| Activities & Events Procedures |
Here are some common event procedures that relate to university organizations.
Academic Building Foyers
Competition for table spaces is fierce in buildings with heavy traffic, so plan ahead. Be considerate enough to cancel your reservation if your group's plans change. Building Supervisors have a variety of policies regarding the number of days they allow a group to reserve each semester, how far ahead they will schedule, and sanctions for not showing up and not canceling. Direct such questions to the Building Supervisors, not the Event Management Office.
Food at Events
There are extensive regulations and liabilities regarding food at events which includes cook outs and bake sales. Click HERE for more information.
Sales and Solicitation
It is the policy of Iowa State University to permit solicitation in university buildings and on university property by registered university organizations only. Solicitation shall be defined as any commercial, profit-making, or fund-raising activity as well as activities which involve petitioning, canvassing, campaigning, or distribution of literature. Solicitation shall be permitted when consistent with the guidelines outlined in this section.
Any fund-raising efforts performed on campus must be planned, sponsored, and coordinated by a registered university organization, not be sponsored by an individual or by a for-profit company outside the university. The organization sponsoring the fund-raising must obtain the product to be sold, advertise, deliver the product, and handle any complaints. Monetary transactions should be conducted through the Campus Organization Accounting Office. Credit card application solicitation is prohibited on-campus.
Advertising of any fund-raising efforts (on-campus, through university mail service and/or through campus mail) must be done within specified guidelines for distribution of material. The material must clearly state the name of the organization sponsoring the fund-raising effort, and include a contact address and/or telephone number of the organization. Fore additional detail: http://policy.iastate.edu/
Raffles & Gambling
You will need to fill out the Activity Authorization Form and fill out the appropriate Gambling Permit information with Campus Organizations Accounting Office, 3578 Memorial Union, 294-1633.
Risk Management/Insurance
Some of the events held on-campus may require special consultation with the University Risk Manager and need additional insurance. The following activities may need additional insurance: races/walks, car bashes, outdoor concerts, major events, fireworks, and weddings. Large gatherings or activities such as dances or concerts which might require law enforcement personnel include:
- Routes for races or walk-a-thons (on and/off campus).
- Closing streets or barricading sections of a street.
- Groups need to notify typical users of those streets that they will be closed, which may require an ad in he Daily.
- Directing traffic.
- Special use of parking lots.
- Fireworks.
In order to have any of the events listed above authorized please contact the Event Management Office at 294-1437 to receive a consultation.
Voter Registration
Voter registration shall be permitted in university buildings and on university property in accordance with guidelines outlined in the "Sales and Solicitation" section on this page and in the Student Information Handbook. Voter registration shall be permitted in the residence halls upon registration through the Student Activities Center and the authorization from Department of Residence. Registration will acknowledge agreement by the sponsoring organization to abide by the established procedures:
VEISHEA Activities
For scheduling, coordination, staffing, and security reasons, it is important that students planning on campus activities during the week prior to VEISHEA and during the VEISHEA celebration do so with ample advance notice. Therefore these events must be approved and scheduled at least 30 days prior to the week of VEISHEA. Questions should be referred to the Event Management Office (294-1437) or VEISHEA (294-1026) - www.veishea.iastate.edu
Outdoor Areas Use Policy
Request authorization and adequate time to review requests is required to minimize conflicts with routine campus activities and other planned events, and allow you adequate time to acquire support services. Examples of support services: identify buried utilities "locates" for tent stakes; electricity for cooking, lighting, and sound systems; trash receptacles; barricades. Charges may be associated with support services. Additional information can be found in ISU policy library - http://policy.iastate.edu/policy/facilities/use/ and in the Activities & Events section of this resource manual.
Outdoor Areas Use Policy
Use of University space and facilities is a privilege. Special rules apply to some activities and some locations so that the university can manage the time, place and manner in which events are conducted on campus property. These rules may be found in the Policy Library at http://www.policy.iastate.edu and any policy updates or changes are available from the Event Management Office, 3630 Memorial Union, (515/294-1437). The Use of Facilities Policy, as approved by the Board of Regents, is available for reading online at http://policy.iastate.edu.
Organizations wishing to use outdoor areas must first complete an Activity Authorization Form and receive a consultation from the Event Management Office (294-1437). Following such a consultation, the organization may need to make particular arrangements regarding location, electrical power needs, custodial services, and provision for liability with the Facilities, Planning and Management (294-0692). The following pages will explain the Event Authorization process. Vehicles are not permitted on sidewalks, lawns, etc. Permission to have vehicles in any area other than streets or parking lots must be obtained from the Department of Campus Services, Physical Plant.
University Facilities and Services
Each registered organization is entitled to the use of university facilities and services. Included in this section are some of the services available along with some of the policies and procedures regulating their use. Where there is a charge for services an Intramural Purchase Order should accompany the request. Copies may be obtained from the Campus Organizations Accounting Office, 3578 Memorial Union (294-1633).
NOTE: The laws of the State of Iowa provide that no employee in any capacity shall use for personal purposes any university property or service. No one shall be permitted to remove for personal use from any buildings or grounds any property belonging to the university, even though it may seem to be of no value. This regulation would apply to the personal use of university property or service by members of registered organizations. The Student Activities Center can help you find out if your groups' plans interfere with any University regulations or City ordinances. Questions about parking, blocking streets, noise ordinances, alcohol ordinances, fires, protests, etc., are better answered ahead of time.
