So you’re planning an event on the Indiana University Bloomington campus—but you’re a student, not an event planner. You’ve come to the right place.
Student Involvement and Leadership Center (SILC) Space Reservations is the entry point for securing student organization event and meeting space, and for departments and registered student groups scheduling outdoor space on campus.
Continue reading below for event policies and guidelines, as well as information about submitting a space reservation request and securing event approvals. If you need further assistance, check out the Frequently Asked Questions below. You can also meet with a staff member by scheduling an appointment here.
Who can host events on campus?
The Student Involvement and Leadership Center supports space reservations for registered student organizations, as well as for university departments planning outdoor events.
Members on the beINvolved roster for a registered student organization may submit requests on behalf of that organization.
If you are submitting a request for outdoor space on behalf of an IU department or center, you must be a full- or part-time employee on that department or center's staff. Departments may request classrooms through the Office of the Registrar, or other indoor spaces directly through the venue.
How to reserve space on campus
Read and understand all event guidelines and policies on this page.
For all indoor and outdoor space requests, log in to beINvolved, navigate to your organization's Manage page, and click "Create Event" to get started.
If available, the requested space may be held for your organization until the event is reviewed and approved by relevant campus stakeholders. The reservation is not final until the event is approved in beINvolved.
On-campus event policies and guidelines
SILC’s Space Reservation staff will assist you in event planning and help you meet the following campus requirements.
Some events require various approvals in addition to a space reservation. Many of these approvals are incorporated into the beINvolved event request/space reservation process. All space and event approval requests must be submitted at least 10 days before the event date.
All events on or off campus with 50 or more planned attendees also require submission to the University Event Registration Committee (UERC) as outlined here.
Large-scale events and those requiring extensive logistical, safety, and security planning must comply with the University Event Management Policy UA-19, and the event approval request should generally be made no less than 45 days prior to the proposed date of the event to allow ample time for planning, coordination, review, and approval by relevant campus stakeholders.
By reserving any indoor or outdoor space for an event, the student reserving the space and the affiliated organization both accept responsibility for the event, including policy compliance, conduct, or damages, and agree to cooperate with Indiana University and/or University officials.
*Greek Organizations may also be required to provide notice of certain events to the Office of Sorority and Fraternity Life as outlined in the Indiana University Office of Sorority and Fraternity Life Social Events Policy. Events with High Profile Performers planned at Housed Greek Organization locations require additional review and documentation as outlined by OSFL.
Deadlines for requesting campus space and securing event approval are based on the type of event.
Small events/meeting– submit at least 10 days prior to event
(1–49 people attending)
Examples of small events include, but are not limited to: student organization meetings, small gatherings, invitation-only events, and membership solicitation events with a planned attendance from 1 to 49 people.
For student organizations, regular business meetings and other routine activities of day-to-day operation which involve only organization members fall into this category, even if the anticipated attendance is 50 or more.
UERC Event – submit at least 10 days prior to event
(50 or more people attending)
Examples of UERC events include, but are not limited to: events with outside guests, events with entertainers, events where food and beverage is being served, and events with special setups or AV needs. Specific examples are social events, athletic or gaming tournaments, performances, fairs or festivals, philanthropy or fundraising events, and recruitment events.
For student organizations, UERC events are considered any gathering with 50 or more members and guests for activities other than routine day-to-day operations.
Large Event – submit at least 45 days prior to event
(Includes events requiring extensive logistical, safety, and security planning)
(250 or more people attending)
Examples include a dance or any event requiring crowd control or security, amplified sound, electricity, ticket sales, or involving children. Refer to the University Event Management Policy for further guidance.
As an educational institution, Indiana University is dedicated to fostering an environment that values a culture of open dialogue and free expression on all our campuses.
Expressive activities can occur on campus consistent with the policies listed above. While not required, students are encouraged to reserve appropriate space and seek event approval through the UERC process to help ensure public health and safety and to gain access to helpful infrastructure such as stages and sound equipment.
Food service
All student organization events that are open to the public and include food for public consumption are subject to approval by the Department of Environmental Health and Safety (EHS). These events can use a food truck, IU approved caterer, pre-made and pre-packaged food items, or a restaurant. If the event is open to the public, you cannot give out homemade food items.
Events serving alcohol must adhere to the alcohol policy as specified by Insurance, Loss Control, and Claims. Read the full policy on Service of Alcohol.
Select Self-Governed Student Organizations and select student organization events based on size and scope of the event, and all non-IU, outside organizations must provide proof of general liability insurance to the Office of Insurance, Loss Control, and Claims to provide services or products for a campus event.
Student organizations may request space reservations for academic spaces on campus. When scheduled classes are completed for the day, the following academic spaces are prioritized specifically for student organizations to reserve. To request classrooms not listed here, or during other times, select "Classroom to be Determined" on the reservation request.
If you are looking for classrooms outside of this list of available spaces, you can search the Classroom Database to determine classroom space that meets your organization's needs.
All events on campus sponsored by student organizations that have large attendance, pose security risks, or are open to the public are required to have security measures in place.
