Campus Events and Ceremonies

As reflected in UA-14, The First Amendment at Indiana University, the university recognizes the right of IU Community Members to personally engage in partisan political activities, partake in public policy debates, and voice their opinions. This includes, but is not limited to: voting, participating in public discourse, writing published opinion pieces, and contacting government officials. However, these personal activities must not prevent the full discharge of an employee’s staff or academic responsibilities.

Please click here to review the full policy on Contact with State Officials, Federal Officials, and Political Campaigns, and Other Political Activities.

Because state law requires entities that conduct charity gaming and raffles to acquire a gaming license and to comply with substantial record-keeping requirements, the university has determined that the potential liability and administrative burden outweigh any potential return for allowing charity gaming or raffles.

Please click here to review the full Contests, Drawings, Games, and Prizes policy.

Unauthorized distribution of copyrighted material using Indiana University’s information technology resources—including sharing copyrighted music, movies, and software through peer-to-peer applications like BitTorrent, eMule, etc. using Internet access provided by IU—is against the law and university policy. 

Please click here to learn more about copyright infringement.

This policy is intended to facilitate the varied and large-scale events conducted on Indiana University’s campuses consistent with law and university policies addressing public health, safety and welfare, to promote the efficient and orderly use of university property, and to foster and sustain the conditions necessary for the safe, free, and lawful expression of ideas in the context of a diverse academic community.

Please click here to review the full Event Management policy.

To avoid disruption of the university’s educational, research, outreach, and business functions, Indiana University has implemented this non-solicitation policy to address commercial solicitation on university property or within university facilities.

Please click here to review the full Non-Solicitation on Campus policy.

Indiana University, as part of its educational mission, has many university programs that are focused on children. The university also allows external organizations to use university facilities for programs that focus on children. Ongoing or planned events that are designed to include children, whether conducted by the university or by an external organization, are referred to as programs involving children, or PIC Programs.

This policy has three principles:

1. The protection and safety of children in these programs should be the highest priority of the university and of organizations administering PIC Programs.
2. The university and members of the university community must comply with federal and state law requirements regarding reporting of abuse and neglect of children.
3. The policy must be flexible to accommodate the wide variety of PIC Programs.

 Please click here to review the full Programs Involved Children policy.

For every event involving children under 18, the PIC form must be filled out.

Access the PIC form  

Place a catering order

Catering orders should not be submitted until the hospitality form and room reservations are approved.

Only Coca-Cola products are allowed on campus due to the standing contract with Coca-Cola and Indiana University. This includes Smart Water or Dasani bottled water. IU Northwest Dining Services cannot make exceptions to this contract.

You may purchase individually wrapped snacks such as individual chip bags or individually wrapped candy to share at events. These items must be individually wrapped and not trays or bowls of any given item. Bottled beverages must be Coca-Cola products, including Smart Water and Dasani bottled water.

Private meetings or events consist of only the organization or unit members, not members of the general public or the campus community. Private meetings or events are not advertised to the campus community.

As the official Indiana University Events calendar system, LiveWhale is a centralized channel to promote campus events in a single location. When registering an event on Titan Atlas, under Event Visibility, one may select who may see the event upon approval. By selecting “Public”, this event will be automatically uploaded to the LiveWhale campus calendar.

The University Events Review Committee (UERC) still requires events to be registered if the anticipated headcount is greater than or equal to 50.

Only designated faculty and staff are able to submit the online request forms. You may contact your department administrative assistant for help completing and submitting the form.

An Event Request with multiple rooms only need be submitted once; you will be given the opportunity to reserve multiple rooms when you request that event.

Catering requests need 20 days to fully process. Please take that into account when you are submitting a request for an event that requires catering.

Your event and room request must go through a double approval process, first for the event and then for the room. You will receive first an automatic email acknowledgment that your request was submitted. The approval emails for the requested event and room(s) will follow as much as one or two days later.

Please do not assume you have the room or that the event (and resources!) will be there unless you have received an acknowledgment from the appropriate approvers.

Please contact the appropriate room approver listed below:

Arts and Sciences Mainstage Theatre
Erin McHugh
ermchugh@iu.edu
219-980-6810

Conference rooms
Lenore Medellin
lemedell@iu.edu
219-980-6803

Classroom
Peter Zachocki
pzachock@iu.edu
219-980-6937

Gymnasium
Anna Villanueva
avillanu@iu.edu
219-980-6944

Women’s Center
Selena Rodriguez
ferrodri@iu.edu
219-980-6714