Office of Special Events

The Office of Special Events is here to guide you through the process of hosting a campus event. Once you have an authorized budget and date in mind, please contact our office for direction on planning a quality event.

Immediately after approval

• Schedule the Event – To secure a space, please use the on-line Event Scheduler program located in the Events section under Administration on the IU Northwest website. Remember to include ALL the rooms you will need. You will receive an email for your confirmed reservation.

At least 3 months before the event

• Room Set-Up – How would you like the room set: for a lecture, banquet lunch, classroom, etc? What type of tables? Will you need a podium or linen and an extra table for food? By giving us a little information, we can ensure that the space will accommodate your needs.
• Catering –We have a great partnership with Comfort’s Catering and can handle everything from pastries and coffee for a breakfast meeting, to an elaborate dinner. We will work within your approved budget and help you with the Catering and Billing forms. Catering requests should be made at least one month before the event date. For on campus units, please note that we will need to know which department(s) will be paying for the catering, including their account numbers. Catering and / or rental items will not be ordered without signed approval from your Dean or Fiscal Officer and an account number to charge expenses.
• Audio Visual Equipment – Will you need a microphone and LCD projector or someone to run sound in an auditorium? The Office of Special Events can help you plan and price out AV costs. Once determined, fill out the AV Equipment Reservation & Delivery Request. Instructional Media will send an e-mail to confirm receipt of your request.
• Chancellor’s Availability – If you would like Chancellor William J. Lowe or Dr. Malik to make an appearance or give remarks during your event, please contact their offices (219-980-6988 for Chancellor Bergland or 219-980-6707 for Dr. Malik). Note that a copy of the program must be received by them at least two (2) weeks in advance.

One month before the event

• Room Inspection – Together we will walk through the room(s) to determine if any cleaning or repairs are needed. The Office of Special Events will coordinate work with the Physical Plant.
• Parking Passes – We can coordinate temporary parking passes for your guests, when needed.
• Security – We work with Campus Police to ensure that your event will have the proper security personnel for a safe event.