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Forms

Planning an Event

The first step for any event is completing the Event Notification and Authorization Form.
This form needs to be turned into the Event Management Office, 3630 Memorial Union.


The Event Authorization Committee exists to ensure that the proper guidelines are adhered to for the University and to assist you in the planning and preparation of your event. Members of the committee will represent the following areas FP&M, DPS, DOR, SAC, ISU Dining Recreation Services, Risk Management and Event Management.

Based on the type of event you are holding, you may or may not have to meet with the Event Authorization Committee (EAC). All student events must be approved by the Event Management Office. If you have further questions please call 515.294.7226.


There are several resources that will assist you in planning your event:


  • Banners in the Memorial Union
    Banner space is available on the West staircase and may be reserved through the Event Management Office, Room 3630. There is no fee for this service. 515.294.0954
  • Booths/Tables in the Memorial Union
    Registered Student Organizations and ISU Departments may reserve a booth or table through the Event Management Office. If you are selling items, an Event Notification & Authorization Form needs to be completed and submitted to the Event Management Office, Room 3630. There is no fee for this service. 515.294.0954
  • Display Cases in the Memorial Union
    The MU has five hallway display cases that may be reserved for 1 - 2 weeks at a time through the Event Management Office, Room 3630 if you are a Registered Student Organization. There is no fee for this service. 515.294.0954
  • Easels at the Memorial Union
    Easels are available for use in the main corridors on the day of an event scheduled in the MU. Please ask the MU Main Desk for assistance. There is no fee for this service.
  • Flyer Distribution Service [DOWNLOAD]
    The Student Activities Center provides a flyer distribution service to registered student organizations and Iowa State University departments. Delivery areas include campus housing, campus buildings, fraternities and sororities and a few spots in campustown. There is a fee for this service. 515.294.8081

  • Table Tents

    • Memorial Union [CLICK HERE]
      Registered Student Organizations and ISU Departments are eligible to sign up for inclusion on the Student Union Board weekly table tent in the Memorial Union Commons. Forms must be submitted in person in the East Student Office Space on the 1st floor of the Iowa State Memorial Union. This service is free. 515.294.8081
    • Maple-Willow-Larch and Oak-Elm DOWNLOAD
      Registered Student Organizations and ISU Departments may request reservations from the ISU Dining Administrative Office for table tents in Maple-Willow-Larch and Oak-Elm Dining Centers. 515.294.3856

  • Food Vendors - Insurance Fact Sheet [DOWNLOAD]
    This form is utilized when a student organization would like to utilize a food vendor on campus. If you have specific questions please contact the Office of Risk Management at 515.294.5315.

  • Mass E-mail or Mailing List Request [DOWNLOAD]
    The Office of the Registrar provides this service. This form is for a registered student organization that would like to send a mass e-mail or mailing to students. There is a fee for this service. 515.294.1840
  • Meeting Rooms within the Memorial Union
    Registered Student Organizations may reserve meeting rooms in the MU at no cost. These rooms can be reserved through the Event Management Office, Room 3630, Room reservations begin on March 1 for Fall and November 1 for Spring. Reserve early! 515.294.0954
  • Posting Guidelines for Non-Instructional Materials [DOWNLOAD]
  • Signboard Reservations [DOWNLOAD]
    This form is used to request a signboard to promote an activity on campus sponsored by a registered organization. Boards are reserved on a first come, first served basis. This service is free. 515.294.0954.

  • Trademark Use
    Whenever your organization creates a t-shirt, mug, pen, cap or any other product representing Iowa State, make sure the products come from businesses licensed to use the university's mascot, school name or other logos. Learn more about the ISU Trademarks from the ISURF website.