General Policies

CANDLES, ETC.
Candles, oil lamps, or open flames of any kind are not permitted without prior permission from the Director of Conference Services.

CONFETTI, ETC.
Confetti and other similar items may not be used as any from of decoration. 

FOOD SERVICE AT EVENTS
Requests for food service must be made directly with Pioneer College Caterer’s at least two weeks in advance of your event. 

To maintain the appearance of our event space, especially carpeting, the following limitations are placed on food items served at events. Red beverages, such as punch, are not permitted. Typically, stains resulting from spills cannot be removed. Heavy icings on cakes, cookies, etc. are not recommended as these often result in stains that cannot be removed. Items with red or dark color icings are not permitted in any carpeted areas. Also, items with icing are not permitted in carpeted areas of the Phillippe.

SOUND LIMITS
Amplified decibel levels shall not exceed an average of 95 for any duration longer than 30 minutes including sound check times.  If a department-employed technical operator determines the sound limit policy is being violated the Department reserves the right to cancel the event or terminate sound amplification.  Note:  The final decision to cancel the event or terminate the sound amplification will be made by a member of the IWU Professional Staff (as opposed to student staff).  The event sponsor will be warned that the decibel limits are being exceeded and therefore provided with an opportunity to correct the violation prior to a decision to cancel the event or terminate sound amplification.

TABLE CLOTHES AND SKIRTING
Requests for table clothes and skirting is made directly through Pioneer College Caterers by calling X2312 or emailing catering@indwes.edu . 

TECHNICAL ASSISTANCE
Requests for sound, lighting, and presentation equipment and/or assistance must be made through Conference Services at least two weeks prior to an event. 

TENTS
Placing of any tents on campus should be first coordinated through Conference Services.  Conference Services will then coordinate with Facility Services and Information Technology to ensure proper placing. 

OUTDOOR EVENTS
When requesting an outdoor event, a planned rain location must be provided. If there is not a planned rain location, it will be assumed that the event will be cancelled if there is inclement weather.
For the safety of persons involved and protection of university equipment, we will abide by the following. When scheduling an outdoor event that requires tech support and/or university equipment, the final decision regarding whether or not to proceed with the event outdoors resides with the tech staff. In case of inclement weather (precipitation or low temperature), the tech staff will consult with the event planner. However, the tech staff reserves the right to determine if an event can still be held outside or must be moved indoors. Also, if an event utilizing tech support is already underway and it rains, etc. service for the event will end immediately.

SOLICITATION
The rooms and facilities of IWU are not to be used to hold parties, demonstrations, shows or ventures for the purposes of selling or soliciting by individuals or business entities. The University will not assist commercial agents in contacting students, nor is it allowed to make student directories or campus postal facilities available.

The only exceptions are the use of appropriate venues for approved fundraisers and public relations events sponsored by recognized IWU student organizations and university departments.

Students, student groups and off-campus persons selling or promoting commercial products or services are not permitted to sell door-to-door in the residence halls. The residence halls are not public or private venues for business ventures by students (including babysitting or solicitation of magazines, makeup, home décor, etc.).

SUNDAYS
The University avoids scheduling meetings and events on Sundays to promote Sabbath-keeping and to encourage community members to participate in worship and activities provided through local congregations. In addition, our hope is to restrict the amount of work required to support events on Sundays.  Requests for meetings and events on Sundays should be limited as much as possible to necessary functions. 

VENUE INFORMATION

Century Dining Room
Please be aware that the furniture that is currently in the Century Dining Room is the furniture that will be used for any functions held it that room. Unlike the banquet rooms, the furniture cannot be removed, and additional furniture (i.e. round tables) cannot be added.  

When using that space, set-up options are:

  • Square or rectangle (2 square tables pushed together) with chairs around them
  • A large rectangle – board style – with chair around
  • 2 medium rectangles – board style – with chairs around

The maximum capacity is 68, however that number decreases each time you push a table together.  When utilizing the board style option, you can only seat 68 if individuals sit around the edge of the room. There is a possibility your event will not need all of the tables and chairs. These pieces of furniture will remain in the room and off to the side.

Piazza Terrace

  • The room is available as-is. Please do not remove or add furniture to this room. You are welcome to rearrange the existing set-up but please return the space to its original set-up.
  • A sign will be placed outside the Piazza Terrace indicating the space has been reserved.

Jackson Library Room 17
Please note that no food or drink is allowed in this room – no exceptions. If you need to serve refreshments you will need to request a different room.

Current:  3/31/09 mcs