Site Selection & Negotiations

Indiana University leadership is continuing to monitor the rapidly evolving novel coronavirus (COVID-19) situation and adopt policies to protect our students, staff, faculty, guests, and the community.

As a result, many IU conferences, events, and programs have been or will be rescheduled, moved to an online format, and possibly cancelled. We suggest you check event websites, watch your email, and/or contact event organizers before traveling to IU for an event.

We regret any frustration that cancellations of events may cause.

Indiana University's response to the coronavirus

Selecting a venue and negotiating a contract

The conference planning process begins with the selection of a site and identification of facilities. We then negotiate a contract to secure the space and concessions necessary to meet your needs.

We manage all phases of site selection and contract negotiation for venues:

  • On the IU Bloomington campus
  • Within the IU system
  • In locations throughout the U.S. and around the world

Conferences at IU Bloomington

IU Conferences works closely with the Indiana Memorial Union, Residential Programs and Services, Visit Bloomington, the Bloomington Monroe County Convention Center, and local hotels.

Local, national, and international conferences

IU Conferences has longstanding, established relationships with major hotel chains and is positioned to work with them to negotiate contracts that are favorable to conference groups.

We’ll take care of everything

During this phase of managing your conference, we will handle all the details for you, including:

  • Collecting pertinent conference history
  • Consulting with conference organizers to identify your needs for lodging, meetings, exhibits, and social functions
  • Identifying properties that meet the general parameters of the group’s needs
  • Preparing Request for Proposals (RFP)
  • Distributing RFPs to the appropriate parties in the desired locations
  • Reviewing and evaluating proposals
  • Preparing a summary report that compares provisions of the proposals submitted
  • Visiting selected properties
  • Negotiating a contract with the selected property to secure the best rate, concessions, and provisions on the desired conference dates