Celebrate 50 Years
Special Events

Special Events - FAQ

How do I book an event venue?   How can I check to see if the date I want is available?  

When do I pay for my event?   What if I need to cancel my event?

Can I get in the night before to decorate?    Can I use any caterer?

Is there a caterer fee/percentage taken?      How much will parking cost?

How do I book an event? 

To book any of the Special Event Venues visit the Online Scheduling Form and submit a request. 

It is important that you try and answer all of the questions on the form to the best of your ability. 

You will receive an E-mail summary of your request to keep for you records.  You will also be contacted with a confirmation from our Event Scheduler at EventScheduling@ipfw.edu. If you have any questions about your event request please contact the Event Scheduler at the E-mail address above. 

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How can I check to see if my date is available?

You can visit the Online Event Scheduling Calendar to view the availability for all of the Special Event Venues. 

To browse the calendar, log in to the online scheduling system at the above link and select "Booking Calendar" link from the second light blue box on the first reservation page. This new system schedules in "real time."  If the room you want is not available on the date and time you have entered, please try again by changing your time frame, room, or date.  

If you have any questions about trying to read the calendar call 260-481-6612 and the Special Events staff will be happy to assist you.

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When do I pay for my event? 

All rentals at IPFW require a deposit that is 50% of the estimated venue rental.  The deposit is due approximately 30 days before the event.  The remainder of the event bill is sent out during the first week of the month following your event.  Payment in full is required no later than four weeks after the scheduled event. 

Payments can be made via check payable to IPFW.  We also accept cash, VISA, MasterCard, and Discover at the IPFW Box Office.  Your event coordinator will help with these arrangements. 

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Can I use any caterer?

For events at IPFW that involve food but are not serving alcohol, you may use any licensed caterer of your choosing. Visit REM Food Service and Safety website for more information on safety regulations. Home-made items cannot be served at Events on Campus. The Special Events office must be notified in advance if you intend to utilize a caterer and/or the catering areas.

For Events at IPFW that are serving alcohol, you must use an approved campus vendor.  Please visit the IPFW Catering Policy for a list of approved vendors and there contact information.  

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Is there a caterer fee/percentage taken?

There is no additional charge or fee billed to any caterer.  However, there may be a charge to the event sponsor for the use of prep or catering facilities. 

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How much will parking cost for my guests? 

While there is plenty of free parking available in the adjacent parking garages and lots to many of our event venues.  There are three types of parking at IPFW. 

Parking in marked handicap spaces is always and strictly enforced.  The other categories are permit parking which is typically enforced Monday-Friday from 7 am-5:00 pm and is for Faculty and Staff on campus who have purchased a parking permit.  These spots are marked by green painted parking lines.  The current fine for parking in a permit spot without a permit is $ 25.00.  There are also plenty of open parking spots on campus that don’t require a parking pass and are typically marked with white spots. 

If you have concerns about parking for your event feel free to discuss that with your event coordinator. 

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What if I need to cancel my event? 

Contact your event coordinator right away.  Each of the different Special Event Venues have different cancellation policies and time frames and your event coordinator will be happy to help guide you though this process. 

You can view the Cancellation Polices by venue on the Special Events Website.  Written notice will be required as proof of your cancellation. 

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Can I get in the night before to setup and decorate the room?

All decorations and equipment must be delivered and set up on the same day as the event and removed at the conclusion of the event unless other arrangements are pre-made with the IPFW Special Events office. IPFW reserves the right to bill the sponsoring party for removal of any left items. Please inform your vendors that all pick ups and deliveries of goods must be coordinated through the IPFW Special Events Office to ensure vendor access to building and/or rental space

Renter is responsible for providing decorating details for event to your event coordinator no later than five (5) business days prior to your event.  For more information on decorations please visit the Use Policy section of the website and select the appropriate venue tab. 

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