Groups and organizations planning to hold a conference, camp, or special event at Ball State University should read the following policies carefully.

A formal signed contract is required for all summer conference events. The Conferences and Special Events Office will prepare and deliver contracts scheduled for the summer.

A guaranteed number of participants is required for BOTH food service and housing. This commitment is due 10 days before the event. This number is firm and binding and may not be reduced. It may be increased slightly (about 10 percent) with approval prior to arrival. The conference billing will be for the guaranteed numbers unless more attendees are served. Events housed in air-conditioned residence halls may NOT increase their stated attendance beyond that allocated on the contract form.

Applicable fees are charged for facility rental, on-campus housing, dining meal plans, and conference services. See conference rates.

A conference invoice is sent approximately 30 days after the conclusion of the event. Payment is due immediately upon receipt. In case of questions or disputes about components of the invoice, the client must submit these in writing and furnish appropriate detail as to why the charge is being disputed. Payment for portions of the invoice NOT under dispute is still due immediately while disputed charges are investigated.