Special Events Requiring Room Rental Fee
A group has the option of going to the Memorial Union where the facilities are
free to recognized University organizations,
or going to the Scheman Building
where the rental fees will be determined by the staff working with the group.
General university auditorium rental starts at $195 ($250 for all day), and smaller
classrooms start at $60 ($90 for all day) for University organizations and special event
groups. Only as a last resort will closed buildings be opened and rental rates will apply.
The rates listed are as of January 2006 and are subject to change.
Rental rates for campus facilities cover costs including: unlocking and locking, custodial care,
and maintenance.
1) If a registered organization is conducting a meeting,
educational seminar or a performing arts event where no admission will be
charged, the event will be placed in an open room that meets their specific
event needs. If the rooms that are usually open are unavailable, the group will
be placed in an alternate room based upon the event and room needs.
2) If a registered organization is conducting a meeting,
educational seminar or a performing arts event where admission will be charged,
a room rental fee would be applied, even if the room is usually open for
evening scheduling. An intramural needs to be signed by the Auditor and then by
Room Scheduling to complete the room reservation.
3) If a registered organization will be conducting a
meeting, educational seminar or a performing arts event with expected
attendance over 250, the group is required to hire a minimum of two (2) trained
University Security Personnel through the Department of Public Safety (DPS) to
remain throughout the event. The Room Scheduling Office reserves the right to
hire security for the event if it deems necessary for the protection and
security of the building and its general public. All groups will be notified in
advance of this additional charge.
Staff in the Department of Public Safety and Room Scheduling, in consultation
with the sponsor of the event, will make the decision regarding the required
number of security officers. Factors such as the expected crowd size, history
of problems at events the group has sponsored, and organizational planning and
support will be considered in the decision. The request for security must be
arranged at least 10 days prior to the event.
4) Groups will be held responsible for the actions of
their guests. If there are damages to the facilities, the group will be held
responsible for the expenses for repair or cleanup. The group will not be held
responsible if the Department of Public Safety investigation finds no evidence
to charge the group. When using a facility, the group is also responsible for
the hallways, entrance and exit areas, bathrooms, windows and doors of that
building.
5)
NO Food or Beverages are allowed in any classrooms or auditoriums. There
is NO Smoking in any buildings on campus.
6) It is the policy of Iowa State University to permit
solicitation in university buildings and on university property only by
registered university organizations. For more detailed information please refer
to the Student Information Handbook.
7) Groups wanting to use media and needing technical support or training in the classrooms or
auditoriums need to contact ITS Classroom Technology,
located in 1200 Communications Building, 294-8026.
Media equipment users may not disconnect or alter any media equipment wiring. The group will be held responsible for the expenses for maintenance, repair, or rewiring equipment resulting from such activity.
Other Special Events Room Options
These additional rooms may be scheduled through the Memorial Union, Iowa State
Center, Recreation Services, Residence Halls and Departmental Offices. To make
arrangements to use these facilities contact the following scheduling offices:
• Memorial Union, Room Reservation Office, Room 210, 4-1437
• Iowa State Center, Scheduling Office, 4-3347
• Recreation Services, 107 State Gym, 4-4980
• Residence Halls, (must be a recognized Residence Hall Organization) scheduled
by each complex
• Individual departments must be contacted directly to schedule conference
rooms.
Scheduling policies for special events room requests are available at the
various scheduling offices.
