Resources

Resources for Planning Events at IU

Events are essential in shaping and enriching the academic and cultural atmosphere of Indiana University and its surrounding communities. These gatherings enhance student life by fostering personal growth, collaboration, and learning beyond the classroom. They also draw the wider community together, from faculty and staff to neighbors, alumni, and external partners, welcoming all into a shared and engaged environment.

Hosting an event on campus safely and effectively requires a policy built to help you succeed. The Event Management (UA-19) policy provides this, guiding university groups and external entities through the logistical, safety, and security planning required for events hosted on university property, including large-scale gatherings, ticketed events, or those involving alcohol service and high-profile appearances. Find a general overview regarding event management at IU below and explore the policy for more direction and details.

Securing and preparing the physical space requires careful coordination of facility rentals, technical production, and post-event maintenance. Organizers must formalize venue rental agreements that detail the permitted uses, capacities, and operational timelines for the selected university facility. After securing the space, organizers must factor in the specialized production equipment rentals and technical staffing—such as sound, lighting, and stage management—required by the event to ensure it runs smoothly and safely.

View the University Space Use Pre-Approval Standard

Clear operational thresholds have been established for large-scale gatherings, specifically targeting functions expecting more than 250 total attendees. When an event meets these criteria, sponsors must navigate extensive logistics by coordinating directly with University Events Management well in advance of the scheduled date. This structured process ensures proper infrastructure is in place, ranging from temporary physical staging and utility access to complex traffic management plans that minimize disruption to normal campus operations.

Comprehensive safety and security planning forms the backbone of the university's event framework to protect all participants, performers, and guests. The Indiana University Police Department (IUPD) works alongside organizers to determine necessary security personnel levels, crowd control mechanisms, and safe entry and exit pathways. Organizers are typically responsible for funding basic venue-specific safety measures, while the university covers costs associated with external traffic flow or public observers. Furthermore, the university maintains the authority to halt or cancel any gathering if an imminent threat to public welfare arises.

Special protocols are also enacted when an event features high-profile appearances or utilizes a ticketing structure. Appearances by dignitaries, celebrities, or political candidates require specialized coordination to secure the venue, manage press presence, and ensure compliance with guidelines governing public institutions. Meanwhile, ticketed functions must adhere to strict financial and technical controls, utilizing approved university vendors for cash collections, credit card processing, and access methods like wristbands. These measures prevent overcrowding and preserve the financial integrity of campus-hosted activities.

All events that include food or beverages must comply with strict institutional and state health regulations. Specifically, any event involving the service of alcohol must be carefully vetted and executed in strict accordance with the university's Service of Alcohol and Food Protection policies. Additionally, the Hospitality policy outlines the proper use of university funds for these items. Abiding by these specialized policies ensures proper licensing, liability management, and appropriate funding designations are utilized.

Dedicated custodial services are integrated into the planning process to handle waste management and restore the venue to its original condition immediately following the conclusion of the gathering.