Student Events at HMSU
Whether you’re hosting a Greek life philanthropy event, fundraising dinner or organizational meeting, you can reserve a room in HMSU free of charge. You will also have a chance to meet with an Indiana State event planner prior to your event. Please consider the following when reserving a room:
- Your 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.
- Space is assigned based on the event details given at the time of scheduling.
- 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.
Weekly and Periodic Meetings at HMSU
Recurring meetings: Registered student organizations can reserve a room in HMSU for recurring meetings. Space may be reserved no more than one year in advance and is based on a first come first serve basis. When a recurring meeting is scheduled, we try to assign you to the same room for all meetings. To minimize confusion, please have only one member of your organization be in contact with the Conference and Event Services staff. Once you have a reservation, you may not re-assign that space to another group, nor have a different type of event than what you originally planned.
The Dede rooms are not available for regularly occurring meetings, with the exception of Dede III during non-prime hours. These hours include 9:00 p.m.-11:45 p.m., Monday through Thursday and 5:00 p.m.-11:45 p.m. on Sunday. Additionally, the 9th floor of HMSU may not be reserved for regularly occurring meetings.
Once you have made a reservation, you will receive a confirmation via email or on paper. This confirmation will include the details of each meeting date. Please keep a copy of the confirmation for your own records. If necessary, Conference and Event Services reserves the right to change room reservations.
A room will not be opened for your group unless you are listed on the daily reservations report. Please contact Conference and Event Services the next business day if there is a discrepancy with room reservations.
Students also benefit from being able to schedule University-related meetings and small events in University classroom spaces at no cost. To do this, complete the appropriate Classroom Request Form and submit at least 48 hour prior to the reservation date.
Other Locations Available for Events
There are plenty of other spaces available on campus for your event for a rental fee:
- Student Recreation Center
- Tilson Auditorium
- University Hall Theater in the Bayh College of Education
- Indiana State University Hulman Center
Financing Your Event
Let’s talk! Everything has a cost and your event is no exception. You may not pay a rental fee, but hosting an event will cost you in time and support. We will help you find the room that bests matches your event need and budget.
Additional fees need to be considered when creating a budget for your event. They include:
- Per person setup fees
- Audio Visual support
- Other miscellaneous fees
To make your event the best it can be, you need to be prepared to spend some money. When you are creating your event budget, consider the following:
- Are you receiving departmental support for your event?
- Did you receive grant money for your event?
- Do you have financial sponsors for your event?
- Are you charging an attendance fee for your event?
All registered student organizations can reserve rooms in HMSU free of charge. However, if an individual student wishes to reserve a space for a private event, regular rental fees apply and a certificate of insurance is required.
Co-sponsoring an Event
If your student organization chooses to partner with an off-campus organization for an event, please indicate this to the Event Services staff and provide the names of all co-sponsoring group. The on-campus sponsoring group is responsible for making the reservation, making the payment and maintaining the condition of the facility.
Events scheduled in the Hulman Memorial Student Union are primarily for the members of Indiana State and must comply with the policy prohibiting “fronting”. Fronting occurs when an on-campus organization is used to represent the interests of an off-campus group. HMSU does not allow for student organizations to use their access to rooms for inappropriate fronting of non-university groups or commercial vendors in order to avoid or reduce rental rates. Student organizations can only reserve space for events which they directly sponsor, are integrally involved in, will be present at and receive funds/profits from. Groups that misrepresent an event or affiliation in order to avoid fees will be charged the appropriate rental amount, may incur additional charges and may have their reservation privileges suspended.