Our team is excited that you are considering the Drury University campus as your conference site. We have a beautiful campus and would enjoy the opportunity to be your host. Our summer conference season runs between late May until the end of July. Campus accommodations offer lower rates than the average hotels. Each summer, our staff serves guests of all ages and individuals from around the world in our residential facilities. Our goal is for each group to have a positive experience and each conference to be a huge success. We encourage all new and returning group organizers to read through the information within this guide and consider our policies as you begin the planning process. Please don’t hesitate to contact a member of our team if questions arise.
All groups interested in booking a stay at Drury University must complete the conference reservation request form. Requests are accepted on a continual basis and reservations are based on availability, so early submission is encouraged. Once the completed conference reservation request form is received, a staff member will provide an estimated cost of all services. All reservations are still pending until a signed contract is received.
Once the guest housing agreement/contract is received, please review and have the appropriate representative sign and return it via email to housing@drury.edu. Both the guest housing agreement/contract and deposit are due 30 business days prior to the arrival date. Failure to return a signed form within 30 business days may result in cancellation.
All groups must provide proof of liability insurance no later than 30 days prior to arrival. A certificate of insurance that lists the Drury University as an additional insured is required before your group will be allowed to check in.
All individuals who will have contact with minors during campus programs must complete training on preventing sexual abuse and child molestation. The purpose of this policy is to ensure all campus programs for minors are conducted in a manner that is as safe as possible. All groups with minor participants must provide documentation that each individual working or volunteering has completed the sexual abuse and child molestation training no later than 30 days prior to arriving at Drury University. More information can be found here.
Several meal options are available to accommodate a variety of schedules. We have an on-campus, all-you-care-to-eat facility that caters to many tastes and dietary needs. Many of our groups choose this option due to cost and convenience. For groups planning special events, trips offsite, or those who prefer a grab-and-go option, the on-campus dining commons is always an option
All conferences must let us know how much parking they need on campus. The parking lots nearest the residence halls are Lot 7, Lot A, Lot B, and Lot C.
Each group will be assigned an onsite coordinator who will contact the group leader at least two weeks prior to arrival to answer all questions. The coordinator will discuss the check-in and check-out procedures, room roster, policies and answer any questions. In addition, the onsite coordinator will schedule a meeting on the day the group leader arrives on campus to walk through the entire event and ensure all details are clear. Group leaders are asked to maintain open lines of communication prior to and during their time on campus.
Will your group need a setup with tables and chairs for check-in or checkout? If so, please list this on the conference reservation form or let us know at least two weeks prior to the group’s arrival date.
Outdoor space reservations are available upon request. As with indoor spaces, prices and locations vary depending on group needs. An estimate will be provided on the guest housing agreement/contract. Availability is limited and same-day requests cannot be guaranteed. All groups are encouraged to notify the Conference Services staff of any needs in advance.
Limited meeting rooms are available upon request. Prices and locations vary depending on group needs. Classroom requests must be submitted on the conference reservation form. Unfortunately, Conference Services cannot guarantee same-day or specific building requests. Lounge spaces within the residence halls cannot be reserved and are available for use by any conference guest.
Our conference facilities are utilized by a diverse group of guests. On any given day, our residence halls could host athletic camps, academic camps, and religious groups all in the same building. We ask that all guests be mindful of noise levels when using lounge spaces.
Trained staff will be able to assist in the event of an emergency or general guest concerns. A 24-hour on call person is available to conference guests. Common needs handled by staff include guests becoming locked out, unexpected maintenance issues as well as directions to campus and nearby locations. Additionally, Drury Security patrols campus buildings while the conference staff performs rounds of the entire building once per evening.
Drury University offers a Summer Wi-Fi network that provides access to campus resources and the Internet. Login is required and will be provided before check in.
Keys and Access Cards are issued to individual guests upon check-in and must be returned by 11:00AM on the day the group is scheduled to check out. Failure to return keys on the day of checkout or reporting that a key is lost will result in a fee for each instance. If a guest checks out early, failure to return the keys on the day of checkout will also result in a room charge for the entire contracted period. Conference Services recommends that each group verifies missing keys at checkout with the onsite coordinator.
Conference Services will send a final invoice to groups after receiving a checkout report from the onsite coordinator. Within two weeks of departure, an itemized invoice including all charges for overnight rooms and damages will be sent via email. Other classroom spaces or meals will be sent by the respective contact. It is recommended that, when possible, onsite coordinators from conference services and visiting groups meet to discuss anticipated fees. Lastly, included in the same email will be a short survey aimed at improving overall operations and services. Please help us by completing it.
