Planning

Below are some important university guidelines that have been established to ensure a safe and pleasant environment for your conference or special event at Ball State University. Please share this information with your participants.

Alcohol/Drugs
In consideration for the welfare of the campus community, the possession or consumption of alcoholic beverages as well as the use, possession, distribution, or sale of drugs--except when taken under a doctor's prescription--are prohibited.

Smoking
Ball State University is a smoke-free campus, creating a healthier environment for living, learning, and working. Smoking is prohibited in all university buildings and outdoor campus areas except designated locations.

Chaperones
For youth groups staying in the residence halls, the university requires the sponsoring organization to hire chaperones. These persons must live in the residence halls during the event and oversee the behavior of the participants. A minimum requirement is one chaperone per 50 participants.

Building Courtesy
If you are assigned meeting space in an academic building, please note that regular university classes are in session, and absolute quiet and order must be maintained when entering and leaving these buildings.

Personal Property
Ball State is not responsible for the property of guests or sponsors of conference events. The sponsoring agency and its participants are encouraged to check their insurance coverage before the event.

Personal Items Left Behind
Our only method of returning personal belongings is by Federal Express collect. Conference participants should carefully check their rooms before checking out to be sure they have all of their items.

Guest Mail
Mail is not delivered to residence halls during the summer. Conference and camp participants who wish to receive mail during their event should have it addressed to:

(Name of Event)
Conference Services and Special Events
Ball State University
Muncie, IN 47306-0135

Mail received after the event is over will be returned to the sender.

Food Service
Conference staff will deliver meal cards to the conference coordinators before the event. Participants must present their meal card to be admitted to the dining room. Shoes and shirts are required at all times in the dining rooms.

Food/Beverages
Under no circumstances may food or beverages be carried into any university dining facility. All food and beverage service must be provided by Residence Halls Dining Service or University Catering. No private group sales are permitted in any building on the campus. Exclusive contracts for food and beverage vending are negotiated by the Purchasing Office. Conference groups may NOT sell food and beverages to their participants under any circumstances.

Need help planning a conference, workshop, camp, or other event to be held at Ball State University? Use the following task list as a guide:

• Determine the purpose, goals, and objectives of the event.
• Select preferred dates (it helps to be flexible--facilities may not be available for your first or even second requested set of dates).
• Contact the Conference Services and Special Events Office to schedule the event.
• Prepare a checklist for planning the event.
• Select planning committees.
• Prepare a working calendar.
• Decide on the event's program structure.
• Select speakers and entertainment appropriate to the goals of the event.
• Work with the Conference Services and Special Events Office, residence hall directors, and dining supervisors in coordinating the event details.
• Return contracts and other event paperwork in a timely manner.
• Remember and observe guarantee dates for food service and housing (if applicable).
• Anticipate a successful event!

Our support can help make your event a success. Our professional conference assistants are ready to meet your needs. For more information and assistance, browse the resources on this site and contact the Conference Services and Special Events Office.