Summer Group & Conference Housing
Download a complete list of all FAQs and IUPUI Conference Policies and Procedures.
Eligibility & Accomodations
The Office of Housing and Residence Life may make housing services available for groups that meet the following requirements:
- Groups of ten (10) or more that are directly affiliated with IUPUI or Indiana University, or Groups of ten (10) or more authorized by the Office of Housing and Residence Life. Interns groups can be smaller but will likely be housed with interns from other programs.
- Seven night (7) minimum stay in the Riverwalk Apartments, Four night (4) minimum stay in University Tower, or Two night (2) minimum stay at North Hall.
- Groups do not have an outstanding or delinquent balance with the university
The conference season begins June 1st and ends July 31st. This allows sufficient time for final preparations for our IUPUI residential student and student staff arrival. IUPUI and the group may, under special circumstances, mutually enter into an agreement to host conferences outside these dates. Contact your conference coordinator for details.
There are three Summer Conference Housing options available for Summer of 2016: University Tower, North Hall, and Riverwalk Apartments. Please feel free to take a virtual tour online by clicking here.
Rate & Contract Information
Rental Rates & Other Charges
IUPUI housing rates are established on an annual basis. In cases of advanced scheduling, the Office of Housing and Residence Life may quote estimated rates with no implied guarantee that the rates quoted will be the actual rates in place at the time of the conference. The rates are per person/per night based on the dates requested, credits for no shows or checking out before the end of the conference will not be issued. The Office of Housing and Residence Life is required to collect taxes based on the Indiana University Sales Tax Collection Matrix for attendees staying with us for less than 30 days. The matrix is available online and is accessible by clicking here.
There are additional charges for special set ups and custodial services. The actual cost to the Office of Housing and Residence Life for labor and material involved with repairing damages will be passed on to the group.
Letters of Agreement (LOA)
Each group booking facilities and services with the IUPUI Office of Housing and Residence Life is required to sign a Letter of Agreement (LOA). The Office of Housing and Residence Life recognizes the need for advanced and detailed planning in order to optimize the conference experience. As a result, LOAs must be signed by all parties at least 60 calendar days prior to the beginning of the conference or by the date specified on the LOA. Failure to return the LOA by the date specified may release reserved rooms and future reservations will be taken on a space available basis. The group agrees to provide, on the Letter of Agreement, a "guarantee number" for housing accommodations. If actual attendance falls below the guaranteed number, the following cancellation charges will apply:
Date of Cancellation
(Prior to start date of conference)
Cancellation Charge Less than fourteen (14) days 100% of Cancelled Rooms Less than thirty (30) days 50% of Cancelled Rooms Thirty-one (31) days or more No Cancellation Charge
The group agrees to provide the Office of Housing and Residence Life a roster (rooming list) at least two (2) weeks prior to the beginning of the conference. A $50 per day charge will be assessed for every day past the roster due date. Groups may also be assessed additional charges for any roster changes after the rooming list has been submitted, including, but not limited to, name changes, room changes, added rooms etc. Roster must include: name, gender, identifier (staff/youth), check in, check out, room type and roommate.
Assignments & Registration
A reasonable attempt will be made to meet the facility requests of all groups; however, exclusive or restricted use of a building is not typically possible. We will make every effort to place groups together; however, such requests can be met only if levels of participation and overall occupancy permit.
The Office of Housing and Residence Life maintains an aggressive program of renovations and refurbishing that mostly occurs during conference season. Therefore, for groups that return each year, the same facilities, services, and arrangements cannot be guaranteed, although every effort will be made to meet the requests of these groups.
Any changes in arrangements, attendance, or services must be approved by the Office of Housing and Residence Life in writing. The Office of Housing and Residence Life reserves the right to change arrangements in the case of emergencies. The assignment and arrangements scheduled for a group may be changed if the estimated attendance changes. Additionally, we reserve the right to consolidate participants in the group as needed. For example, all four bedroom units would be filled before opening up a new unit unless there are specific reasons (i.e. gender).
Conference planners are offered two options for assignments: (1) Provide the Office of Housing and Residence Life a list of names, including gender, and the Office will complete the assignments and placement. (2) The conference planner may choose to complete the roommate assignments ahead of time. All rosters must be complete and submitted to the Office of HRL no less than two (2) weeks prior to the start of the conference. Completed rosters must be typed and may be emailed to the Housing Office for processing. Charges will be assessed for late submission of rosters.