Payment is due no later than 30 days after the group has received the final invoice. Late penalties may apply if the final payment is not received on time.
We have staff 24/7 who can assist you with any issues.
Conference Staff: (417) 873-7500
In the event of an emergency, call either of these numbers.
Drury Safety and Security: 417-873-7911
Local Police Department: 911
All guests play a vital role in maintaining the safety and security of everyone residing on campus. The exterior doors are locked and only accessible by those who have an access card. If a door is found to be inoperable, please report it immediately to the front desk. For the safety of all occupants, please follow these general guidelines:
If at any time severe weather threatens the Springfield area, be diligent in listening to warnings and following instructions. All guests are encouraged to sign up for the university’s text alert system.
The unauthorized use or possession of firearms, explosives, dangerous chemicals, or other weapons on university property is prohibited.
Conference Services expects all guests to be mindful that the facilities are used by many other guests with varying schedules. As such, proper decorum should be used at all times. Conference Services reserves the right to ask any participant to leave without providing a refund to the group for reasons including but not limited to: possession of firearms, intentional or malicious damage to property, harassment, assault, use of illegal substances or use of alcohol by minors. Any illegal activity will be reported to Drury Safety and Security. The contracted group will be held responsible for the cost of repairs for any damages or cleaning charges associated with guests’ behavior.
Summer conferences house guests of all ages, and as such, the common areas should be an appropriate space for all guests to utilize. While alcohol consumption is permitted, all laws are applicable while on campus.
Alcohol consumption by persons under the age of 21 is strictly prohibited. Those who are of legal age must consume beverages in moderation, in private suite areas only, and are limited to one open container per person of legal age present. Devices or games intended for the rapid consumption of alcoholic beverages are prohibited.
All participants under the age of 18 must be accompanied by an adult chaperone/advisor from the conference at all times. This includes all “free time.” To ensure the personal safety of the participants, the university requires a minimum of one counselor for every 12 youth participants.
Evacuation during fire alarms is mandatory. Guests are required to exit the building during a fire alarm or other emergency evacuation. Chaperones of children under the age of 18 are responsible for the evacuation and accountability of minors. Conference staff will not enter and evacuate each room. Guests must follow and comply with all posted fire and safety signs. In the event of a fire alarm, the elevators must not be used. All guests are to remain 20 feet away from the building until notified by emergency personnel that the building is safe for re-entry.
Upon check-in, each guest is issued a guest access card and keys that provides access to the building. If a guest loses an access card, Drury Security should be informed immediately so that the lost card can be disabled and a new card issued. Guests are responsible for returning issued keys during the designated checkout times. The group will incur all charges for lost keys.
Guests are assigned to a suite/bedroom prior to check-in. If there are any maintenance concerns, please report them to the Conference Staff. Additional toilet paper and trash bags are available upon request. It is suggested that camp leadership staff visually inspect all rooms prior to check-in and upon departure to ensure rooms are not left damaged. Groups wishing to decorate any area of the facility used by them are permitted to do so as long as printed materials and decorations adhere only with painter’s tape or adhesive putty. Materials may not be nailed, tacked, stapled, or otherwise fastened to any surface within the residence halls. Decorations may not block exit doors, exit signs, sprinklers, or extinguishers. All décor must be removed prior to checkout. For more information on Student Housing & Residential Life policies, please review the Community Standards Handbook.
Cooking is allowed in halls that hall kitchens. Pots, pans, and cooking utensils are not provided. The use of hot plates, toasters, grills, or other similar appliances is strictly prohibited. The usage of refrigerators in individual rooms is encouraged. Guests are expected to clean up any spills before checkout. Any food left in the common area kitchens is left at the guest’s own risk. Items not labeled will be discarded daily. Charges may apply for any items left.
Open flames are strictly prohibited in all conference facilities. This includes, but is not limited to, candles, incense, smoking, and the burning of any materials or other flame-emitting articles. Prior approval must be obtained from the Conference Services staff if this policy is incongruent with your religious, cultural, or spiritual beliefs.
Animals are not allowed in residence halls unless aiding a person with a disability.
Each residential area is equipped with televisions that may be used by guests over the age of 18. Guests wishing to use the laundry facilities are permitted to do so. Please adhere to all posted guidelines. Detergent is not provided.
Guests are expected to utilize the trash rooms and receptacles on each floor. Please help in our sustainability efforts and recycle using containers provided on each floor.
The Drury University is a tobacco-free campus. The use of all tobacco products is prohibited in University buildings and on university grounds, including parking areas, sidewalks, walkways, university-affiliated parking facilities, and university-owned buildings.
