Plan an Event

Plan ahead for events big and small

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 (SIL) Space Reservations typically helps over 2,000 events happen on the IU campus each semester. Let our office support your planning so that you can have a safe and successful event at IU.

For Fall 2020, events (both indoor and outdoor) should be minimized whenever possible and consideration of a virtual event as a first option is highly encouraged. Beginning August 1, 2020, all non-credit-bearing planned gatherings on campus with 25 or more planned attendees require review by the University Event Request Committee (UERC) and approval by an executive vice president or their designee, as outlined here.

All events require physical distancing (at least 6 ft. between people) as recommended by the CDC, Indiana and Monroe County public health officials, and Indiana University. Events will have mandated attendance caps based on venue capacity, physical distancing requirements, and public health guidance. Additional Fall 2020 guidelines for student organization events are available in the Documents section of the Student Involvement and Leadership Center beINvolved page.

 

 

aerial view of large student event crowd on campus

Who can host events on campus?

Registered student organizations at Indiana University Bloomington may request both indoor and outdoor campus spaces and get help planning an event that meets campus requirements through SIL Space Reservations.

If you are submitting a request on behalf of a student organization, the group must be registered on beINvolved, and you must be on that organization's beINvolved group roster.

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.

How to reserve space on campus

  1. Read and understand all event guidelines and policies on this page and those related to the Fall 2020 Return to Campus. If you are hosting a political event, protest, or demonstration, be sure to read the individual policies below for political campaigning and raising awareness.
  2. For all indoor and most outdoor space requests, submit the Space Reservation Request form online. Log in with your IU email address (username@iu.edu), and leave the password blank. You will be directed to an IU Login authentication screen if you have not already signed in on your device.
  3. For designated Open Air Venues, submit the Open Air Venue Request Form available through the Open Air Venue website.
  4. Complete the event checklist, if required.

If available, the requested space may be held for your organization until the event is reviewed by the UERC and approved. The reservation is not final until event approval and reservation confirmation have been received.

Things to consider when planning your event

  • Will your event need security? All events that have large attendance, pose security risks, or are open to the public are required to have security personnel.
  • Will your event have a DJ, band, musical artist, or emcee? If you need staging, lighting, or sound equipment, you must hire the university’s approved vendor to set up, manage, and tear down the equipment.
  • Will you serve food or beverages to the public at your event? You must submit a Temporary Food Service Application at least five business days before the event date.
  • Is your event geared toward children? If your organization is working with children, please read the university policy on Programs Involving Children.
  • Is your event sponsored by an outside organization? At least one representative from your student organization must be present for the duration of the event. Otherwise, the outside organization will be asked to leave.

Refer to the policies and guidelines outlined above for additional details on these topics.

Find the perfect IU space for your event

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