Campus Reservations Form

Please note the following information:

University Catering/Dining Services has exclusivity rights for event spaces on campus. Contact them at 765-285-3500

If University Catering cannot facilitate your event, in order to bring in outside food, you must have an approved Food Exemption Waiver and Temporary Food Service Permit

Changes to event setups must be made at least two (2) business days prior to the event

- Last minute additions/changes of tables, chairs, etc. will not be permitted

Cancelations must be made 24 hours prior to the event, or by 12:00pm on Friday for weekend events

Name*

First Name

Last Name

Email*

Phone Number*

Name of Organization*

Event Name*

Description of the Event*

Please provide a description of the event

Is this a reoccurring event?

Yes No

Please list all dates you are requesting

(i.e. 8/1, 8/8, 8/15; Every other Thursday starting ....; The first Tuesday of each month, etc...)

Event Date*

Event Start Time*

Event End Time*

Number of Attendees*

Where would you like to hold your event?*

Student Center Academic Building Outdoor Space Emens Auditorium Pruis Hall Student Recreation and Wellness Center/ Sports Facilities (Ball Gym, LaFollette Field, etc.)

Other:

To request space in the Student Recreation and Wellness Center, please use the following link:

Recreation Center and Sports Facilities Space Request

Have you contacted Pruis Hall and received permission to host your event?

Yes No

Please contact Pruis Hall at 765-285-5524 or pruishall@bsu.edu in order to verify the availability of the space before submitting this form

** When requesting an ACADEMIC SPACE or OUTDOOR SPACE, please submit the request at least three (3) business days before the event date. **

To reserve Emens Auditorium, please contact their office at 765-285-1539 or emens@bsu.edu

Select the building*

Select a room AC

Select a room AT

Select a room AJ

Select a room BC

Select a room BB

Select a room CS

Select a room HP

Select a room LB

Select a room NQ

Select a room RB

Select a room SC

Select a room TC

Select a room WB

Select an Outdoor Space

Are you wanting to have amplification at your event (music or voice)?

YES NO

** Amplification of any kind is NOT permitted at the Scramble Light **

** Amplification is not permitted near academic spaces during academic hours **

Please contact the reservations office reserve@bsu.edu or 765-285-1850

Floor Plan*

U-shape Square Audience Classroom Banquet (Round Tables) No Furniture / Room Empty

Other:

Floor Plan*

Standard U-shape Square Audience Banquet (Round Tables)

Other:

Floor Plan

Standard (Default)

Floor Plan*

Other:

Select equipment needed for your event - check all that apply

Monitor A/V VGA Data Cord VCR/DVD player Conference Phone Easle

Other:

Select equipment needed for your event - check all that apply - Copy

Conference Phone Easle

Other:

Select equipment needed for your event - check all that apply

Flip Chart Easle

Other:

Indicate equipment needed for your outdoor event.*

Liberty Sound System Power Tables Chairs Staging Trash Cans

Other:

Number of Tables Needed*

Number of Chairs Needed

Pieces of Staging/Risers Needed

Number of Trash Cans Needed

Do you plan to have food and/or beverages at your event? *

Yes No

Ball State University Dining and University Catering (765-285-3500) has the first right of refusal for all locations on campus. Ball State University Dining and University Catering is dedicated to providing exceptional and safe culinary experiences for Ball State University students, faculty, staff, and visitors. This policy aims to clearly define the preapproval process required for any and all departments, organizations, or individuals to contract for each on-campus food and/or beverage service activity/event outside of Ball State University Dining and/or University Catering.

This applies to all on-campus food and/or beverage service activities/events, including:

In all buildings and outdoor locations owned and/or operated by the University; and
Held by University students, employees, and/or visitors

Individuals requesting caterers or food service vendors outside of University Catering must complete the University Dining/Catering Exclusivity Waiver and the Temporary Food Service Event Form before the event can take place.

I have included the link for requests for Dining and Catering Exclusivity.

https://www.bsu.edu/campuslife/dining/about-us/diningcateringwaiverrequest - send to Karen Adkins

I have also included the link to the Office of Risk Management website (Environmental Health and Safety), where you will find the Temporary Food Service Event Form.

https://www.bsu.edu/about/administrativeoffices/riskmanagement/ehs/public-health/foodprotection - send to Brandon Clidence

The L.A. Pittenger Student Center is committed to providing equal opportunities to student, faculty, staff and community members using our facility. If you, or someone attending your event in the L.A. Pittenger Student Center, needs an accommodation for the event, please contact the Reservation Office at (765) 285-1850

Please list any possible accommodations needed for you or someone attending your event

Is your organization sponsoring a non-university/off-campus speaker/organization/group to be on campus?*

YES NO

Will your event involve animals?*

YES NO

**Please contact the Reservations Office at Reserve@bsu.edu or 765-285-1850 to discuss the University's Policies for Animals on Campus and the approval process.**

Will your event involve physical, recreational, inflatables or other similar activities?*

YES NO

Are you charging admission for your event?*

YES NO

What other information should we know about your event?

Please read the following policies and acknowledge you have read and understand these policies below: Student Center General Policies

Student Center Food Policies

Student Center Decoration Policies

University Policies on Use of Property for Distribution, Solicitation, Fund Raising, Sales and Commercial Activity (Appendix S)

Please DO NOT move furniture or equipment in meeting rooms or spaces in or around the Student Center. This includes, but is not limited to: Tables, Chairs, Soft Seating, Pipe and Drape, Risers and Staging, etc.

If you need assistance, please go to the Hotel desk on the first floor near the North entrance, or call at 765-285-1555.

Policies and Procedures*

I acknowledge that I have read and I and my organization/department agree to abide by the policies of L.A.Pittenger Student Center and all applicable University and State laws and regulations.

ATTN: We advise organizations to contact the Reservations Office at least two (2) weeks before your scheduled event date to double-check your setup and event details.