Event and Space Approvals
Special Events and Scheduling may forward reservation requests to Public Safety, Risk Management, Environmental Health and Safety, Facility Operations and Planning, and/or other USI entities to seek approval for specific events or activities that may include (but are not limited to) a level of risk, environmental or grounds concerns, and/or may require Public Safety Officer presence. Events may be denied or asked to find alternate solutions for specific concerns.
Scheduling Response Time and Unconfirmed Requests
Special Events and Scheduling typically provides a response or confirmation of an event within five (5) business days upon receipt of the request. If an event requires approvals, the response time may be longer. Requests submitted with one business day or less notice may not be confirmed.
A reservation request submitted via the online form does not guarantee the event has been scheduled; only upon receipt of a formal confirmation from Special Events and Scheduling has the event been officially scheduled and space reserved. Groups or individuals are not permitted to use a space without a confirmation from Special Events and Scheduling. Groups or individuals found to be using such spaces without a confirmation from Special Events and Scheduling may be asked to vacate the room by Public Safety, particularly when conflicts of space arise. Consistent use of space without notifying Special Events and Scheduling or without a confirmation may result in reservation privileges being suspended.
Academic Space
Reservations confirmed for academic spaces may be moved if an academic class is scheduled during your event. All efforts will be made to find another suitable location for your event.
Reservation Holds
Special Events and Scheduling can hold spaces on a tentative basis for up to two (2) weeks. After that time, if the group has not confirmed the space, the space will be released.
Right of Refusal
USI reserves the right to refuse the use of USI facilities at any given time. In these instances, the reason for such refusal will be explained to those involved.
Appropriate Space
Special Events and Scheduling assigns events to the most appropriate space available. Requests for specific rooms or space will be honored whenever possible and when in compliance with that particular space’s priority usage and policies. Special Events and Scheduling reserves the right to re-assign space when necessary and will notify requesting groups of unexpected room changes prior to their scheduled event.
President’s Suite
All requests for the President’s Suite must be submitted to the President’s Office for approval.
Approvals granted for the Presidents Suite, by the President’s Office, may be forwarded to Special Events and Scheduling. Once the approval and a reservation request form is received, the space may be reserved.
General Buildings and Ground Space
Every person with legitimate business at USI has the privilege of free access to public areas on USI grounds including sidewalks and streets. Free access is available to buildings during regular operating hours; such hours are determined by the president or designee. These areas include corridors and office areas in buildings and academic classroom centers, library rooms and common areas.
The president or designee may deny this privilege of free access to an individual or group which disrupts the normal operation of USI.
Reservation of Space
Public area space as defined as space that may be reserved by registered faculty, staff or Student Organizations. Public groups, organizations, or agencies may reserve these areas if approved by Special Events and Scheduling.
Soliciting for monetary reasons or selling will not be permitted in public areas except in cases of Student Organizations whose activities are approved through Student Development or other USI organizations as approved by the president or designee.
Use of Public Space vs Reserving Space
A purposeful/intentional gathering of a group or individuals on a specific date/time/location on campus with the expectation that the space will be reserved upon arrival, requires a reservation through Special Events and Scheduling as well as a contract and certificate of insurance. Groups or individuals without these expectations may be considered to be using areas on USI’s campus as public space; accepting campus in as-in condition and/or avoids areas being used for an event, etc. (example: walking on campus).
Cancellation Procedure
Special Events and Scheduling requires all cancellations to be received 7 days prior to the event. If the event has food catered through USI Dining, the cancellation also must be received 7 days prior to the event, or the event will be charged the full price of food.
If you are notifying Special Events of a cancellation on a weekend or after normal business hours, please call 812-464-1930 and leave a message. If you are notifying Special Events of a cancellation during normal business hours (8 a.m. – 4:30 p.m.), please contact your event planner.
Special Events and Scheduling reserves the right to cancel a reservation due to the following reasons:
- The certificate of insurance has not been received
- The contract has not been signed and returned
- The department/student organization account has been frozen
Reservations may be released per the request of the University president, vice presidents, or Public Safety. If Special Events and Scheduling is required to cancel your reservation(s), you will be informed and given time to reschedule your event.
Space/Facility Usage Guidelines
Use of space for purposes other than those for which it has been designated is not permitted. Space will not be reserved or rented to any individual, group or organization that is in competition with USI programs. Users who misrepresent an event or affiliation in order to avoid fees and charges or compliance with general policies may have reservation privileges suspended and incur additional charges.
Individuals and/or groups will be responsible for the behavior of members of their organization. Individuals and/or groups will be charged for repair, replacement, or cleaning resulting from damages to the facilities, equipment or for inadequate clean up.
Violations are subject to the following:
- 1st Offense: Written warning
- 2nd Offense: Fee
- 3rd Offense: Possible loss of privileges; the opportunity to reserve space/host activities may be revoked for the remainder of the semester