Guidelines and Procedures

Failure to comply with with University policies may result in forfeiture of the ability to use USI facilities, equipment, and services. Violations may also be referred to the appropriate law enforcement or environmental safety authorities. Please refer to the USI Handbook and USI Student Handbook for further information and full-text policies. 

Special Events and Scheduling Guidelines and Procedures

Information for USI Departments and Registered Student Organizations

These events must support the mission of the USI Department, registered student organization, and/or the University of Southern Indiana.

USI department events: events hosted by USI Departments, colleges, athletics, or other divisions. 

Registered student organization events: events hosted by registered USI Student

USI departments and registered student organizations may request space up to one year in advance. The space will be confirmed at the time of the request unless it is space that Special Events and Scheduling does not have priority over (i.e. academic space, conference center). Requests will not be put on a waiting list for events more than one year in advance. All reservation requests are scheduled according to the date that they were received by Special Events and Scheduling.

Special Events and Scheduling reserves space for USI entities before reserving space for external (non-USI) groups; however, USI entities may keep in mind the following timeline when submitting requests for space. USI Departments and Student Organizations are notified reminding them to turn in their reservation requests before reservations are opened to external groups.

• After April 1^st, requests from non-USI entities are honored on a first come, first-served basis for reservations August 1^st – December 31^st.
• After November 1^st, requests from non-USI entities are honored on a first come, first-served basis for reservations January 1^st – July 31^st.

Information for Employees for Personal Use

One of the many benefits of being employed full time at USI is that employees are given the opportunity to use campus space once per fiscal year at a 20% reduction in the rental fee. This benefit also extends to retired employees.

Employees will receive a 20% reduction in the rental fee for all space during one, one-day event. All additionally scheduled events will be charged the standard fees. All policies and procedures will be applicable as with an external group, including but not limited to, a contract and certificate of insurance. The fees of food services, labor for setup, security, and other USI services will not be reduced nor negotiable. The employee is fully responsible for the group following all USI policies and procedures and must be present at the event. The contract and certificate of insurance must be in the USI Employee’s name to receive the employee discount.

Information for External Organizations or Individuals

External Organization Events: Events hosted by organizations or individuals that are not associated with and have no collaboration with USI—they are not a USI Department, Student Organization, or USI entity.

USI recognizes its obligation as a public institution to provide services and facilities to the community, regional area, and other external organizations or individuals. These organizations or individuals are welcome to reserve space at those times when members of USI community have not previously booked the particular space and according to the following deadlines:

• After April 1^st, requests from non-USI entities are honored on a first come, first-served basis for reservations August 1^st – December 31^st.
• After November 1^st, requests from non-USI entities are honored on a first come, first-served basis for reservations January 1^st – July 31^st.

Reservations by external organizations or individuals will not be accepted for:

• Profit-making activities or for other activities that are not consistent with the purpose and mission of the University of Southern
• Space will not be reserved or rented to an organization or individual that is in competition with USI
• Reoccurring meetings (ex: weekly, bi-weekly, monthly meetings).
• Event tables (except when coordinated with USI Career Services and Internships as appropriate).

External organizations or Individuals will be required to sign a Facility Rental Procedure and Agreement. The agreement includes, but is not limited to, USI policy, fees, and insurance requirements. A certificate of insurance will be required for external organizations or individuals utilizing space at USI. If the external organization is exempt from Indiana State Sales Tax, an Indiana Dept. of Revenue General Sales Tax Exemption Certificate, ST-105, is required with this signed agreement. If the ST-105 is not received, tax exemption will not be considered after the event has concluded and tax will be applied as applicable. Upon receipt of the Facility Rental Procedure and Agreement, certificate of insurance, and ST-105, a Special Events and Scheduling event planner will be assigned to the event. The event planner will coordinate the support services (set up, signage, food service, a/v, etc.) and any other needs necessary to guarantee a successful event.

External organizations will be invoiced for event-related charges after the event has occurred. External organizations with unpaid invoices will not be allowed to schedule space on campus until all unpaid invoices from Special Events and Scheduling are paid in full.

Scheduling Information for Co-sponsored and Sponsored events Co-Sponsored Events

Co-sponsored events are defined as events that involve a partnership between a USI Department or Student Organization and an external organization.

