The Campus Center is a 304,387-square-foot facility with 17 spaces that can be reserved for meetings and special events, and our staff is committed to providing a high level of service to ensure a seamless experience.
Host your next event in the Campus Center
Who can reserve space
The short answer is anyone is welcome to host their next meeting or event in the Campus Center. However, there are different reservations processes and costs for different groups.
Student organizations can reserve Campus Center spaces for free, so long as they are properly registered with the CUBE Student Organization Center. Once registered, all space requests must be submitted through The Spot for full consideration. The only officer position permitted to submit events for student organizations is the designated reservationist.
Please be advised that due to the comprehensive nature of the process, it is possible to receive multiple approvals for specific aspects of an event and, ultimately, have the request denied. Members of student organizations are encouraged to familiarize themselves with the event and activity registration process through the resources provided by the CUBE Student Organization Center team.
Student interest groups who are in the process of forming a student organization will be able to reserve space for three low-risk organizational meetings within a 60-day period before full registration will be required to request space.
Departments and schools are defined as university departments and/or offices meeting to conduct business directly related to their function, operations, or mission of the university. IU Indianapolis departments and schools can reserve space 13 months in advance. Information tables are free to reserve, and all other space reservations will incur fees.
Reservation requests from faculty and staff members on behalf of IU Indianapolis schools and departments should be submitted online by accessing 25Live on One.IU or by using the Campus Center event form. Standard reservation requests (that do not meet the definition of a special event and/or do not require additional personnel, special equipment, or additional coordination) must be submitted a minimum of seven (7) days prior to the reservation date. Reservation requests submitted less than seven (7) days in advance may not be accommodated and the request may be denied. Reservation requests submitted online will be reviewed in the order they are received. All requests will be reviewed within three (3) business days from the date they are received.
Requests may also be made by phone, email, or walk-in. Please be advised that all requests submitted online are simply requests—not confirmed reservations—and can be denied by the Campus Center Event Services team. Meeting and event organizers should wait until a reservation confirmation has been received via email before continuing any planning and marketing of the event.
Campus Center space may be reserved by groups or organizations unaffiliated with IU Indianapolis so long as their purpose/mission does not contradict the mission/purpose of IU Indianapolis. Decisions related to any possible contradiction is at the discretion of the Campus Center. Space may not be used for non-university fundraising or political initiatives. Non-university organizations can submit requests by contacting the Campus Center Event Services team at 317-278-8511 or campcntr@iu.edu.
Special event reservations
We have established procedures to ensure we provide appropriate support and planning for your special events. Please read the definition below to see if your event could be considered a special event. If it does, you must complete a special event application, which can impact the time needed to process your reservation request. Events hosted annually that meet the definition of a special event will be required to submit an application on an annual basis.
Anon-routine activity (typically infrequent) held on the IU Indianapolis campus that may require awareness by and/or services from multiple departments and by IU Public Safety entities. Major categories of special events include but are not limited to the following:
- Conferences/symposia
- Ceremonies
- Seminars
- VIP events
- Exhibits/tradeshows
If you have further questions, or want to know more about our reservation policies, please contact the Campus Center Event Services team at 317-278-8511 or campcntr@iu.edu.
General event policies
For appropriate accommodations to be provided, reservation requests must be submitted at least seven (7) days in advance. Campus Center Event Services may approve exceptions on an individual basis.
Campus Center Event Services reserves the right to assign, and if necessary, reassign space for a meeting or an event based on the size of the group, type of program, requested room configuration, and/or space available to assure the maximum and most appropriate utilization of space.
Event hosts will be responsible for the behavior of their members and guests. Individuals or groups will be responsible for any damages to or theft of any Campus Center property that is determined to have occurred during or as a result of their event. Damages will be charged to the individual(s) or group(s) responsible.
Campus Center Event Services is not responsible for any items left in the facility or meeting/event spaces after an event has ended.
Campus Center Event Services does not offer storage for items (including those that are shipped) prior to a meeting or event. If storage is needed, the reserving group must reserve a space and incur any associated charges.
All events will be cancelled in the event the university is closed and/or classes are cancelled due to weather, natural disaster, or national emergency. Events will not be scheduled to take place anytime the university is closed, including holidays.
The temporary or permanent installation of structures (including, but not limited to, signage, tents, etc.) at any time must be approved in advance, by the Office of the Vice Chancellor for Student Affairs in conjunction with University Events, and if approved, must adhere to guidelines provided by the University. The Office of the Vice Chancellor for Student Affairs, in conjunction with University Events, may approve overnight use of University property for camping in connection with approved University events or registered University organizations. Such use must be consistent with the University’s mission and will not be detrimental to the health, safety, or welfare of event participants or the campus community or in violation of any federal, state, or local laws or municipal ordinances. In extraordinary circumstances, such as times of natural disaster, camping may be permitted when approved in advance by the President of the University or their designee.
Event cancellation policies
Student organizations must contact the CUBE Student Organization Center and the Campus Center Event Services team to cancel their events. Please email stuact@iu.edu and campcntr@iu.edu.
Reservations for all meeting rooms (except for 450 ABC) in the Campus Center should be cancelled at least two (2) business days in advance. Meetings/events being hosted on a Monday MUST be cancelled during the business hours on Thursdays. Events cancelled prior to the two (2) business days will incur no charges associated with the reservation.
If your organization has reserved the Campus Center Multipurpose Room (450 ABC), cancellations must be submitted at least four (4) weeks in advance during business hours.
Failure to cancel (or show up altogether) within the defined windows above will result in the following actions each semester:
- First offense: Warning email sent to student organization leadership and advisor
- Second offense: $100 fine
- Third offense: Immediate cancellation of all current and future events for 90 days and a prohibition of making new reservations during this period
These actions will reset on the first day of classes each semester.
Campus Center cancellation policies are extensive and vary by room type and by who is reserving the space. Cancellations may be submitted by phone (317-278-8511), email (campcntr@iu.edu), or walk-in appointment (Campus Center room 370, Monday-Friday, 8 a.m.-5 p.m.).
Fees may be incurred if a cancellation is made less than two (2) business days in advance of the event start date. Exemptions from this policy must be submitted to Campus Center Event Services in writing (campcntr@iu.edu) for consideration.
Reservations cancelled less than two (2) business days, but more than 12 hours prior, to the start of the scheduled event will be assessed 50 percent of the total cost of the reservation amount listed on the reservation confirmation.
Campus Center 450
Due to the high demand and popularity of the Campus Center Multipurpose Room (450 ABC), in any combination, cancellations must be submitted no less than four weeks in advance during business hours.
Reservations cancelled less than four (4) weeks, but more than two (2) weeks prior, to the day of the scheduled event will be assessed 50 percent of the total cost of the reservation amount listed on the reservation confirmation.
Reservations cancelled less than two (2) weeks prior to the day of the scheduled event will be assessed 100 percent (full amount) of the cost of the reservation list on the reservation confirmation.
No shows/Failure to cancel
Failure to cancel and not arrive for the reservation will result in 100 percent of the room’s full cost to be assessed to the reserving entity. Groups run the risk of losing reservation privileges if a pattern develops and five reservations or more are missed over the course of a semester.