Guidelines for Students:
How to Organize and Schedule Events at Inlow Hall
NOTE: If your organization is working with an outside group (i.e. bar association, not-for-profit, etc.), please check with the Office of External Affairs (Dean MacDougall). There may be special considerations depending on the nature of the event.
These procedures must be followed for any room/table requests by student organizations.
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Go to the Events Calendar to place a tentative hold for your meeting/event/table no later than five (5) business days prior to your event/meeting.
Please note: Students are not able to schedule events in the Atrium or Courtroom. If you wish to reserve either of these areas, please contact Regina Bennett (rdbennet@iupui.edu) in the Office of Student Affairs (OSA).- Check the calendar for any conflicting activities already scheduled. If your event conflicts with an already scheduled speaker or significant event, it can hurt attendance for both.
- Select the calendar for the room you want to use and make sure it is available at the date and time you want.
- Click the “Submit Event” button on the top right of the calendar and enter all the required information about your event. Be sure to select the room you want if you will be using a room in the law school for the event and be sure to include your name and email as a contact.
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Fill out and submit an Event/Meeting/Table Request Form (also above) no later than five (5) business days prior to your event/meeting. Requests are not accepted until two (2) weeks prior to the start of a semester.
Please submit your Event/Meeting/Table Request Form the same day you place your event hold on the Events Calendar.
- If your request has been approved, the event will appear on the Events Calendar within five (5) business days of your request.
- If your request is denied, your event will be deleted from the Events Calendar and the person who submitted the Event/Meeting/Table Request Form will receive an email from the OSA.
Budget: Please be aware that you may need to submit a budget for your event. If the costs exceed the funds your organization currently have available, you will need to meet with Dean of Students to determine if the event is feasible and if adequate funding can be achieved.
Funding: The Office of Student Affairs has a limited discretionary budget; however, there are always many more requests than can be accommodated, so the earlier you plan your event and seek funding, the better chance you have of obtaining additional money. Please contact the Dean of Students for more information.
If you plan to seek sponsors outside of the law school including charitable contributions of any type or you plan on donating the proceeds of your event, you will need to coordinate with the Office of Institutional Advancement (Amanda Kamman 278-7541 or akamman@iupui.edu). The University and IU Foundation have specific rules and procedures regarding events and charitable contributions which must be dealt with at least six months or more in advance of the event.
Technology/AV: If you need any technology or AV assistance (or need to use special equipment) please contact Jason Yavor at 278-8485 or jyavor@iupui.edu.
Set-up/Clean-up: If you need to have tables, chairs or other items set up in the Atrium or other location, you will need to clear this with the Office of Student Affairs first and then make the necessary arrangements through Campus Facility Services (CFS). There is a flat fee of $250 for removal and replacement of the Atrium furniture, should your event require this. Any other moving of furniture will be a minimum of $60 ($30 to set up and $30 to take down). Please include this cost in your budget. You will be responsible for checking with the building services staff to make sure your set-up is done on time and correctly (CFS call center number is 278-1900).
Catering: The University has an exclusive catering contract with Four Course Catering. Any catering services in Inlow Hall in excess of $100 must be provided by Four Course, whether a student organization or other outside vendor is sponsoring the event. Four Course Catering information can be found at http://food.iupui.edu/catering-event-services. Please note that law school student organizations that are also registered student organizations with IUPUI receive a discount on catering services. If your organization is not an RSO but would like to become one, more information can be found at http://life.iupui.edu/osi/student-orgs/advisors.html.
Alcohol: Service of alcoholic beverages requires pre-approval. Approval will only be considered provided your event is NOT open to undergraduate students. Please email Regina Bennett (rdbennet@iupui.edu) for more information on the approval process. Please note that this process should be started at least 2 months before the actual event.
Parking: If you are inviting people from off-campus, you will need to consult with the Office of Student Affairs about making parking arrangements with IUPUI's Parking Services. Please be aware that the campus charges $8.50 for a temporary parking pass (for the surface lot west of our building). There is extremely limited guest parking available in the law school parking garage, so space cannot be relied upon for most events' parking needs. There is also a charge of $5.00 per car for the garage. Often, if events are scheduled at a time when classes on campus are in session, off-campus guests are told to park in the Natatorium garage (which charges by the hour).
Building Access: The law school building is open M-Th 8am-midnight; F 8am-11pm; S 9am-9pm & Sunday 11am-midnight. If your event will be occurring during the evening restricted access hours, you will need to make sure your guests are aware of the restrictions. For more info about access to the law school building & library, please review the Inlow Hall Evening Access Policy at http://indylaw.indiana.edu/students/InlowAccess.pdf.
Publicity: If your event involves media coverage, continuing legal education credit (CLE), or advertising to an audience outside the law school, please contact the External Affairs Office (278-4789) as soon as possible to make arrangements.
To have messages regarding your event sent to the entire student body/faculty/staff, please contact the Office of Student Affairs, Room 119 (278-5560).
To have your event included on the information screens (internal audience) or on the web site's upcoming events section (internal and external audience), please contact Liz Allington in External Affairs (278-3038).
