Event Resources & Support

Event Resources

Reserve a Room

Promote Your Event

Order Promo Items, Collateral
or Exhibit Hardware

Event Planning

Please contact Betsy Cooney if you would like to request help planning or managing your event.

  • Planning and management support priority is given to events that have an undergraduate recruitment focus (events open to any student). We require access to students who register for these events.
  • Limited planning support will be provided to events that would be considered K-8 outreach. Often these events will only be provided science giveaways and materials.

Invitations & Communications to Invitees & Attendees

The School of Science uses Marketo for our broadcast email communications.  We use this system to track the open and click rates of general communications and invitations. This system also has a survey feature which can be used in conjunction with the email function.

For more formal events where paper invitations are used, we can provide you with information for several vendors who can help  design and print invitations. Several months notice is needed for design and preparation to ensure on-time delivery to invitees.

General Rules of Thumb for Event Invitations & Save the Dates

  • Mail paper communications approximately six weeks in advance of the RSVP deadline.
  • Email invites should be sent no less than three weeks prior to the event RSVP deadline.
  • Save the dates are usually sent three months in advance.  

Attendee Registration System

The School of Science captures all registrant information through our RSVP system. This data collection – especially for new events – allows you to gauge perception pre and post event.  This system also allows you to measure and gather comments about volunteer communication, venue and catering. 

The cost per event begins at around $50 and may be covered by the School of Science depending on the type of event.

Please allow three weeks for set-up. Once registration is setup, the event contact will receive an event id and password to manage their event in the system.

Publicize Your Event

The School of Science Marketing and Events team should be made aware of any department or program events being hosted in conjunction with campus.  Contact us at 317-274-4585 or mktscien@iupui.edu to learn more about how we can help promote your event.  Below you will find helpful tips for general event promotion.

Do you have a event you want to publicize?

Events are an opportunity to get the word out about your department and School; therefore, remember to include your department and the school as the sponsoring entities. For promotion of single events which are expected to be of interested to the campus community only, you may promote them through the following avenues.

School Outlets

  • E-catalyst newsletters
    • Frequency: Monthly
    • Audience: alumni, donors, internal
    • Deadline: First of the month for that month’s edition
    • Contact: mktscien@iupui.edu
  • Science listerv: 
  • This Week in Science E-Newsletter
    • Frequency: Weekly (when classes are in session)
    • Audience: Science undergraduates
    • Contact: Diana Sims-Harris
  • School & IUPUI Websites & Social Media: This includes school and department event calendars, the School calendar on the IUPUI event site, and School and IUPUI social media such as Facebook, Twitter and Instagram. Submit your event info to sosweb@iupui.edu
  • Event flyers can be placed on school bulletin boards (in stairwells between SL and LD)
  • Events can be promoted via departmental digital boards (PowerPoint slide). Contact mktscien@iupui.edu for more information.

IU/IUPUI Outlets

Beyond Campus

All releases or information intended for off-campus or external audiences must be reviewed and should be routed through the Associate Director of Communications Candace Gwaltney at 317-274-0685 or cmgwaltn@iupui.edu. The School of Science Office of Marketing and Communications have sole authorization to issue press releases on behalf of the School of Science and its department, programs and centers.

Promotional Items, Collateral, & Exhibit Hardware

COMPLETE PROMO, COLLATERAL & EXHIBIT
ITEM REQUEST FORM

Promotional Items & Marketing Collateral

The School provides promotional items based on the type of event or activity for which the items are being requested.

  • Typical items for K-8 outreach include pencils, stickers, outreach flyers. 
  • Typical items for high school outreach include pens, bags and informational packets. 

Request must be received a minimum of 2 weeks prior to event date. Submit request form.

Exhibit Hardware

Items available include table clothes, easels, literature holders, and a few banners and posters.

Request must be received a minimum of 2 weeks prior to event date. Submit request form.

Policies

Working with Children Policy
To receive promotional and collateral materials or exhibit hardware, you must complete the required steps for the Working with Children Policy. Order fulfillment will not begin until confirmation of compliance has been received.

Contact Cards
Contact cards must be distributed and returned within 2 business days of event.

Evaluation
An evaluation survey must be completed within 5 business days to help us evaluate the impact of your efforts as well as the quality of our support.


Ordering promotional items for your department or club?

Contact Betsy for vendor information: 317-274-4585 | emcooney@iupui.edu

Room + Event Space Reservations

IUPUI Event Spaces
Science Classrooms + Labs
Science Conference Rooms
Library, Taylor Hall and Campus Center Conference Rooms

Non-Science Classrooms
SELB Rooms, student lounge and atrium spaces

IUPUI Event Spaces

See the IUPUI Community Relations website for a list of spaces and contacts for avaialble athletic faciltities, outdoor spaces, and dining facilties that are available for events.