For an event to be considered as a co-sponsorship:

• The event must present a mutual benefit and support the mission of the USI Department/Student Organization and the external organization at the discretion of the financial manager.
• An agreement between USI and the external organization will be required unless otherwise determined by the USI designated authority. Certificates of insurance may be required as determined by USI’s Risk Management office. 
• The event must not interfere or divert space/resources from scheduled programs and activities of USI.
• A USI Department/Student Organization representative must be present at the event and will be the point of contact for the external organization on the day of the event.
  • All communications and planning will be between Special Events and Scheduling and the USI Department/Student Organization representative. The USI Department/Student Organization representative is responsible for all communications with the external organization. 
  • Should the USI Department/Student Organization representative not be able to attend on event day, another USI representative must plan to be present. 
• Based on the co-sponsorship, the USI Department/Student Organization waives the room rental fees for the event. Responsibility of additional fees must be determined prior to issuance of the contract and confirmation of the reservation. A 15% event services fee will be applied to fees paid by the external organization. 
  • If the external organization is tax exempt, but the ST-105 is not received, tax exemption will not be considered after the event has concluded and tax will be applied as applicable.
• A continuance of the co-sponsorship is not implied. Co-sponsored events will be re-evaluated on an event-by-event basis. 
• Individuals (USI faculty, staff, student) may not co-sponsor an event.
• Exceptions to the above may be approved by a designated USI authority.

Although a co-sponsored event may be denied, the external group may request to host their event on campus as an external event (without a co-sponsorship) as appropriate.

USI Sponsored Events

USI sponsored events are defined as a partnership between USI and an external organization in which the event and/or external organization provides a significant benefit to USI and warrants sponsorship by USI. The event is either hosted by USI or all fees related to the event are covered by USI.

The event must support the mission of USI; there must be a reasonable connection between USI and the external organization; or external organizations must provide a significant service/benefit to USI (determined at the discretion of USI Administration).

USI Departments, Student Organizations, and/or individuals (USI faculty, staff, student) may not sponsor an event. Requests for USI sponsored events will be submitted to the VP of Marketing and Communications for consideration.

An agreement between USI and the external organization may be required unless otherwise determined by USI designated authority. Certificates of insurance may be required as determined by USI’s Risk Management Department.

Payment of any fees by USI or the external organization (facility rental, event services fee, audio/visual, event attendants, etc.), if any, will be determined prior to the event.

If the external organization is tax exempt, but the ST-105 is not received, tax exemption will not be considered after the event has concluded and tax will be applied as applicable.

The event must not interfere or divert space/resources from scheduled programs and activities of USI.

A continuance of the sponsorship is not implied. Sponsored events will be re-evaluated on an event-by-event basis.

Exceptions to the above may be approved by a designated USI authority.

Fees and Charges for USI Departments and Student Organizations

Departments and student organizations may not incur a facility rental or event services fee; however, additional fees may include:

• USI Dining catering charges
• IT support and audio/visual charges
• Public Safety services
• Facility Operations and Planning charges
• Additional personnel charges

The student organization agency account number should be used for all documentation for event related charges, even if a department has agreed to pay for specific event-related charges. An internal funds transfer may be made to reimburse the student organization account from a department account after the student organization account has been charged for the event-related charges.

Fees and Charges for External Organizations/Individuals and Employees

Fees for external organizations/individuals and employees may include:

• Facility rental
• Event services fee
• USI Dining catering charges
• IT support and audio/visual charges
• Public Safety services
• Facility Operations and Planning charges
• Additional personnel charges

Event and Space Approvals

Special Events and Scheduling may forward reservation requests to Public Safety, Risk Management, Environmental Health and Safety, Facility Operations and Planning, and/or other USI entities to seek approval for specific events or activities that may include (but are not limited to) a level of risk, environmental or grounds concerns, and/or may require Public Safety Officer presence. Events may be denied or asked to find alternate solutions for specific concerns.

Scheduling Response Time and Unconfirmed Requests

Special Events and Scheduling typically provides a response or confirmation of an event within three business days upon receipt of the request. If an event requires approvals, the response time may be longer. Requests submitted with one business day or less notice may not be confirmed.

A reservation request submitted via the online form does not guarantee the event has been scheduled; only upon receipt of a formal confirmation from Special Events and Scheduling has the event been officially scheduled and space reserved. Groups or individuals are not permitted to use a space without a confirmation from Special Events and Scheduling. Groups or individuals found to be using such spaces without a confirmation from Special Events and Scheduling may be asked to vacate the room by Public Safety, particularly when conflicts of space arise. Consistent use of space without notifying Special Events and Scheduling or without a confirmation may result in reservation privileges being suspended.

Academic Space

Reservations confirmed for academic spaces may be moved if an academic class is scheduled during your event. All efforts will be made to find another suitable location for your event. 

Reservation Holds

Special Events and Scheduling can hold spaces on a tentative basis for up to two weeks. After that time, if the group has not confirmed the space, the space will be released.

Right of Refusal

USI reserves the right to refuse the use of USI facilities at any given time. In these instances, the reason for such refusal will be explained to those involved.

Appropriate Space

Special Events and Scheduling assigns events to the most appropriate space available. Requests for specific rooms or space will be honored whenever possible and when in compliance with that particular space’s priority usage and policies. Special Events and Scheduling reserves the right to re-assign space when necessary and will notify requesting groups of unexpected room changes prior to their scheduled event.

President’s Suite

All requests for the President’s Suite must be submitted to the President’s Office for approval.