All decisions regarding security requirements or security waivers for events will be at the discretion of the Indiana University Police Department in consultation with Student Involvement and Leadership (SIL), the Campus Space Committee, and the UERC.
By reserving any indoor or outdoor space for an event, the student reserving the space and the affiliated organization both accept responsibility for any problems that may arise regarding the event. The student and the affiliated organization agree to cooperate with the Indiana University and/or officials acting in their capacity.
IUPD and approved security presence does not relinquish the student organization's responsibility for private intervention in the event of any problems, except when crime is imminent, is being committed, or has taken place, or when confrontation could lead to physical harm.
IU encourages students, faculty, and staff members to exercise their constitutional right to vote and to actively participate and express their opinions regarding local, state, and national political candidates, issues, and referendums.
However, as a public institution, IU receives tax-exempt status under sections 115 and 501(c)(3) of the Internal Revenue Code. In order to maintain this status, the university (including USOs) shall not participate or intervene in any political campaign and must prevent its resources from being used in any way that could appear to support a political candidate.
Inviting candidates to speak at events
A student organization may extend invitations to candidates to speak at events. A Self Governed Student Organization is not obligated to invite all legally qualified candidates if the student organization is using its own funds and resources. However, no campaign fundraising may occur, and the student organization must include a brief statement when introducing the candidate. This statement must indicate that IU does not endorse or oppose any candidate or organization in connection with this or any other political campaign or election.
The nature of the event will determine the facility rental charge that the student organization will be assessed. If it is a campus-community event and is not open to the general public, then the normal fees (if any) will be applied. However, if the event is open to the general public, facility rental and usage fees must be charged.
Using university resources
Examples of university resources that should never be used to support a political campaign or candidate include, but are not limited to:
The IU name, logo, or other identifying marks
IU funds, facilities, office supplies, photo equipment, letterhead, telephones, fax machines, or computers
IU information technology resources, such as email, websites, and online discussion boards
Prohibited activities
IU shall not expressly or implicitly endorse any candidate for public office.
Hyperlinks to websites of candidates for public office shall not be placed on IU websites in any manner that favors one candidate over another.
No political fundraising may occur on university property or through the use of IU technology resources.
Student organizations shall not use the name of Indiana University or any IU trademark, such as its logo, in connection with political candidates or partisan political activities. (Learn more about licensing and trademarks.)
Student organizations shall not use IU funds on behalf of a candidate for public office in a political campaign or to influence the public legislature.
Organizations conducting ongoing or planned events that are designed to include or serve children/minors under the age of 18 are engaged in a Program Involving Children (PIC) and are subject to the Programs Involving Children Policy. Programs Involving Children must be registered to ensure legal and policy compliance. (Learn more about PIC.)
Staging and lights
If you are having an outdoor event that involves staging, lighting, or sound equipment to support bands, DJs, musical artists, spoken word artists, or an emcee, you must hire Stagehand Local Union 618 to set up, manage, and tear down any needed equipment. For Some outdoor venues are equipped with semi-permanent staging, lighting, and sound equipment. Once an event is approved and the venue confirmed, contact Mark Sarris at msarris@indiana.edu to make arrangements for your event.
Amplified sound
In order to prevent disruption to businesses, offices, and classes, amplified sound can be included in approved events during permitted times:
No earlier than 6 p.m. Monday through Friday, except for 11 a.m.–1 p.m.
No earlier than 9 a.m. Saturday and Sunday
No later than 11 p.m. every night
In order to screen a movie in a public venue, rights to show the movie must be obtained. Here are some sources to consider:
There are film companies like Swank Motion Pictures and Criterion Pictures where you can purchase the license and then send you a copy of the film. These services often have the newest releases.
The IU Library has a database for films called Kanopy that mostly has independent films and documentaries. These are to be used only for IU faculty, staff, and students. You can stream to the IU community only and it would be free of cost.
PBS: AV or Indexed Programs can be purchased. For example, the title will be listed as "The White House: Inside Story DVD-AV Item." Films are available at a reasonable cost from $30–$100 (depending on the series).
The University has an exclusive contract with Ticketmaster for any ticketed events on campus. IU Auditorium has a full-service box office to support ticketed events, and they can create, distribute, and manage sales. Ticket setup is prepared with the Director of Ticketing and Sales. For events outside the Auditorium that charge an admission, there is an $85 Administrative Fee and a Ticketing Fee of $1 per ticket ($200 minimum). Ticket scanners are also available for rental. Contact tickets@iu.edu for more information.
Nonsolicitation policy
This policy places certain restrictions on commercial solicitation within buildings and facilities as well as on the grounds of Indiana University campuses or under the operating authority of the University to ensure that university employees and students have the opportunity to perform their duties free from intrusions.
Requests to reserve campus space can only be made by a member of the sponsoring student organization, will be limited to certain campus locations, and will be reviewed by the Campus Space Committee. The student organization primary contact and advisor must submit a letter requesting the outside organization in order to reserve campus space.
The Campus Space Committee will review and approve or deny the request. The following limitations are placed on the types of vendors or entities your organization may partner with for a campus event:
NO credit card companies
In the event that IU has a contract for a specific product or service with a vendor, your organization may NOT sponsor other vendors who offer that same service or product
This policy does not apply to official, university-supported solicitations that are intended to address the university's broader mission to serve the community.