Science Classrooms + Labs

RESERVE: Contact the department rep below.

  • General SCI Classrooms | Contact: Mary Ann Black, 2741515 or mblack@iupui.edu
  • Biology Teaching Labs | Contact: Kurt Kulhavy, 274-0579 or kulhavyk@iupui.edu
  • Chemistry Teaching Labs | Contact: Jim Crase, 274-3819 or jwcrase@iupui.edu
  • Chemistry Teaching Labs | Contact: Wai-ping Kam, 278-2557 or wkam@iupui.edu
  • Computer Labs: There is one School of Science and various departmental reservable computer labs. Each lab has a different software list. Please contact the appropriate person to reserve a computer lab or to inquire about the list of software.
    • LD225 | Contact: Math, 274-6918
    • SL070 | No longer reservable. Learn more.
    • SL247 & SL 251| Contact: CIS - Joan Mason, 274-9727 or joamason@iupui.edu

Science Conference Rooms

USE: For meetings that will last up to two hours, departmental conference rooms are ideal.
RESERVE:

  • SL118 Small/Large | Earth Sciences | Capacity: 12 | Contact: Cathy Chouinard, 274-7484 or cjchouin@iupui.edu
  • SL124/SL147(hallway) | Psychology | Capacity: 18/10 | Contact: Brenda Meredith, 274-6947 or bmeredit@iupui.edu
  • LD154 | Physics | Capacity: 19 | Contact: 274-6900
  • SL280 | Computer Science | Capacity: 20 | Contact: Nancy Reddington, 274-9727 or nareddin@iupui.edu
  • LD326 | Chemistry | Capacity: 20 | Contact: Paige Humme,l 274-6872 or hummelp@iupui.edu
  • SL306 | Biology | Capacity: 20 | Contact: Sherry Dowell, 274-0577 or dowellsh@iupui.edu
  • SL165 | Computer Engineering | Capacity: 10 | Contact: Sherrie Tucker   274-9726 or stucker@iupui.edu

Library, Taylor Hall or Campus Center

USE: If your meeting will last over three hours it is usually best to schedule a conference room in the library. 

RESERVE: These rooms can be scheduled through https://rooms.iupui.edu/

  • If it is your first time using the system you will need to create an account. 
  • The browse for space option is the best option for “high Level” availability of rooms in the Campus Center, Taylor Hall and the University Library. By clicking on a room (in blue) this will provide photos and room details including capacity.
  • Once you have setup your account at rooms.iupui.edu you can then select the room reservations tab and select “room request”.  You can then select the date, time and facility.  It will automatically find space available in campus rooms based on the factors entered including attendance. 
  • Once you have selected the room, hit the plus sign on the left hand side to add it into your selected locations.
    • Hit the “continue” button at the bottom of the screen and enter your contact information.
    • You can set your contact arrival time (for setup) *but remember – there may be a meeting scheduled before this meeting that may cut down or eliminate your setup time. 
    • You can also select additional tables and equipment which are free of charge to university groups. 
    • Billing information should be pre-populated at the bottom under account number. 
    • Select “Submit Reservation” and you should receive a confirmation within a few minutes.
RoomDescriptionCapacityCost
Lilly AuditoriumLower Level stadium style auditorium in Library1000*
Lower Level LobbyUsually booked in conjunction with Library for check-in150 (standing)0*
1116 Conf RoomFirst Floor Library conference room350*
1126 Conf RoomFirst Floor Library conference room400*
2115 E-JNice smaller meeting rooms in library14-180*
CE309Campus Center Classroom36-75$20
CD307Campus Center Classroom36-75$20

*For on-campus academic units

Non-Science Classrooms

USE: These are general classrooms that do not have computer labs or lab supplies in them.  The IUPUI Registrar’s Office controls the schedule of these rooms and has strict policies that indicate No Food or Beverage. 

RESERVE: When reserving these rooms please allow plenty of time and flexibility.  During fall and spring semesters, rooms are usually very full during the week from 8-2pm.  Fridays are usually the best day to reserve rooms.