Approvals granted for the Presidents Suite, by the President’s Office, may be forwarded to Special Events and Scheduling. Once the approval and a reservation request form is received, the space may be reserved.

General Buildings and Ground Space

Every person with legitimate business at USI has the privilege of free access to public areas on USI grounds including sidewalks and streets. Free access is available to buildings during regular operating hours; such hours are determined by the president or designee. These areas include corridors and office areas in buildings and academic classroom centers, library rooms and common areas.

The president or designee may deny this privilege of free access to an individual or group which disrupts the normal operation of USI.

Reservation of Space

Public area space as defined as space that may be reserved by registered faculty, staff or Student Organizations. Public groups, organizations, or agencies may reserve these areas if approved by Special Events and Scheduling.

Soliciting for monetary reasons or selling will not be permitted in public areas except in cases of Student Organizations whose activities are approved through Student Development or other USI organizations as approved by the president or designee.

Use of Public Space vs Reserving Space

A purposeful/intentional gathering of a group or individuals on a specific date/time/location on campus with the expectation that the space will be reserved upon arrival, requires a reservation through Special Events and Scheduling as well as a contract and certificate of insurance. Groups or individuals without these expectations may be considered to be using areas on USI’s campus as public space; accepting campus in as-in condition and/or avoids areas being used for an event, etc. (example: walking on campus).

Cancellation Procedure

Special Events and Scheduling requires all cancellations to be received 7 days prior to the event. If the event has food catered through USI Dining, the cancellation also must be received 7 days prior to the event, or the event will be charged the full price of food. 

If you are notifying Special Events of a cancellation on a weekend or after normal business hours, please call 812-464-1930 and leave a message. If you are notifying Special Events of a cancellation during normal business hours (8 a.m. – 4:30 p.m.), please contact your event planner.

Special Events and Scheduling reserves the right to cancel a reservation due to the following reasons:

• The certificate of insurance has not been received
• The contract has not been signed and returned
• The department/student organization account has been frozen

Reservations may be released per the request of the University president, vice presidents, or Public Safety. If Special Events and Scheduling is required to cancel your reservation(s), you will be informed and given time to reschedule your event.

Space/Facility Usage Guidelines

Use of space for purposes other than those for which it has been designated is not permitted. Space will not be reserved or rented to any individual, group or organization that is in competition with USI programs. Users who misrepresent an event or affiliation in order to avoid fees and charges or compliance with general policies may have reservation privileges suspended and incur additional charges.

Individuals and/or groups will be responsible for the behavior of members of their organization. Individuals and/or groups will be charged for repair, replacement, or cleaning resulting from damages to the facilities, equipment or for inadequate clean up.

Violations are subject to the following:

• 1st Offense: Written warning
• 2nd Offense: Fee 
• 3rd Offense: Possible loss of privileges; the opportunity to reserve space/host activities may be revoked for the remainder of the semester

Prohibited Materials/Decoration Procedure

• Items may not be affixed to ceilings, doors, columns, staging, overhead pipes, sprinkler heads, light fixtures, audio visual equipment or emergency exit signs. Exit signs must remain visible at all times.
• No items may be attached by any method to stone or wood surfaces. The use of cellophane tape, glue, staples, thumbtacks, or adhesive materials is not permitted on any surfaces; painter’s tape may only be used on painted surfaces or air walls. No pins may be used on any surface throughout the facility.
• Only vinyl tape is approved for use on carpeted flooring.
• Outdoor signs should be staked only in appropriate spaces. Contact your assigned event planner for a map of approved locations.
• The use of, loose glitter, feathers, confetti, rice, birdseed, straw and other small particle materials are not permitted.
• Floating lanterns are not permitted on campus. It is acceptable to throw live or dried flower petals (no silk), release butterflies, blow bubbles, or ring bells.
• Decorations, displays, or exhibits that require flame or water/liquids are not permitted; this includes chocolate fountains, champagne fountains, etc.
• Decorations must be removed immediately following the event. Failure to do so will result in disposal of all items left behind and the Client may be charged for labor required to dispose of such items.
• Client will be responsible for charges related to the repair, replacements, and/or cleaning of damages to the facility and/or equipment.
• Only OSHA approved ladders provided by USI may be used. Standing on furniture will not be permitted. Areas unreachable from OSHA approved ladders are not approved for decorating.
• The assigned event planner will provide the event contact with room set-up arrangements. To comply with fire code and ADA guidelines, it is required to maintain a clear area around doorways (equal to the width of the doorway), halls and stairs; fire safety equipment must remain unobstructed.
• Painting is not permitted unless approved prior to the event by Special Events and Scheduling.

Violations are subject to the following:

• 1st Offense: Written warning
• 2nd Offense: Fee 
• 3rd Offense: Possible loss of privileges; the opportunity to reserve space/host activities may be revoked for the remainder of the semester

Special Events and Scheduling reserves the right to make adjustments, changes, or exceptions to the guidelines and procedures provided herein as applicable and appropriate.