Summer Program Policies

The Office of Housing and Residence Life may make housing services available for groups that meet the following requirements:

1. 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.
2. Seven-night minimum stay in the Riverwalk Apartments, four-night minimum stay in University Tower, or two-night minimum stay at North Hall;
3. Groups do not have an outstanding or delinquent balance with the university.
4. Groups and guest must also follow the guidelines of the Housing Agreement.

The conference season typically begins June 1st and ends July 31st. 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: University Tower, North Hall, and Riverwalk Apartments.

IUPUI housing rates are established on an annual basis. The rates are per person/per night. 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 by clicking here.

Riverwalk Apartments

University Tower

North Hall

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. 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.

Each group booking facilities and services with the IUPUI Office of Housing and Residence Life is required to sign a Group Housing License Agreement. 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, Agreements must be signed by all parties at least 30 business days prior to the beginning of the conference or by the date specified on the Agreement. Failure to return the Agreement 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 Agreement, a "guarantee number" for housing accommodations. If actual attendance falls below the guaranteed number, the following cancellation charges will apply: 

If the actual participation is more than the guaranteed number, the Office of Housing and Residence Life reserves the right to change arrangements and accommodations in order to handle the excess numbers. Participants in excess of the reserved group may not be accommodated if their arrival has not been pre-arranged. 

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 late 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. Rosters must include name, gender, identifier (staff/youth), check-in, check-out, room type, and roommate. 

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. Groups may be positioned around other guests or students staying on campus. Please keep in mind that these buildings are residence life facilities and not hotels.

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, Housing and Resident Life reserves 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 orientation).

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. 

Check-In

Prior to your conference, the Housing Summer Conference Staff will arrange a check-in process.

Options for Check-In include:

1. The Housing Summer Conference Staff will be present during check-in, to assist with distribution of keys, directions, and other information as needed.
2. 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 Host must identify the designee ahead of time to the Office of Housing and Residence Life, prior to releasing key packets.

Check-Out

Unless otherwise arranged, check-out time is at 11:00 a.m. Prior to your conference, the Housing Summer Conference Staff 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). All items not returned will be charged to the Licensee at final invoicing.

Linen service at an additional fee is optional for all groups. If the group requests linen service, the service will be included in the rate on the agreement. Linen packets will be placed in each apartment/room prior to check-In. Conference guests are to make their own beds. The Office of Housing and Residence Life does NOT provide housekeeping services in the rooms or apartments.

Mail service at the Riverwalk Apartments is via USPS. Mail and packages wishing to be picked up while staying with us should be addressed with the guest’s name and address of the building they are staying in. All mail and packages can be picked up at the community desk inside the residence buildings during normal desk hours. Addresses should be changed when no longer staying in our facilities, any mail or packages delivered after the conference has concluded cannot be guaranteed will be available to pick up.

Visit https://eventservices.iupui.edu/facilities-locations.html or https://dineoncampus.com/iupui/ for more information on making arrangements for event space and dining.

The use or sale of tobacco, tobacco products, and smoking related products is prohibited on Indiana University property.  The use or sale of tobacco, tobacco products, and smoking related products is prohibited in university-owned, university-operated, or university-leased vehicles. 

For more information, please visit nosmoke.iupui.edu.

North Hall is an alcohol-free facility.

Assigned residents 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 assignment 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.

Activities that result in damage charges include, but are not limited to:

1. Exchanging, altering, or removing the furniture in floor lounges, rooms, and public areas
2. Tampering with fire extinguishers or fire alarm systems
3. Using tape or other adhesives on walls and ceilings
4. Tampering with, loosening, or removing window screens
5. Lost, damaged or heavily soiled linens
6. Lost keys and access cards
7. Damage inside residential rooms and apartments
8. Loss of or damage to equipment, furnishings, etc
9. Custodial charges for extraordinary cleaning are billed at $20/hr., charges may differ if Physical Plant workers are used
10. Pets are NOT permitted 

The Indiana University policy on Programs Involving Children was created to ensure the overall protection and safety of children involved in Indiana University programs through the use of background checks, program registration, a mandate for program-specific guidelines, and an emphasis on the legal duty to report suspected child abuse and neglect.

