Student Activities Center

Fall ClubFest Policies

Wednesday, September 11
11 am - 4 pm
Central Campus
Iowa State University

 

A full table registration includes one 8 ft table. A half table registration is two organizations sharing an 8 ft table. Organizations may request a full table, and while it is not guaranteed that they will be assigned a full 8 ft table, we will do our best to accommodate the request. Your display cannot exceed the width of the table space you've been given.

Please be aware that ClubFest will take place outdoors on Central Campus. Multiple large tents will be provided, and all tables will be placed under the tents. Please keep in mind that this event will occur rain or shine so plan accordingly. We intend to accommodate as many organizations as possible. Tables will be handed out on a first-come first-served basis, according to registration times and dates. Funding for this event was provided by Student Government.

Prior to ClubFest

  • Print Deadline: If you would like your club to be included on the printed maps handed out at ClubFest, your registration must be received no later than Friday, Sept. 6. After that date, your club will only be listed on the website and the MyState app.

  • Display Items/Props: Student Organizations are allowed to bring display items that fit neatly on top of their display table. If you would like to bring larger items that will not fit on top of your display table you will need to obtain written permission to bring the item by 5:00pm on the Friday before the event. Contact clubfest@iastate.edu  and tell us the length/width/name of the item along with your rationale for wanting to bring it. If you have not received written approval to display a larger item, do not bring it to ClubFest, as you will be asked to take it away from the event.

  • Technology: Wireless internet access is spotty at best. Please plan accordingly.

  • Electricity: Electricity is limited. If you requested electricity and we cannot provide it then we will notify you directly, otherwise assume you will have electricity if you requested it in your registration.

  • Demonstrations: We will have a designated area where demonstrations are allowed. Groups choosing to reserve space in the demonstration area will not be awarded a table in the tent area, effectively organizations choose one or the other. These groups will only be allowed to distribute one type of handout. The demonstration area will not have access to electricity. The demonstration area is an excellent space to host your group if you'd like to bring over-sized item that will not fit in the tent area. If you'd like to bring an over-sized item or be placed in the demonstration area, please include that information in your registration or email clubfest@iastate.edu as early as possible.

  • Giveaways: Only wrapped/pre-packaged food items (candy, granola bars, etc.) and other non-edible items will be allowed as giveaways at ClubFest.

  • Animals: You are not permitted to bring animals to this event, unless it is your personal service animal.

  • Metal/Wooden Structures: You are not permitted to bring any metal or wooden structures that obstruct participants view or impede pedestrian traffic. These items are a safety hazard and are not permitted.

  • Easels & Boards: We will not be providing any easels or display materials.

  • Tables: Registered groups will be given half of an 8 foot table. This table will be shared with another organization. Sponsored Student Organizations will be allowed a full 8 foot table. Any organization, regardless of tier, may request a full table, but it will only be granted if space is allowed.

Day of Event

  • Check-In: All student organizations must officially check-in with a representative from the Student Activities Center prior to setting up. When you arrive, check with the Student Activities Center table inside the small tent located just West of the Curtiss steps. You will receive your table assignment number and a staff member can answer any questions you may have. You may start setting up your display at 9:30 a.m. Unfortunately, you will not be able to check in prior to this time and will not be told your table assignment in advance.

  • Arrival Time: Arrive between 9:30 am-10:30 am. You must be checked in by 10:30 a.m. to avoid losing your spot.  ClubFest starts promptly at 11:00 a.m. Be prepared to staff your display at 11:00 am as there is always a high volume of traffic.

  • Tear Down: Schedule one or two people to tear down your display and return equipment. Everything needs to be removed that day by 4:30 p.m. Place any debris from your area neatly in trash bins provided by each tent.

  • Staffing the table: You must have representation at your table at the beginning and the end at the very least. The Student Activities Center is not responsible for your items left during or after ClubFest. Please do not have more than two club members at your table at any one time.

Strict Compliance

  • Failure to Comply: Any student organization who fails to comply with ClubFest Policies will receive a verbal warning from Student Activities Center staff. If the student organization disobeys a verbal warning or is a repeat offender, the organization may be asked to leave. Violation of ClubFest policies may also affect the student organization’s ability to participate in future ClubFests.

 

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