall policies, university policies, and state and federal laws.
Sponsors are required to provide proof of Commercial General Liability (CGL) insurance, including contractual liability coverage, with limits of at least $1,000,000 per occurrence. Coverage must also include sexual abuse/molestation liability with limits of at least $1,000,000 per occurrence, either within the CGL policy or as separate coverage. The policy must list Illinois State University, its faculty, staff, and Board of Trustees as additional insureds. Sponsors must submit a certificate of insurance to UHS no later than <<1 Week Prior to Check-In>>.”
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.