Welcome to Colorado State University Conference & Event Services! Below you’ll find answers to some of our most commonly asked questions. If you can’t find what you’re looking for, feel free to contact us.
General Information
What does Conference & Event Services do?
We support a wide variety of events and programs from meetings and lectures to multi-day conferences and overnight camps by offering planning support, campus coordination, and access to campus venues.
Who can reserve event space on campus?
Our services are available to CSU departments, student organizations, and external clients.
Do I have to be affiliated with CSU to book a space?
No! While we prioritize university events, we welcome external clients including non-profits, government groups, and corporate partners.
What types of events can you support?
We support everything from single-day meetings to multi-week residential programs, including academic conferences, youth camps, workshops, and celebrations.
What are your hours of operation?
Our main office is open Monday–Friday, 8:30 a.m.–4:30 p.m. Event support hours vary based on your program needs.
Space Reservations
How do I reserve a space?
Start by submitting a request through our Event Request Form or contacting our office directly. We’ll walk you through availability, options, and next steps.
How far in advance should I book?
As early as possible! Many popular spaces fill up months in advance. Overnight programs should book at least 6–12 months out.
What spaces are available to reserve?
We coordinate access to a variety of campus spaces, including classrooms, ballrooms, lecture halls, outdoor areas, and residence halls (summer only). Click here to browse available spaces.
Can you help me choose the right space?
Absolutely. Our team will match you with spaces based on your guest count, setup needs, and event type.
Pricing & Payment
How much does it cost to rent a space?
Pricing depends on the type of space, event duration, services needed, and client type (internal or external). Contact us for a custom quote.
Are there different rates for campus departments and outside clients?
Yes. CSU departments and student orgs often receive discounted or subsidized rates.
What forms of payment do you accept?
We accept university accounts, credit cards, checks, and invoices.
Do you require a deposit?
For external groups and overnight programs, a deposit is typically required to secure your reservation.
What is your cancellation policy?
Policies vary by event type and service. Your event agreement will include full details.
Event Planning & Support
What services do you provide?
We offer event coordination, scheduling, vendor coordination, onsite staffing, registration support, and more.
Can you help with catering, AV, and parking?
Yes! We’ll connect you with campus partners and help arrange everything you need.
Do you offer staffing for events?
Yes, event assistants, tech support, check-in staffing, and more are available.
Are tables and chairs included?
Most venues include standard furnishings. Additional items (like linens or staging) may be rented.
Can I bring my own vendors?
Some restrictions apply. Please talk to your coordinator to learn more about third-party vendor use.
Food & Catering
Do I have to use campus catering?
In most cases, yes—CSU has exclusive catering providers for many campus venues.
Can I bring in outside food?
All outside food must be approved by us in advance, as we have an in-house catering department available for your needs.
How do I arrange catering?
We’ll connect you with CSU’s catering team or help coordinate with approved providers.
Do you offer vegetarian, vegan, or allergen-friendly options?
Yes. Catering menus include a range of dietary accommodations.
Audio/Visual & Technology
What AV is available in your venues?
Most rooms come equipped with built-in projectors, microphones, speakers, and Wi-Fi.
Is technical support available?
Yes! Tech support can be arranged in advance or included in your package.
Can I bring my own AV equipment?
Usually, yes—though some venues have compatibility requirements. Let us know your plans in advance.
Do your spaces have livestreaming or hybrid capabilities?
Several spaces support livestreaming, Zoom, and hybrid events. Ask us about available options.
Overnight Programs & Summer Housing
Do you offer overnight accommodations?
Yes! Summer conferences can access CSU’s residence halls for youth and adult groups. Click here for more information about on-campus accommodations.
Can I do laundry?
Laundry rooms are located in every residence hall. Our machines are free for overnight guests to use. Just remember to bring your own detergent and dryer sheets.
What are the check-in/check-out times?
Standard check-in is after 4:00 p.m., with check-out by 10:00 a.m. Please bring all of your keys to the front desk upon checking out. Custom times may be arranged.
What’s included in overnight stays?
An XL twin-sized bed(s), bed linens, blankets, bath linens, and a pillow are included. Please bring your own toiletries and other personal effects.
Parking & Transportation
Is parking available for event guests?
Yes, event parking can be arranged with permits for nearby lots, as well as a pay-to-park lot option.
How do I reserve parking for my event?
Let us know during the planning process and we’ll coordinate with CSU Parking Services.
Do you offer shuttles or transportation services?
We can assist with internal shuttle routes, vendor recommendations, and transportation logistics.
Policies & Guidelines
What is your alcohol policy?
Alcohol is allowed at approved events with proper permits and a licensed bartender. Ask your coordinator for more details.
Are there any restrictions I should know about?
Yes—some venues have noise restrictions, curfews, or decor limitations. We’ll review these with you during planning.
Do I need insurance for my event?
External clients must provide a Certificate of Insurance. Internal events may be covered under CSU policy.
What if my event is affected by bad weather?
Our team will work with you on backup plans and venue flexibility where possible.
Do you have a Lost and Found?
To inquire about items that have been lost on campus, please call us at 970-491-6222 or email conferences@colostate.edu to get in touch with our office.
Directions & Accessibility
How do I get to campus?
CSU is located in Fort Collins, Colorado. You can find maps and directions here.
Where is your office located?
We are located in Alpine Hall – West Entrance.
Are your spaces ADA accessible?
Yes, most venues are accessible. Please let us know if any accommodations are needed.
Still have questions?
Reach out to our team at conferences@colostate.edu or call (970) 491–6222. We’re here to help make your event a success.