Event Planning

Event planning resources and expectations at Indiana University

Indiana University campuses offer a wide range of attractive indoor and outdoor event facilities and a wealth of resources to make events successful -- but winning events never "just happen."

And good or bad, events reflect on the university and its leadership; IU has a vested interest in helping you pull off a first-class event.

"Hosting a successful event is more complicated than most people think," said Doug Booher, director of university events management. "Often planners focus on the space but don't think about factors such as food safety or security requirements. The university is standing by to help make events success, but we need to know about them."

Planning for most events, large or small, should begin at least 30-45 days out to make time for the necessary approvals and procedures involved with space reservations, security reviews and planning, sanitation and other needs.

What qualifies as an event?

The following factors trigger the need to follow procedures to assure safe and successful events:

events involving more than 300 participants (including organizers, attendees and honorees)
events involving more than 100 guests not affiliated with the campus
events involving one or more high profile guests, including public figures and dignitaries such as municipal, state or federal government representatives; foreign state leaders and officials; diplomatic staff and other international delegates; celebrities; and public figures who attract media attention and/or raise concerns for security
events that involve the use of directional street signage
events that involve parking for vehicles or busses
events beginning or occurring between the hours of 10 p.m. and 6 a.m.
events where admission is charged or tickets are sold
events with paid entertainers or performers
events with a temporary stage, sound, lighting or rigging equipment
events occurring in a tent
events otherwise designated by a campus as requiring the use of campus event planning procedures

Through planning, we can help alleviate roadblocks, or speedbumps, for guests so they can show up and be a part of event, whether it's a pizza sale fundraiser at a kiosk in Bloomington or a canoe race on the downtown canal in Indianapolis.
Doug Booher, Director of University Events

Where do you start?

Event Services at IUPUI

Student Involvement and Leadership Center at IU Bloomington

Union Board at IU Bloomington

IU Conferences

Event planning at IU Kokomo

Special Events at IU Northwest

Special Event Guide at IU South Bend

Event Planning

Event planning resources and expectations at Indiana University

What qualifies as an event?

Where do you start?

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