IUPUI Event and Conference Services is your resource for planning university, business, professional and community events on the campus of IUPUI, in the City of Indianapolis, and beyond. We provide comprehensive management services, from pre-conference planning and budgeting to on-site event support and post-event wrap-up.
Our familiarity with the IUPUI campus, facilities, and the greater Indianapolis area enables us to carefully plan each and every aspect of your Indy-based event. Likewise, our broad knowledge of the event industry enables us to organize every element of your regional and national program with seamless execution, regardless of location.
Facilities and Site Selection - The IUPUI campus provides a variety of meeting spaces: state of the art meeting rooms, advanced technology classrooms, ballroom, theatre, and auditorium. In addition, our indoor and outdoor athletic facilities support a wide range of needs from professional conferences to summer camps. Off-campus site selection is based on your meeting needs and budget- we will identify and recommend space, negotiate terms, and secure the site on your behalf.
Catering – Whether you're planning an event on campus or off campus we are your resource for all your food and beverage needs. Working with our campus food service provider, Chartwells, or other select options, we can assist in the development of unique offerings to keep your participants energized throughout your conference. If you're planning an off-site dinner or event, let us find the perfect atmosphere to enhance your meeting.
Meeting Design and Planning – Making the chosen space fit your vision, we can help design your space and layout and do so while keeping to your timelines. Our staff will plan all the details so you can concentrate on the content of your meeting.
Technology – Our knowledgeable in-house technicians will ensure your program runs flawlessly. We work with our clients to ensure your AV needs are met, suggest equipment as necessary, and provide on-site trouble shooting during your event.
Accommodations – If you wish to stay on campus, University housing may be available during summer months, June 1 through July 31st. For those who prefer hotel accommodations, we are located in the downtown Indianapolis area surrounded by a variety of exceptional options. We will negotiate a rate and secure rooms that best fit your group's needs.
Budgeting – We can help create and manage your event budget and deliver the critical financial information to you, our client. From conference projections to wrap up reporting, we will keep you in line with your budget goals throughout the process.
Logistics – We will assist in getting your event attendees or any event product where they need to go and when they need to be there.
Summer Conferences – From June 1st to July 31st, IUPUI hosts thousands of guests for a variety of activities, such as camps, workshops, and conferences. Our helpful staff can arrange parking, meeting spaces, and provide expertise in managing your on-site logistics. We will assist organizers with their overnight accommodations in our residence halls and meal service for groups in our dining hall on campus. Contact us regarding Summer Conferencing.
Promotional Products – Find the perfect conference bag for meeting materials, a flash drive loaded with conference information or a gift for your speaker – leave this detail to us.
Marketing Support – Our staff can assist in developing a marketing plan to promote your event; providing press releases, ads, social media and public relations functions.
Management - IUPUI Event and Conference Services is your single point of contact to facilitate ALL of your of meeting needs. Whether your program is held on or off campus, our department provides knowledgeable, experienced planners to guide you through all phases of the meeting planning process. Our involvement can be as simple or comprehensive as your meeting or event requires.
**Management Fee: ECS provides a range of services. We work with departments, schools, administrative units, and individual faculty and staff to determine how best to meet your needs in planning and executing a conference or event. A management fee is charged for these services and is based on the requested level of service. Contact us with your Management needs.