Special Event Information

Special Events Application Information

The special event application has combined with the University Event Registration Committee (UERC) application. For IU schools, departments, and offices, please follow the steps below to submit your event application. The application will be reviewed by multiple departments including the UERC, IU Indianapolis campus stakeholders such as campus facility services, event services, purchasing, and campus leadership. You will receive updates via email regarding status and approval.

The event organizer will need to complete the IU Indianapolis Special Event Application which is also known as the University Event Registration Committee (UERC) application.  

All conferences, events, and programs with 50 or more participants must submit this application for review and approval. These rules apply to all IU-sponsored conferences and events, regardless of location (both on and off campus).  Additionally, these rules apply to any external organization holding an event on IU property. 

Student Events
Student organization event coordinators must use the University Event Registration Committee (UERC) application and The Spot to register for events. All student organization event application process questions should be directed to the CUBE at stuact@iu.edu or call 317-274-8477 for assistance.

Questions?
Please contact eventsvc@iu.edu for any questions.

The Event Application and Review Process

Event Application and Review Process 

  1. The event coordinator fills out and submits the UERC application, or for non-IU/IU Indianapolis customers the external special events application.  
  2. The IU event coordinator also completes and submits the UERC IU Indianapolis Addendum.  Please note, external customers do not complete this step.  The addendum covers event details not requested within the UERC application. Additional services such as parking, trash service, tent review as well as attestations on policy are covered.  
  3. Please note the UERC IU Indianapolis addendum must be completed and submitted before the UERC application will receive final campus approval.   
  4. Once the UERC event application and UERC IU Indianapolis Addendum are submitted, the applications are routed for review to the campus stakeholders.  
  5. You will receive approval/ denial notification from the UERC.

The UERC application indicates a minimum of 10 business days to process the event request however for large events, at least (4) weeks is needed to allow the necessary amount of time for multiple departments to review and approve. If you do not receive an approval email within 2 weeks for small events and 4 weeks for large events from the date of submission please feel free to contact IU Indianapolis Event and Conference Services at 274-2702 or Special Events email to follow up on the status of the event. 

Rental Equipment

All university rental needs will need to work with an approved vendor. A listing of approved vendors can be found here.

For large, outdoor events, portable toilets must be provided at the rate of 1 per 100ppl. The planning group is responsible for the ordering and setting up of these portable toilets. Please include the location of this equipment in your site plan for approval. Portable hand-washing stations are suggested anytime portable toilets are used at an event.

All tents along with size, type and location must be placed on a Site Plan and submitted for approval with your Special Event Application. If your tent requires staking in the ground, the planner will need to contact Indiana Underground Plant Protection Services three days prior to installation. All tents must meet the life safety codes of the local authority and will also be evaluated by IU Risk Management.

If tables, chairs or podium are needed for your event your planner will need to note this on their Special Event Application and will be responsible for all rental responsibilities with an approved IU Indianapolis vendor.

Lighting, screens or sound equipment will need to contact an approved IU Indianapolis vendor and will be responsible for all rental responsibilities. Large technology equipment will need to be included in the site plan and noted on your Special Event Application.

All events will need trash receptacles. Please keep in mind that the IU Indianapolis campus is a green campus and subject to all recycling efforts. The locations for these receptacles will need to be noted on your site plan and Special Event Application. IU Indianapolis Campus Facility Services will contact you as it relates to trash needs for your event. There will be a charge for trash receptacles placed at your event.