Summer Conferences

Interested in bringing a group to NC State over the summer? On-campus apartments and residence halls are available for conference and camp program use from late May through late July, depending on the university’s academic calendar.  The Conference and Guest Services office provides a one-stop-shop service working closely with campus partners to provide a seamless planning experience and one inclusive invoice. 

If you are not looking to house your camp in our residential space, and are just looking for conference space, please reach out to our campus partners at Student Centers or the McKimmon Center to assist in your need for space. 

Conference Planning Timeline

The annual conference season runs from late May until late July. If you are planning a program for the upcoming summer, we encourage you to reach out as early as possible so that our office can offer you the greatest level of support and the widest variety of options. Please note that during some periods, starting as early as January, we must turn away programs due to lack of availability of resources during particularly busy weeks of the summer season.

The Conference and Guest Services office begins planning for the upcoming summer in September and October. By January, the majority of programs have already been contracted. During the spring semester, our team will finalize details for the summer season, making any necessary adjustments with program planners and confirming reservations of facilities and services.

Additional Services

NC State is able to book your guests in a variety of different residential styles, conveniently in the heart of campus! We can organize dining for you at one of our two amazing dining halls, or organize your catering needs. During the summer time, parking is not hard to come by at NC State. We can organize permits for your guests to easily park on campus. Indoor and outdoor reservable campus space is also available for your group, and we would be happy to organize those details for you as well! All of campus, both indoor and outdoor spaces, have access to our guest wifi during your visit.

Meeting Space

All residence halls on campus have lounges and common areas which can comfortably accommodate 20 or more people. However, if you need more formal meeting rooms, space may be available on other parts of our campus. NC State Student Centers and academic buildings offer traditional meeting rooms and classroom space, pending availability. Our on-campus Orientation programs do take priority over these spaces in the summertime, but we are usually able to work with groups to meet most of their meeting space needs! 

Minors on Campus Regulation

NC State’s university regulation regarding programs which serve minors has been updated recently. Please review PRR 01.25.18 and contact the Office of Youth Programs and Compliance if your program hosts anyone under the age of 18. All programs — affiliated or unaffiliated with the university — are required to register with the Office of Youth Programs and Compliance and attest to conducting the appropriate training, background checks, etc. as required by the regulation. For any questions related to hosting youth on NC State’s campus, please contact the Office of Youth Programs and Compliance directly by email to protectionofminors@ncsu.edu or by calling 919-515-4256.

Programs that fail to meet the requirements will not be permitted to host their event on campus. It is recommended that program sponsors begin their registration with the YPC at least 90 days in advance of the start of their camp or program

Insurance Requirements

All programs not directly hosted by an NC State University department are required to hold third-party Commercial General Liability Insurance coverage, as outlined in the Conference Services Agreement — with limits of not less than $1 million per occurrence and not less than $2 million in aggregate. Additional information related to the insurance requirements is available by contacting the Conference and Guest Services office.  

Community Standards

All guests and program participants are subject to the University Housing Community Standards, which include guidelines for safe and respectful community living.

Guarantees, Deposits and Attrition

To protect the fiscal viability of the Conference Services program, certain requirements are in place for hosted programs. These include, but are not limited to: 

• An advance deposit (equal to 50% of contracted housing and dining charges) due two months in advance of the program’s start date. 
• A guarantee for all services (including an assigned housing roster) due as outlined in the agreement and typically no less than two weeks in advance of the program’s start date; 
• Penalties for attrition rates exceeding 25% of the contracted totals. 
• For additional information related to our deposit, guarantees and attrition policies, please contact the Conference and Guest Services office.

Contact Information

Want to know more about planning a conference at NC State? Contact our Conference and Guest Services team! Ready to reserve space with us? Fill out our Conference Inquiry Form.