• 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.

Complete Policy on Programs Involving Children

For health, safety, and insurance liability reasons, the following items are prohibited to both use and possess conference participants in campus residential spaces:

1. Animals (not approved by both Adaptive Educational Services and Housing), exceptions include fish and service animals.
2. Appliances or devices that create an open flame or have exposed heating elements.
3. Candles (lit or unlit) and incense; however, wax/oil warmers that do not have an open flame or element and wax melts (without wicks) are allowed.
4. Ceiling fans
5. Drones
6. Electronic cigarettes, “vaping” devices, hookahs, and items designed or altered for the use of illegal drugs.
7. Firearms and weapons are strictly prohibited and may lead to immediate eviction from housing.  This includes, but is not limited to, BB, airsoft, and paintball guns, bows/arrows, martial arts weapons, any toy device that resembles an actual weapon, and knives with a blade greater than 2 inches.
8. Fish tanks larger than 15 gallons. Limited to one tank per room.
9. Fog machines
10. Halogen lights (including neon lights and black lights) and lava lamps. Highly flammable items such as fireworks, turpentine, incendiary devices, grill lighter fluid, charcoal, and other dangerous explosives/liquids.
11. Lofts/Loft kits (not provided by the university)
12. Motorized transportation devices such as scooters, bicycles, skateboards, hoverboards, Segways, unicycles, or similar items. It is also prohibited to use a university facility's electric outlet to charge such devices.
13. Personal grills of any kind or size are not allowed. The Riverwalk Apartments amphitheater does have a grill that is available for resident use.  Residents are responsible for providing their own charcoal and must extinguish the fire appropriately after use.
14.  Space heaters and air conditioners
15. Tasers and stun guns are considered weapons in housing and as such are not permitted in residential areas.  Residents may store them in personal vehicles.
16. Tobacco products (if under 21 years old). Reference RL 41 for more details.
17. Waterbeds and water mattresses
18. Additionally, the following cooking devices are not allowed in rooms within our traditional residential facilities (Ball Residence Hall, University Tower, and North Hall) due to the fire protection equipment installed and the steam/smoke that the appliances produce:
    • Deep fryers or air fryers
    • George Foreman grill or similar product
    • Microwaves
    • Open-element cooking items such as toasters, toaster ovens, sterno cookers, fondue pots, etc.
    • "Instant Pots" or similar product
19. Each guest has access to microwaves in select common areas throughout their building.  It is the responsibility of the resident using the appliance to clean it after use and to follow manufacturer provided instructions when heating items.

1. Individual or group activities that result in distress or disturbance to others or may cause damage or destruction to property
2. Unauthorized taking or possession of university property or services
3. Using or attempting to use university property in a manner inconsistent with its designated purpose
4. Soliciting or marketing to residents and/or the posting or flyers and advertisements
5. Lewd, indecent, or obscene conduct
6. 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
7. Tampering with any firefighting equipment
8. Propping fire doors or outside doors of residence halls and apartments
9. Unauthorized entry to areas of residence halls or apartments, including, but not limited to, roofs, window ledges, balconies, and offices
10. 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
11. Improper use of kitchen/cooking facilities in the Riverwalk Apartments
12. Throwing items or shining lasers from residence hall or apartment windows
13. 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
14. 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
15. Physical abuse and/or verbal abuse of any person
16. 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
17. Violation of other published university regulations, policies, or rules
18. A violation of any Indiana or federal criminal law

All Charges listed are for the room “as is”. Groups incur additional charges for set-ups, extra cleaning, etc.

Rates for meeting rooms will be charged as follows: