Are you thinking of having a guest speaker? Does a reception sound like an elegant touch to your project? Is your department recognizing students for outstanding achievements? Are you representing an organization that would like to host an event on campus? If you answered yes to these questions (and probably many more) then you have come to the right place!
Before you get too involved, you should know about the IU/IU East Event Guidelines first, these will help with your event planning process:
- Any event with an anticipated audience of 50 or more MUST first go through the University Event Review Committee (UERC) for approval. This could take up to 4 weeks.
- Any event with elements such as food, swag, and some marketing materials takes time to order. Consider these things when planning for your event. For ideas on marketing item timeframes, please refer to the Office of Communications and Marketing form
- If your event has an external audience (including minors) or an external speaker, the Office of External Affairs must be notified. External speakers must be vetted and approved by the Vice Chancellor of External Affairs.
- Vendors not already in the system will need to be added by External Affairs.
- Minors attending events will need approval by “Programs Involving Children”.
- If your event will be outdoors, a back-up plan should be in place when planning your event.
- If your event has elements that are considered “dangerous” (such as a bonfire) INLOCC will need to approve of your requests before anything can be confirmed.
This may seem like a lot, but it’s always best to plan ahead! If you are ready to begin the planning of your event, scroll down!