The primary contact is Mary Anne Black facilities coordinator mblack@iupui.edu 274-1515 and her backup is Ellen Richey rrichey@iupui.edu 274-1513.  They are typically very busy during the months of Late July and December preparing room schedule.  The best practice in contacting them is initially by email with as many specifics as possible including max number of attendees then follow up with a phone call 48 hours later if you have not received a response.  NOTE: Room confirmations are sometimes sent to your email address from adasa@indiana.edu with Event Summary (Reservation # xxxxxxxxxxxx) : Schl of Science (event title). Other times they may be sent directly from the scheduler.

SELB Collaboration rooms/Atrium, Science building Atrium and lounge spaces on  3rd floor in science building

RESERVE: Contact Angel Campbell acampbel@iupui.edu 274-0631.

  • EL108 Small conference room| SELB| Capacity: 10
  • EL101 Collaboration room | SELB | Capacity: 10
  • EL104 Collaboration room | SELB | Capacity: 10
  • SELB Atrium | SELB | Capacity: 75 for standing reception
  • Science Atrium (1st floor) for information tables only
  • Science 3rd floor student lounge |Capacity: 25

Conference Hosting (Collection of Registration Fees)

In August, 2011 a policy was put into place that mandated the use of the Office of Conference and Event Registration Services (OCERS) whenever “…any conference, non-credit program, professional development activity, or any event for which funds are collected and deposited into a university account…” takes place. 

Visit the OCERS website to find a copy of the policy and information on what OCERS can do to help you host your event and collect registration fees. The financial assistant in your department office has the information and knowledge to guide you thru this process to make sure that you are compliant with any and all policies governing your event.  Remember, you should never collect cash or checks. 

Please be sure to contact your department financial assistant right away when you are thinking of hosting an event.   The more lead time you have, the easier it is to get everything set up properly.

IU Hospitality Policy (Ordering Food)

IU Hospitality Policy

  • Restrictions apply to hospitality expenses. Be sure you read the IU Hospitality Policy before purchasing food or gifts.
  • The university limits the amount of University funds that each unit (school) can spend on hospitality. If you will be using a University account to pay for hospitality, contact Crystal York prior to ordering food/beverages. 

Food & Beverages

  • IUPUI Food Service is the exclusive food service provider for IUPUI and as such, must be contracted for any catering on the IUPUI Campus (over $100). Please contact the 317-274-7566 or catering@iupui.edu to make arrangements.
    • Sponsorships of events by an “outside” restaurant, caterer, grocery store or food distributor that donates (100%) food or beverage for the event. In order to insure safe food handling, a list (on the donor’s letterhead) of what is being donated must be forwarded to catering@iupui.edu and the Special Event Notification form must be filled out four weeks prior to the event notifying the appropriate campus service providers.
  • Individuals planning events on the IUPUI campus must have clearance through the Office of the Chancellor to serve alcohol on campus. Please contact mktscien@iupui.edu to arrange for approval.

Food Sales (organization fundraising or food distribution)

IUPUI Student organization and departments may choose to hold a bake sale or other food sale to raise funds, at specifically designated times during the academic year.  Food sales must conform to strict guidelines set forth by IUPUI and the Marion County Health Department.  The complete IUPUI Food Service Policy can be found at the end of this document.   During the specific designated periods groups wanting to host a food fundraiser must following these procedures to sell food in the Science and Engineering Technology Building SL, LD and SELB:

  1. Contact Angel Campbell (274-0631) to reserve space in the lounge, lobbys and other common areas of SL, LD and SELB
  2. Complete the on-line Special Events form at least seven (7) business days prior to the event.

Working with Children Policy

The following guidelines apply to all programs managed by the the School, its faculty, staff or student-organizations.

The School of Science has elected to adopt the following measures and safeguards for all School-sponsored programs that are discrete, occasional events for which a large number of volunteers are essential. Volunteers for these types of events must be working in public places, not alone with children, and be supervised by a background-checked person:

  1. A minimum 2-weeks prior to the event, the program contact must compile the names and addresses of volunteers prior to the event and email to Debbie Allard. This email should include: the program’s date(s), time(s), location(s), expected attendance (age range and number of participants), volunteer list (name and university ID) and a program contact information (name, title, university ID, phone).
  2. Programs including children must complete an online information form at least 14 days prior to the start of the program. The form can be found on OneStart, under the Services tab, then under Protect IU. A link to the form can also be found on protect.iu.edu. Recurring programs must submit/update the form at least once each year.
  3. HR will evaluate the event to determine if more information and/or background checks are necessary. HR will check the volunteer list against the sex offender registry or will facilitate background checks.
  4. All volunteers must understand that they may be subject to verification of their eligibility to volunteer with a sex offender registry list.

IU Public Safety Policy for Programs Involving Children for Credit-Bearing Service Learning Courses