University of Southern Indiana
Student Scheduling

How to plan student group meetings and events

The easiest way to plan your meeting or event is to go to the Student Scheduler in UC 017 and pick up an Event Reservation Form. This form lists appropriate questions for planning your meeting or event.

When you visit the office please have the following:

  • University account number
  • Date and time of meeting
  • Possible places for your meeting
  • How many will be in attendance
  • Any special needs (food or AV)
  • Detailed Description of activities

If you can’t visit the office, you can access an electronic Event Reservation Form online at:

After you have scheduled your space and you receive your confirmation, verify that everything on it is correct.

If you have any food needs, contact the catering office in UC 213 or by phone at 812-464-5267 or 812-465-1652.

Once your event has taken place, Scheduling Services and USI Dining ask that you evaluate the process and service delivery that you experienced in planning and holding your event – telling us what we did right, as well as where we may improve. We are anxious to have your evaluation, suggestions, and recommendations. The Student Scheduler will be reviewing the surveys as well as the results complied from the responses we receive.

Outdoor Events
Events involving the use of amplification must add a standard clause on all contracts, which will give the sponsoring organization the right to request the artist/provider to reduce the volume output. All contracts must be approved the Office of Student Development Programs. All technical riders must be approved by the Office of Scheduling Services. The student organization scheduling the program is accountable for the performance and volume output of the participating artists and/or individuals. If requested by an appropriate University official, the responsible student organization designee will be expected to reduce the volume output. Failure to do may result in immediate termination of the scheduled event and subsequent use of USI grounds by the sponsoring organization and artists involved.

If the registered student organization does not have an on campus agency account they must pay a minimum deposit of $200 and groups with a campus agency account must have a minimum balance of $200 three days prior to the event; the amount may be set higher depending on event (determined by Student Development).

Arrangements for set-ups (including but not limited to staging, electrical needs, tables, chairs, portable restrooms), teardowns, cleaning, and damage repairs are at the expense of the sponsoring organization. Physical Plant in conjunction with Office of Student Development Programs and Scheduling may estimate the associated costs.

If you are planning an outdoor event, review the outdoor event policy found in Appendix C, Section 4 of the “Students Rights and Responsibilities: A Code of Student Behavior.” If this applies to your event, fill out the Outdoor Event Proposal and schedule a meeting with a Program Advisor in Student Development Programs.

Office: UC 017
Telephone: 812-465-7080
Email: Scheduling Services

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