The purposeful/intentional gathering of a group of 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 outlined in the USI Handbook Policy F.17 Priorities for Use of University Buildings and Facilities.
University facilities may be reserved on an as-available basis to hold meetings or conduct activities consistent with the mission of the organization and the University. Certain requests must be submitted to Special Events and Scheduling (SES) with at least five (5) business days' notice prior to the event in order to allow time to schedule, staff and notify essential campus service providers, including but not limited to Public Safety, Facility Operations and Planning, Information Technology, Risk Management, Environmental Health and Safety and others. These essential campus service providers rely on multiple daily automated reports originating from Special Events and Scheduling’s Space Request System to perform vital duties for our campus community. Security walkthroughs, unlock/lock schedules, custodial, HVAC, maintenance and grounds reports rely on accurate and timely information delivery. Bi-annual space utilization reports are also required by state agencies.
Please describe any activities you are planning. The description can be short but should be detailed (e.g., "Department meeting" or "Zipline, mechanical bull, inflatables").
This information is necessary for our approval process, as certain activities require additional guidelines and waivers related to risk mitigation and environmental health and safety. Your assigned event coordinator will provide you with any applicable guidelines, waivers, and additional instructions.
Internal departments/programs and registered student organizations are not charged for use of space (room charges will not be billed) but additional charges may apply for Facility Operations and Planning work orders, Information Technology services, USI Dining catering orders, USI Public Safety parking services, or additional personnel expenses, as applicable. Please work with your assigned event coordinator to discuss what additional services you might need, and what expenses may be involved. Contact usispecialevents@usi.edu or call 812-464-1930 with questions. Please visit the USI Business Office Financial Manager page to reference the correct fund-org number for your department/program or registered student organization.
We suggest you use the filters on the Space Request System to browse by specific locations, then by date(s)/time(s) available.
We suggest you browse locations by date(s)/time(s) preferred, then scroll through the space options available to request or reserve.
We suggest you use the Space Request System to browse campus locations and date availability in advance. Remember, you can easily see room details (including capacities, furnishing arrangements, and photos) from this view by clicking the room name. Once you have a plan in mind, email usispecialevents@usi.edu to get in touch with an event coordinator.
Click the magnifying glass icon to the right of the Affiliation drop down. In the search box, enter the first few letters of your department/program or organization name. Select the correct result. If you are unable to find your department/program or organization, please select the most appropriate generic Affiliation (“USI Department/Program” or “Registered Student Organization”) and make a note in the event description area. To request revisions or additions to the available Affiliations and associated contact defaults, please contact USI Special Events and Scheduling at usispecialevents@usi.edu.
Please email usispecialevents@usi.edu to connect with an event coordinator. Plan to provide the following information, along with your date and time preferences, anticipated attendance, and a short description of the event you plan on hosting:
All catering orders must be submitted at least 14 days prior to your event. Visit USI Dining’s CaterTrax to place an order. A reservation number from USI Special Events and Scheduling is required to place an order.
The final catering guarantee is due 7 days prior to your event.
Review all event orders provided by your event coordinator and communicate any changes within 5 days of your event.
Additions and/or changes received less than 5 business days before an event may not be accommodated.
When you receive a reservation confirmation, please review it thoroughly. Communicate any specific needs or changes with the event coordinator directly, including facility setup, audio-visual elements, parking, additional personnel needs, etc.
Failure to comply with university policies may result in forfeiture of the ability to use USI facilities, equipment, and services. Violations may also be referred to the appropriate law enforcement or environmental safety authorities.
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 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 and attendees to their function. Individuals and/or groups will be charged for repair, replacement, or cleaning resulting from damage to the facilities, equipment, inadequate clean up, or the resetting of a room.