IUPUI

One-stop Event Planning for IUPUI

Pre-submission Event Checklist

1. Food & Beverages
2. Insurance
3. Parking
4. Portable Toilets
5. Security
6. Signage
7. Smoking Policy
8. Street Closings
9. Tents
10. Trash Removal
11. Utilities

The pre-submission checklist is intended to provide you with many of the campus policies and procedures for holding an event on campus. Please read through this information before submitting an event. IUPUI is an incredible place for you to hold your event. Whether you are a part of IUPUI, or a community partner, we have the resources to help you hold a conference, a meeting, or a run / walk fundraiser. This site serves as a "how to" site to give you the answers you need about having an event on our campus. On it you will find information about holding events on campus, a list of spaces available for events and an events application form. If you are interested in holding an event on campus, you should review the information on the checklist and identify a location for your event. Once you have confirmed that a location is available, you must complete the event application form.

Should you have any further questions, contact information is provided for each topic.

1. Food & Beverages

   Chartwells Food Service is the exclusive food service provider for IUPUI and as such, must be contracted for any catering on the IUPUI Campus. Please contact the Director of Catering, Kim Andrysiak, at 317-274-7566 or kaandrys@iupui.edu to make arrangements. Chartwells is a division of Compass Group, the largest food service company in the world. Other local divisions of Compass include Canteen Vending, Wolfgang Puck Catering at IMA and Levi Restaurants at Conseco Fieldhouse.

   Under some circumstances outside vendors will be allowed on campus. In this case, all food vendors must have their respective permits from the Board of Health before they will be allowed to sell food on the IUPUI campus.

   Alcohol

   Individuals planning events on the IUPUI campus must have clearance through the Office of the Chancellor directly to serve alcohol on campus.

   The dean of the school in which the event will be held should contact the chancellor with the following information:

   • Type of alcohol service (i.e., beer, wine, liquor and whether cash or host)
   • Name and address of caterer that will be serving the alcohol
   • Is this event by invitation only or open to the public?
   • Will students be in attendance and will there be any attendees under the age of 21?

2. Insurance

   A certificate of insurance may be required for your event. This is often stated in the contracts provided by facilities at IUPUI. If you have questions about whether a certificate of insurance is required, please contact Risk Management at 812-855-9758 or via e-mail at pholland@indiana.edu

3. Parking

   Parking lots on the IUPUI campus require a parking pass. There are a limited number of metered spots around campus in addition to parking garages and surface lots. The map listed under "Parking: Available Locations" indicates where the public can pay to park on campus. Arrangements can be made to pre-pay parking through Parking Services. Please call 317-274-5232 for more information.

4. Portable Toilets

   For large, outdoor events, portable toilets must be provided at the rate of one for every 100 people at your event. You are responsible for the ordering and setting up of these portable toilets. A list of vendors can be found in the telephone directory. Portable toilets are to be placed in an area that has been confirmed with Campus Facility Services, 317-274-1900.

   Please also notify the grounds department, 317-278-1900, and environmental health and safety, 317-274-2005, of your interest to place portable toilets on campus.

5. Security

   The IUPUI Police Department is responsible for police service and the overall security on the IUPUI campus; however additional security may be required for specific events which will be the responsibility of the event organizer to provide.

   The University Police will determine if additional security is required and what type (police or security). The IUPUI Police Department can be reached at 317-274-2058

6. Signage

   If you are holding a large event that will require directional signage for parking or other locational marking, please contact Campus Facility Services at 317-278-1900

   If you would like to place directional or welcome signage inside a building, please check with the building coordinator prior to affixing anything to the walls.

7. Smoking Policy

   IUPUI is committed to a smoke free environment. Effective August 14, 2006, IUPUI is a smoke-free campus.

   More information on IUPUI's smoke-free policy can be found at http://tobaccofree.iupui.edu/.

8. Street Closings

   If your event will require street closings, please fill out the paperwork with the City of Indianapolis' One Stop Shop. Their web address is http://www6.indygov.org/controller/sepermits/.

9. Tents

   All tents must be pre-approved by IUPUI staff in an event layout. Tents must be staked or weighted down. You must talk to IUPUI Campus Facility Services (CFS) staff before the event to confirm the location of irrigation and utility lines before any tent can be staked. In order to do this please follow the directions at the following web site:

   http://www.iupui.edu/~cfs/Forms/Ground_Disturbance_Request_Refer_Page.html

   CFS' phone number is 317-278-1900. All tents must meet the life safety codes of the local authority. The IUPUI Fire and Safety department may require the tent to have emergency exit lighting and fire extinguishers on site in order to comply.

   If you set your tents up before the day of your event, this must be cleared with IUPUI. IUPUI is not responsible for security of tents that go up before the event.

10. Trash Removal

    Please take all your trash during your event to the closest trash receptacle. Once you have submitted an event application form, you will be contacted by CFS to determine the need for any additional trash receptacles.

    CFS can be reached at 317-278-1900 to answer any further questions.

11. Utilities

    If you have utility needs for the event, please indicate them on your Event Application form, and an individual from Campus Facility Services will contact you about your needs. If you have specific questions concerning utilities, i.e. what may be available to you, you can contact Campus Facility Services at 317-278-1900.