Guest Access Information
Check-In & Check-Out
Prior to your conference, the Housing Summer Conference Coordinator will work with you to set up the best check-in for your group. Consideration must be given to check-in traffic flow and table registration set-up. Options for Check-In include:
- The Housing Summer Conference Coordinator and staff will be present during check-in, to assist with distribution of keys, directions and other information as needed.
- If assistance with Check-In is not needed, the group may assign a designee to pick up key packets and information to distribute. The Conference Planner must identify the designee ahead of time to the Assistant Director for Confer ence and Guest Housing, prior to releasing key packets.
Unless otherwise arranged, check out time is at 11:00 a.m. Prior to your conference, the Housing Summer Conference Coordinator will work with you to set up the best check-out for your group. Check-out usually will take place in the same location as check-in.
The following items will need to be returned during check-out: Key(s) in original envelope provided at check-in, Guest Pass card, parking permit (if applicable), used linens (if applicable). Failure to return keys in original packets may result in additional fines to the group. All items not returned will be charged to the group
Depending on your housing assignment, University Tower, North Hall, or Riverwalk Apartments, you will be issued a room/apartment door key(s) and/or a Guest Pass access card. University keys may not be duplicated and, if lost, reported immediately to the Summer Conference Housing Staff. You will be charged for missing, lost or damaged keys and access cards. Access cards and guest passes are $25.00 for each and physical keys are $100.00 per key for replacement.
If you find yourself locked out of your bedroom, apartment, or building during normal business hours, Monday-Friday, 9:00 a.m.-5:00 p.m., please visit the Community Office in facility you are assigned.
If you find yourself locked out after hours: Contact the summer conference staff member on duty (numbers published by all main building entrances)
CALL BOXES: If assigned to the Riverwalk Apartments, call boxes are located outside the front entrance of each building. These call boxes may be used to make a local call. To use the call boxes, simply press the “Call” button followed by 9 and the number you are dialing.
For security of our guests, all campus housing facilities are locked. Access cards, also known as “Guest Passes” are issued to each conference participant residing in on-campus housing. Access into the buildings is limited only to the conference participants assigned within that particular building. Conference participants and visitors from other buildings do not share the same access from building to building. You must carry your Guest Pass card with you at all times.
It is critical that the privilege of visitation not supersede residential safety, or a roommate’s right to privacy, sleep and study time. The rights of safety, security, privacy, sleep, and study are absolute and fundamental principles of the Visitation Policy. Visitors are held to the expectations of our conference participants, and must be accompanied at all times. Overnight visitors are NOT allowed. Only official conference participants are allowed to reside in housing.
Basic cable service is available in all rooms in University Tower and the Riverwalk Apartments. Televisions and the coax cable used to access service are NOT provided by the Housing department.
Linen service is optional for all groups. If the group requests linen service, linen packets will be placed in each apartment/room prior to Check-In. Conference participants will be required to make their own beds. The Office of Housing and Residence Life does NOT provide housekeeping services in the rooms or apartments.
Linen Packets include: 1 blanket, 2 flat sheets, 1 pillow, 1 pillow case, 1 bath towel, 1 hand towel, 1 washcloth, 1 bathmat. Shower curtain and toilet paper in each bathroom will be provided.
Mail service, for University Tower will be dropped off at the lobby desk. Mail service at the Riverwalk Apartments is via USPS and mailbox clusters are located outside the conference rooms. Groups staying longer than 30 days may request use of mailboxes.
Parking and Transportation Options
Parking passes are required for all University lots. Conference hosts may request and purchase parking permits in advance for their guests. Parking permit pricing varies by permit length and location, please contact us for current pricing. Requests for additional permits after final quantities have been provided cannot be guaranteed. Campus units may also purchase parking passes directly from IUPUI Parking Services.
For the convenience of our guests, Parking Services operates a complimentary shuttle service with convenient pick up locations around campus. The Gray Line has three shuttle stops at the Riverwalk Apartments. It operates between the hours of 6:00am – 10:00pm, Monday- Friday. For more information about parking and transportation options on campus, please visit the IUPUI Parking Services website.
