Resources
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, Environmental Health & Safety, 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.
Promoting an Event
There are several resources that will assist you in planning your event: Click on the name of the service for details.
· Banners in the Memorial Union
Banner space is available on the west staircase and south atrium and may be reserved through the Event Management Office, Room 3630. There is no fee for this service. 515 294-1437.
· Booths/Tables in the Memorial Union
Recognized 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. 515 294-1437.
· Display Cases in the Memorial Union
The MU has three hallway display cases that may be reserved for one to two weeks at a time through the Event Management Office, Room 3630, if you are a recognized organization. There is no fee for this service. 515 294-1437.
· Die Cut Machine in Student Activities Center
The Student Activities Center has a die cut machine available for student organization use. Make professional-looking bulletin boards and displays. The set contains 4" capital and small letters, 10 basic shapes, and basic punctuation. The equipment is located in the East Student Office Space in the Memorial Union, and can be checked out for use (on the premises) during any open office hours: Monday-Thursday 8am - 10pm, Friday 9am - 5pm.
·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
The Student Activities Center provides a flyer distribution service to recognized organizations and Iowa State University departments. Delivery areas include campus housing, campus buildings, fraternities and sororities. There is a fee for this service (Not available during summer). 515.294.8081
-Memorial Union Marquee
The MU Marquee is an on-campus electronic sign located on the south lawn of the MU (near Lincoln Way). It delivers information to the campus and surrounding community announcing events or activities that use the MU or other university facilities. Click on the title for the detailed policy and request form.
·Table Tents
Recognized 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
-Seasons Marketplace in Maple-Willow-Larch and Linden Dining Center
Recognized organizations and ISU departments may request reservations from the ISU Dining Administrative Office for table tents in Seasons Marketplace in Maple-Willow-Larch, and Linden Dining Center. 515 294-3856
·Food Vendors - Insurance Fact Sheet
This form is utilized when a student organization would like to utilize a food vendor on campus. More information can be found here: http://www.riskmanagement.iastate.edu/students/food/docs/Insurance_Fact_Sheet_Annual_Vendors.pdf If you have specific questions please contact the Office of Risk Management at 515 294-7711.
·Mass E-mail Request
The Office of the Registrar provides this service. This form is for a recognized organization that would like to send a mass e-mail to students. There is a fee for this service, $20 for the list and $26 for sending the mass email. Make sure you attach a copy of your email to this form before you bring it to the Student Activities Center for approval. Visit asw.iastate.edu, then request for services, and then mass mailing request to send the message. For more info: 515-294-8081.
·Meeting Rooms within the Memorial Union
Recognized 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 the first Monday in April for fall and the first Monday in November for spring. Reserve early! 515 294-1437.
·Signboard Reservations
This form is used to request a signboard to promote an activity on campus sponsored by a recognized organization. Boards are reserved on a first come, first served basis. This service is free. 515 294-1437.
·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.
·Texas Markers through Student Activities Center
The Student Activities Center has Texas markers available for student organizations. Use these paint sets to make professional-looking signs and banners. The set contains red, orange, blue, black, green, and yellow paints. The Workspace will check out the paints and provide the space to work on your project during open hours: Monday-Thursday 2pm - 10pm, Saturday 10am – 4pm, and Sunday 1pm - 4pm. To use the markers, must be completed, and signed by the Student Activities Center, prior to use.
