STUDENTS

Registered Student Organizations are able to reserve spaces in HMSU for no room rental costs. Spaces can be reserved to host several different types of activities, from meetings to social gatherings. A few notes to consider when requesting space in HMSU.

• The Organization must be registered with Student Activities and Organizations.
• Reservations are accepted on a first come, first served basis so plan ahead.
• Place your reservation a minimum of two business days (48 hours) in advance.
• One person from the group should be designated as the contact person.
• Space is assigned based on the event details given at the time of scheduling.
• Whenever possible, the same room will be assigned for recurring meetings.
• There are maximum capacities to each room based on fire code regulations that must be followed.
• Cancellations of spaces must be made within 24 hours so that the organization does not receive a no-show violation. Three violations of any kind within a semester may lead to the organization losing reservation privileges on campus.

UPCOMING EVENTS

Event Planning Meeting for Students:  Location date and time-TBA

WEEKLY AND PERIODIC MEETINGS

Recurring Meetings: HMSU can be reserved by registered Student Organizations for reccurring meetings. Space may be reserved no more than one year in advance on a first come first serve basis, except as noted in the Priority Schedule. When a recurring meeting is being scheduled, the same room will be assigned for each meeting date whenever possible. To minimize confusion and duplication, we ask that only one person from your group be in contact with Conference and Event Services staff. Once the reservation is made, your organization may not re-assign the space to another group, or have a different type of event than what was planned.

The Dede rooms are not scheduled for regularly occurring meetings, with the exception for Dede III, during non-prime hours. Non-prime time hours include, 9:00pm – 11:45pm, Monday thru Thursday and 5:00pm – 11:45pm on Sunday. Additionally, the 9th floor of HMSU is not reservable for recurring meetings.

You will be e-mailed or given a copy of the confirmation detailing your meeting rooms for each meeting date. Please keep a copy of the confirmation for your records. Conference and Event Services and HMSU staff reserves the right to change reservations to rooms if deemed necessary.

No room will be opened for any group that is not listed on the daily reservations report provided to the HMSU staff. You will need to contact Conference and Event Services the next business day if there is a discrepancy with any room reservation. Classroom space in academic buildings may be available at no charge. Requests are processed on a semester basis, after classes have been accommodated.

SPECIAL EVENTs and meetings

• PLANNING YOUR EVENT

• If your group is currently registered with Student Activities and Organizations, event space in Hulman Memorial Student Union can be scheduled at no charge. For more information visit http://www.indstate.edu/hmsu/rm_policies.htm.
   
• Spaces in other buildings that are reservable with service fees/rent for usage:
  • Student Recreation Center
  • Tilson Auditorium Facilities
  • University Hall Theatre in the Bayh College of Education
  • Indiana State University Hulman Civic Center

• Financing Your event
  

• Let’s talk! Everything has a cost. Your event is no exception. You may not pay the fee, but there is a cost to someone(s) to provide support for your event. We will help you find the room that bests matches your event need and budget.
   
• Be prepared to spend some money.
  It does not have to be your money, or your group’s money:
  • Are you receiving departmental support?
  • Did you receive a grant for this activity?
  • Are there spending restrictions placed on your funds?
  • Are you getting sponsors for financial support?
  • Are you charging a fee to attend your event?
  • In short, what is your budget?
  
  
• If you as an individual student wish to reserve a space for a private event, regular rental fees apply and a certificate of insurance is required.
  
  
• Additional costs/fees for events:
• Catering
• Per Person Setup Fees
• EMTs
• Security
• Ushers
• Audio Visual support
• Miscellaneous other fees
   
• A quick word about fundraising: CO-SPONSORSHIP w/off-campus organizations in Hulman Memorial Student Union: University co-sponsored events are programs, conferences and/or meetings involving two entities – a University department or student organization and an off-campus organization such as a professional association. If a group plans to
  co-sponsor an event in HMSU, they should indicate this to the Event Services staff and provide names of all co-sponsoring groups. The on-campus sponsoring group should be aware that the organization making the reservation is responsible for payment and for maintaining the proper condition of the facility. The on-campus sponsoring organization/department will be expected to make all reservation setup requests and to be present at and monitor the event.
   
  • "Fronting": Events scheduled in the Hulman Memorial Student Union are primarily for the members of ISU and must comply with the policy prohibiting "fronting". Fronting occurs when an on-campus organization is used to represent primarily the interests of an off-campus group. Hulman Memorial Student Union does not recognize co-sponsorship between non-University groups and student organizations or campus departments when the co-sponsorship seeks to reduce applicable costs for facilities or services. Groups should not use their privileges for access to HMSU spaces inappropriately to "front" for a non-university group or commercial vendor in order to avoid or reduce rental rates. On campus organizations can only reserve space for events of which they directly sponsor, are integrally involved in, will be present at, or receive funds/profits from. Users that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional charges and may have reservation privileges suspended.

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http://ems.indstate.edu/virtualems/


 

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