IUPUI Campus Policies
IUPUI Smoke Free Policy
IUPUI is a smoke-free campus. Smoking is prohibited on all university owned and operated property; this includes University Tower and the Riverwalk Apartments. Smoking is not permitted in university owned, leased, or operated licensed vehicles. Advertising, sales, or promotion of tobacco products and the sponsoring of campus events by tobacco companies or tobacco-promoting organizations for the purpose of promoting tobacco related products is not permitted.
In residential housing where any assigned resident is under the age of 21, paraphernalia or alcohol containers of any kind: closed, open, or empty – are prohibited. Alcohol may only be possessed or consumed in a residential apartment where ALL assigned residents and guests are 21 years or older and may not be possessed or consumed in a lounge, stairwell or other residential common area or in the presence of anyone under the age of 21.
Because the cost of damage is not included in the housing rates, the group will be responsible for damages caused by participants. The Office of Housing and Residence Life, in conjunction with conference planners, will try to identify the responsible individual or individuals before the conference closes however, the group assumes responsibility for all damages (see below). In general, damage charges are based upon a reasonable cost of repair and the administrative time required to address the damage issue.
Activities that result in damage charges include, but are not limited to:
- Exchanging, altering, or removing the furniture in floor lounges, rooms, and public areas
- Tampering with fire extinguishers or fire alarm systems
- Using tape or other adhesives on walls and ceilings
- Tampering with, loosening, or removing window screens
- Lost, damaged or heavily soiled linens
- Lost keys and access cards
- Damage inside residential rooms and apartments
- Loss of or damage to equipment, furnishings, etc
- Custodial charges for extraordinary cleaning are billed at $20/hr., charges may differ if Physical Plant workers are used
- Pets are NOT permitted
Supervision and Responsibility
Conference officials are responsible for assuring that participants and visitors obey the rules and regulations of the Office of Housing and Residence Life, Indiana University Purdue University Indianapolis, and the State of Indiana.
Good on-the-spot supervision is essential with large youth groups. There must be a ratio of one adult supervisor to every 20 participants; a ratio of 1 to 15 is recommended. This person must live on the floor with the youth. The conference group assumes responsibility for the care and safety of all participants.
A twenty-four (24) hour contact person is required for each in-house conference group. This person’s information will be shared with the Office of Housing and Residence Life staff as well as the University Police Department in the event of any emergency. The Office of Housing and Residence Life will provide the conference a designated liaison who will work in conjunction with the conference contact person(s) to assist Behavior Policies.
All conference participants are expected to uphold the rules and regulations when they choose to live and/or use the housing facilities at IUPUI. These standards are designed to create and maintain an environment of academic achievement, comfort, safety, and respect for all who live in and visit the residence halls and campus apartments. Any violation of published university regulations, policies, or rules and any violation of any Indiana or federal criminal law are prohibited.
Certificate of Insurance Requirements
Conference groups that are not part of Indiana University agree to provide a Certificate of Insurance that covers the university according to the policy for University Insurance Requirements for use of University Facilities. Policy and coverage details are available online at http://inlocc.webhost.iu.edu/FacilitiesUse.cfm. Failure to provide the Certificate of Insurance at least two weeks prior to the group arrival may result in cancellation of your conference agreement.
Policy on Programs Involving Children
Indiana University recently enacted a new policy which outlines various requirements for faculty, staff, and volunteers involved in programs that host or house children on our campuses. We wanted to make sure you were especially aware of one of the provisions of the new policy dealing with the notification of authorities if you may have reason to suspect abuse or neglect of a child. The three requirements enacted in the new policy are listed below:
- Indiana state law requires any person who has reason to believe that a child is a victim of child abuse or neglect has an affirmative duty to make an oral report to Child Protective Services (CPS) 1-800-800-5556 or to their local law enforcement or to the IU Police department. Failure to report may result in criminal charges.
- In addition to notifying CPS and/or local law enforcement, state law and the university also require that faculty, staff, students, volunteers, and other university personnel report any suspected abuse of minors to the Indiana University Director of Public Safety.
- Indiana University law enforcement and the Director of Public Safety have the obligation to report any suspected abuse to CPS, which will conduct an investigation.
