Event Services FAQs : Campus Center : IUPUI

Frequently Asked Questions

Who can make a reservation?

Each registered student organization, department or non-IUPUI affiliated individuals. Each client should have a primary contact person. Only that person can make a reservation or change a reservation for that organization. Individuals making the reservation for student organizations are required to fill out the Student Organization Room Request Authorization. Departments may choose to designate who is allowed to reserve rooms by completing the Department Room Request Authorization. Non-IUPUI affiliated individuals must contact Campus Center Event Services at (317) 278-8511.

What spaces can be reserved?

The contact person for the organization can reserve any of the following:

Rooms in the Campus Center
Information Tables in the Campus Center
Space in other academic buildings on campus. Student Organizations must go through Campus Center Event Services. Departments and Non-university groups must contact the Registrar's office directly.

When can reservations be made?

Student organizations can start reserving rooms March 1 for the next academic school year and December 1 for summer.
Student organizations reserving space for events or activities are encouraged to make reservations as early as possible, up to one year in advance.
Academic units and non-IUPUI affiliated clients may reserve space 13 months in advance.

All student organizations and department/schools must fill out a Room Request Form and return it to the Campus Center Administration Office located in CE 278 or by fax at (317) 278-0828. Inquiries about room availability can be made by phone at (317) 278-8511. Reservation requests cannot be made by phone or e-mail and holds will not be placed for specific rooms. Non-IUPUI affiliated clients must sign a contract provided to them at the time of the reservation request.

Event Services staff work Monday – Friday from 8:00 am – 5:00 pm. Hours vary during vacation periods and summer.

What information do I need to provide to make a reservation?

The name of the event
Describe the name of the event/meeting that is taking place in the room. The name you provide will be listed on the electronic signage outside of each meeting room. This will help people find the right room when they are coming to your meeting or event.
Sponsor
The name of the client whom the reservation is for. The organization placing the reservation will become the primary contact.
Contact Name and Phone
The name and phone number of the PRIMARY contact for the organization.
Date of Event/Meeting
The day the event or meeting is taking place.
Event Time
This is the time the meeting/event will start and end. The set up and clean-up time before and after the meeting/event will need to be included with your organizations reservation.
Room Set Up
This describes the way the room is to be set. Set up options include classroom style, cleared room, conference room, exhibit hall, lecture, open square, tables only, u-shape w/chairs and u-shape without chairs. We can also do banquet style which standard is rounds of 10 however, tables can have fewer chairs if requested.
Number of People Expected
The number of people expected to attend your event.
AV Needs
Special equipment needs such as media podium, microphones, easels, etc.
Other Needs
Examples of other needs include items such as registration tables and a phone line activation.

When is a reservation request confirmed?

When a reservation request is made, it can take up to three business days for Event Services staff to process the reservation. Once it is processed, a confirmation e-mail will be sent to the primary contact person. It is that person's responsibility to read and adhere to the Campus Center Policy and Procedures Manual as well as the confirmation details.

How can I make changes after a reservation is confirmed?

Changes or cancellations can be made by phone to the Event Services staff at (317) 278-8511 or in person. Only the contact person who makes the reservation can make any changes to the reservation. Changes should be done no later than three business days in advance of the event date. Changes closer than three business days, may not be honored especially on weekends.

Are there costs associated with using meeting space?

There are four different categories of pricing for Campus Center usage. Category A is for registered student organizations and they do not pay a room rental fee unless the student organization is reserving the Game Room. Student Organizations pay $10/hour to reserve the Game Room. Departments/schools pay a reduced IUPUI rate under Category B. Non-IUPUI affiliated clients fall under two different pricing plans based on their designated classification either Category C or Category D. For complete details, please read the Campus Center Room Rates. There can be additional costs associated with meeting room usage under the following conditions:

If rooms are reserved, not used, and not cancelled within 2 business days prior to a scheduled meeting/event.
If a meeting is scheduled to begin earlier or end later than normal building hours (only on permitted days).
If overnight storage is requested.
If the room is left in a condition that requires additional cleaning.
Security is determined to be necessary for the event.

Why is there a cancellation/no show fee?

The three tier cancellation/no show policy was implemented so that if there was a need for cancelling an event, Campus Center administration would have advance notice and be to offer the space to another client. A $50 late cancellation fee will be charged for meeting rooms if the space is not cancelled at least two (2) business days in advance and/or the event space is not used. If you fail to cancel for a second time, it is $75 and for a third time it is $100. The late cancellation fee for Information Tables is $25.

What category does my student organization or department fall under if it is hosting an outside client?

If a student organization or department is hosting the outside group, they must assume responsibility for being the primary contact to get reduced pricing for the outside group.

If a student organization or department is hosting an outside group but are not the ones doing any planning, then it would fall under Category C. This category was created to recognize the importance of partnerships that the campus community has and to continue them. A client qualifies for Category C when it falls under one of the following descriptions:

Non-profit and non-university organizations sponsoring community service related events
Government agencies sponsoring non-profit educational or service-related events
School districts, including charter schools educational activities
Non-profit and university department hosting conferences and workshops which registration and entrance fees are charged
Non-profit organizations must provide a copy of their tax exempt certificate

If an outside client does not fall under one of the above descriptions then it would fall back under Category D which is for all external clients.

What is the Food Service Policy?

Food Service is provided by Chartwells on the IUPUI campus. Four Course Catering is the caterer that must be used. However, there are some exemptions to the exclusivity policy for not using Chartwells. If you think you are going to need food service, read the Food Service Policy.