Outside organizations and for-profit agents
Students who are acting on behalf of their student organization AND as an employee of a for-profit company may not reserve campus space for their employer. A student organization unaffiliated with the vendor should act as sponsor.
While the outside vendor is set up on campus, a member of the sponsoring organization must be present with the outside vendor for the duration of the event in order to facilitate adherence to university policies. If a student organization sponsor is not present with the outside vendor, the outside vendor will be asked to leave campus space/property. The student organization may also be subject to sanctioning through the Office of Student Conduct
Individual members may not receive compensation directly from for-profit companies if acting as a representative of a student organization. Profits from partnerships must be distributed to the organization itself.
Welcome Week at Indiana University is a part of an invaluable orientation process and early transition period for new students. As such, the university wants to provide an optimal matriculation experience during that first week before classes begin.
There are often official volunteer opportunities for student groups to participate in Welcome Week and IU Guide Programs. Please contact First Year Experience for more information on ways groups can formally participate. Organizations interested in developing virtual programs or appropriate in-person events that align with the goals and purpose of Welcome Week may submit program proposals to the Office of First Year Experience using this form.
Student organizations are prohibited from hosting events, tabling, or distributing flyers or other materials for the express purpose of membership recruitment and/or social activities involving first year students during Welcome Week through the end of the IU Guides Program without prior approval from the Campus Space Committee.
Welcome Week concludes at the close of the IU Guides program on the first day of the fall semester. At that time student organizations may begin to have recruitment and social events.
FAQs (Frequently Asked Questions)
No, if you submitted a request through the old form, we will continue to process those. Any new requests will need to go through beINvolved.
You must submit all event requests at least 10 days in advance.
This event submission combines space reservation (if applicable), event approval, and event promotion on beINvolved (if the event is public).
If the event is a public event, the description of the event will be used on the events calendar on beINvolved and the IU Events Calendar, so make sure the description is designed for your intended audience.
Any member on the organization's roster can submit an event.
Click your organization's circle on the left side of the beINvolved main screen. If you're using a phone, open the left navigation menu and click the gear next to your organization's name.
When you click the circle, a drop-down menu will appear. Click "Events."
On the "Manage Events" page for your organization, click the blue button titled "Create Event."
Yes, if your requested space is available, it will be held while the event goes through the review process.
In the "Time and Place" section on the first page of the form, select “Add Reservation Request.”
Enter the date and time information and select “Browse Available Rooms.”
In the search filter, select the appropriate option under “Building.” Note that outdoor locations are listed in the SILC Outdoor Space “building.”
To see the largest number of rooms or spaces, do not use the “Features” filter.
Events shown to The Public are visible to anyone on the internet, with or without an IU login. These events are also displayed on the IU Events Calendar.
Events shown to Students & staff at beINvolved are visible to those logged in to beINvolved.
Events shown to Organization Members are only visible to students on your organization’s beINvolved roster, and the members of any co-host organizations. This is a good setting to use for group meetings or other events that are not open to the public.
Events shown to Invited Users Only are visible only to beINvoveld users who you invite to the event.
If you plan to bring a food truck to campus, you will need to complete the following before submitting your space reservation and event approval:
If your organization is a University Student Organization, fill out this form.
If your organization is a Self-Governed Student Organization, email Calvin Hill at calvhill@iu.edu with the food truck you would like to request and the planned location of the event.
The currently approved food trucks:
Chocolate Moose
Crack Snax
Kona Ice
La Poblana
Pappy Shack
Pilli’s Party Taco
Planted
Speakeasy Pizza
Wever’s BBQ
If the food truck you are interested in is not on the approved list, you can work with Calvin Hill on the food truck application process.
If you plan to purchase food for an event open to the public (not an internal gathering for your organization) from a restaurant or caterer, you will need the following information ready:
Name of food vendor
Menu items
How the food will be cooked
How the hot foods will be kept warm (135*F or above)
How cold food will be kept cold (41*F or below)
How food will be transported
How food will be protected from contamination
If you want to show a movie in a public venue, you will need to secure the rights to show the movie and include information about how you are doing that in the event request form. Learn more in the Policies and Guidelines section above.
Check to see if the road is a campus road or a City of Bloomington road.
If you would like to close a City of Bloomington road, you will need to complete the City Right of Way Use Permit application. The application must be submitted at least 2 weeks in advance.
If you want to close a campus road, you will need to provide the street name and applicable intersections in the space reservation and event approval form.
For both types of road closures, you will need to determine how you will restrict vehicular access to the street. This usually involves the use of barricades that will need to be rented from IU Facility Operations or a third-party vendor.
The name and contact of the third-party vendor, a description of what they are providing, and a Certificate of Insurance from the vendor which meets IU's minimum general liability coverage requirements.
If your event or activity is outside and has a higher level of risk, you will need to create an event emergency plan to upload at the end of your submission. You can find a template for the event emergency planhere.
Review the comments, make any needed changes, and then you can resubmit the event.