The link below that will provide more information on the new policy. Please note the portion of this policy that requires groups to register their conference online.
For health, safety, and insurance liability reasons, conference participants are prohibited from having the following items in their rooms/apartments:
- Candles or items that have an open flame or exposed heating element, such as incense, sterno cookers, fondue pots, deep fryer, etc.
- Space heaters or air-conditioners
- Hoverboards or self-balancing scooters
- Highly flammable items such as fireworks. Incendiary devices or other dangerous explosives/liquids are prohibited in all University facilities
- Firearms/Weapons (including BB and paintball guns) or other weapons (including bows, arrows, knives, martial arts weapons, and blow guns)
- Possession or use of illegal drugs, including Spice/K12, bulk alcohol, and improper use of bath salts
- Personal grills-common area grills are provided around campus housing facilities which resents may use.
- Individual or group activities that result in distress or disturbance to others or may cause damage or destruction to property
- Unauthorized taking or possession of university property or services
- Using or attempting to use university property in a manner inconsistent with its designated purpose
- Soliciting or marketing to residents and/or the posting or flyers and advertisements
- Lewd, indecent, or obscene conduct
- Failure to comply with the directions of authorized university officials in the performance of their duties, including failure to identify oneself when requested to do so
- Tampering with any firefighting equipment
- Propping fire doors or outside doors of residence halls and apartments
- Unauthorized entry to areas of residence halls or apartments, including, but not limited to, roofs, window ledges, balconies, and offices
- Failing to vacate the residential facilities when directed to do so by residence hall staff, emergency staff, or the sounding of a fire/smoke alarm
- Improper use of kitchen/cooking facilities in the Riverwalk Apartments
- Throwing items or shining lasers from residence hall or apartment windows
- Initiating or circulating a report or warning concerning an impending bombing, fire, or other emergency or catastrophe, knowing that the report is false; making a false report concerning a fire or that a bomb or other explosive has been placed in any university building or elsewhere on university property; or transmitting such a report to an official or an official agency
- Actions that infringe generally upon the rights and freedoms of other students are prohibited, regardless of the intention behind the actions. Such actions include but are not limited to sexual harassment, racial harassment, harassment based on sexual orientation, intimidation, discrimination, coercion, and threat
- Physical abuse and/or verbal abuse of any person
- Hazing, defined as any conduct which subjects another person, whether physically, mentally, emotionally, or psychologically, to anything that may endanger, abuse, degrade, or intimidate the person as a condition of association with a group or organization, regardless of the person's consent or lack of consent
- Violation of other published university regulations, policies, or rules
- A violation of any Indiana or federal criminal law
For more details or questions about behavior policies, please refer to the Residential Handbook.
Meeting Room Rental Rates
All charges listed are per "calendar day" (i.e. if a group wants to use a room from 5:00 p.m. on Tuesday until 3:00 p.m. on Wednesday, they would incur two days worth of charges).
All charges listed are for the rooms "as is". Groups will incur additional charges for set-ups, extra cleaning, etc.
Rates for meeting rooms will be charged as follows:
Meeting Room Max. Occupancy Daily Charge Large Conference Room 38 $150
For University Tower meeting room information see IUPUI Event Services.
Below is a checklist of special services which your group may want to use. Please take the time to review the checklist and notify us of any of these services which your group may need. We will make a reasonable effort to meet all requests based on cost, availability, and eligibility. Careful planning and advanced notification of requests increases the possibility that the special services you want will be available. We strongly recommend a site visit well in advance of the conference to look at facilities and to discuss conference needs. This checklist is just to help you plan your conference. We are here to help you so if you have additional questions, please contact us.
- Are any members of your group coming early or leaving later than the rest of the group? Please notify the Office of Hous ing and Residence Life of the names and arrival/departure dates of all conference participants who are arriving or departing on different dates from the rest of the group.
- What time will your group be checking in? Who will conduct site registration? What time will your group be leaving?
- Do you need access to areas other than the sleeping rooms for conference participants ex: meeting rooms? Which dates and times will you need these areas?
- Will conference participants need linens during their stay?
- Do you have individuals with disabilities attending your conference? If so please have them contact our office to make the arrangements.
- Will conference participants need parking permits?