Eternal Organizations
External Organization Events: Events hosted by organizations or individuals that are not associated with and have no collaboration with USI—they are not a USI Department, Student Organization, or USI entity.
USI recognizes its obligation as a public institution to provide services and facilities to the community, regional area, and other external organizations or individuals. These organizations or individuals are welcome to reserve space at those times when members of USI community have not previously booked the particular space and according to the following deadlines:
- After April 1st, requests from non-USI entities are honored on a first come, first-served basis for reservations August 1st – December 31st.
- After November 1st, requests from non-USI entities are honored on a first come, first-served basis for reservations January 1st – July 31st.
Reservations by external organizations or individuals will not be accepted for:
- Profit-making activities or for other activities that are not consistent with the purpose and mission of the University of Southern
- Space will not be reserved or rented to an organization or individual that is in competition with USI
- Reoccurring meetings (ex: weekly, bi-weekly, monthly meetings).
- Event tables (except when coordinated with USI Career Services and Internships as appropriate).
FORM REQUIREMENTS:
- External organizations or Individuals will be required to sign a Facility Rental Procedure and Agreement.
- The agreement includes, but is not limited to, USI policy, fees, and insurance requirements.
- A Certificate of Insurance will be required for external organizations or individuals utilizing space at USI.
- If the external organization is exempt from Indiana State Sales Tax, an Indiana Dept. of Revenue General Sales Tax Exemption Certificate, ST-105, is required with this signed agreement.
- NOTE: If the ST-105 is not received, tax exemption will not be considered after the event has concluded and tax will be applied as applicable.
- Upon receipt of the Facility Rental Procedure and Agreement, certificate of insurance, and ST-105, a Special Events and Scheduling event planner will be assigned to the event. The event planner will coordinate the support services (set up, signage, food service, a/v, etc.) and any other needs necessary to guarantee a successful event.
INVOICE INFORMATION
- External organizations will be invoiced for event-related charges after the event has occurred.
- NOTE: External organizations with unpaid invoices will not be allowed to schedule space on campus until all unpaid invoices from Special Events and Scheduling are paid in full.