Conference and Event Services (CES) FAQ

Where is your office located?

Conference & Event Services is located in the Hulman Memorial Student Union (HMSU), on the corner of Chestnut and 5th Street. Our office, which is located on the second floor, is open Monday through Friday, 8:00 a.m. to 4:30 p.m.

 

Why must I submit an Event Request Form (“ERF”) for my event?

Indiana State University is a spirited and busy campus with over 8,000 events a year. We, as event coordinators need time to coordinate equipment setup, plan to meet technology needs, make parking arrangements, ensure security requirements are met, and schedule staff to setup and monitor your event.

All of these factors take time and documentation which is why we must have you complete an ERF. CES strives to provide the best possible event experience for all of our customers, and will work with you to achieve this goal.

 

How far out can I reserve space on campus?

External clients may confirm space up anywhere from 6 months to 1 year out. Campus clients may reserve space as far as 2 years out. Exceptions are considered on a case-by-case basis.

 

I am with a for-profit company. Can I reserve space at Indiana State University?

Yes, depending on the event purpose and facility needs. Indiana State University is a non-profit, state university. The State of Indiana and the Federal Government have specific laws in place which govern how our spaces can be used. Please contact us to make further inquiries about events on campus.

 

What kind of technology equipment can be provided for my event?

Indiana State University offers state-of-the-art technology in its classrooms and facilities. Most classrooms and event spaces are technologically ready; others can be equipped upon request. Technicians meet with clients to ensure that everything is event-ready and to answer any questions. For an hourly fee, a technician may be scheduled during the entire event. Equipment available includes:

Projector and screens (to connect to a laptop and project onto a screen, such as when PowerPoint is used)

PA systems, including podiums and microphones

Computers with DVD and CD playing capability

Photography/videography

Video Projection

If you wish something not on this list, please ask! If Seattle University cannot provide it from our own inventory, then we can rent it on your behalf. In such cases, any charges are passed along to you without markup.

 

When can I begin setting up my event?

Access to reserved spaces is different for each event. If you have a specific need in mind, please communicate it when filling your ERF. Conference & Event Services will work with you to accommodate your request; however, it may not always be possible due to events taking place in the same space prior to your event.

 

What kind of decorations can I have at my event?

Decorations can be a great addition to your event. In order to keep a safe environment and prevent damage or excessive messes in event spaces we do NOT allow any:

  • Open flames
  • Glitter
  • Confetti
  • Helium Balloons

 

Special Notes:

Indiana State University Conference & Event Services has a knowledgeable and dedicated team who share the responsibilities of coordinating and executing the multitude of events that take place on campus each year. To ensure that proper attention is given to your event needs, CES may assign your group a different Event Coordinator each time you reserve a room. To ensure consistent service, Event Coordinators keep excellent records and meet regularly to discuss previous events.