Use 25Live Pro to reserve a space.
- Enter all pertinent information in the scheduler including account numbers if requesting catering, description of event, and room arrangements.
- Be specific on CALENDAR hours. (Actual event start and end times)
- Provide set-up details. (if uncertain of room arrangements, please email the events team)
Note: Do not proceed with event arrangements until your room request has been approved.
UERC: University Event Registration (50+ participants)
Events with 50 or more participants must be submitted to the University Event Registration Committee (UERC) for registration and official approval. This requirement applies to all IU-sponsored events, regardless of location (both on- and off-campus), and events sponsored by other entities held on IU property.
All events should receive approval from UERC prior to the finalization of venue, speaker or performer, vendor, or other arrangements.
This form must also be submitted at least 10 calendar days in advance of the proposed installation to request approval for the temporary installation of structures and/or mass physical objects, and to request approval for light projections on, or signs or symbols to be affixed to or inserted into the ground or hung from the exterior of any University structure or property.
Programs Involving Children (PIC)
Indiana University, as part of its educational mission, has many university programs that are focused on children. The university also allows external organizations to use university facilities for programs that focus on children. Ongoing or planned events that are designed to include children, whether conducted by the university or by an external organization, are referred to as programs involving children, or PIC Programs.
If your event involves children, fill out the form below before the event.
Sponsored Events
A sponsored event is one in which a campus department/unit has been requested by an outside organization to host the outside organization’s event on campus. Room rental fees are waived when an outside organization is sponsored. The event must show merit or be of benefit to the campus.
- A member of the host department/unit acts as liaison to the campus for the outside group, would have to be involved in the planning of the outside organization’s arrangements at least four weeks in advance, and would have to be present at the event as the campus representative.
- A sponsorship form must be filled out and approved by a Department Head or Dean and have the signature of the person sponsoring the outside organization. That person would be the liaison between the outside group and Campus Events.
- The sponsored group must provide a certificate of liability insurance to Campus Events two weeks before the event. The following information must be included on the certificate of liability insurance form:
- $1MM/$2MM minimum general liability limits and the name “The Trustees of Indiana University, its officers, agents and employees” as both the Certificate Holder AND as Additional Insured and submit it to the Office of Special Events.
Sponsorship Form
