Celebrate 50 Years
Special Events

Use Polices & Guidelines

Special Event Venue Use Policies

If you have any questions about any of these use policies or guidelines please contact the Special Events Office at 260-481-6612.

All events are subject to policies listed on the event contracts issued prior to the event.  

Rental Space

Each venue rents separately per the contract terms. Additional items/spaces may be available for rental. IPFW Special Event staff reserves the right to enter any and all areas to enforce the rules and to limit the number of people in the area.

Rental Time

  • Quarter day rentals (where applicable) are less than three (3) hours in length. Quarter day rentals that exceed three (3) hours will be charged the Half-day venue rental rate.
  • Half-day venue rentals are less than six (6) hours in length. Half Day rentals that exceed six (6) hours will be charged the Full Day venue rental rate.
  • Full day venue rentals are greater than six (6) hours and one (1) minute in length and less than twelve (12) hours.
  • Auer Lobby Reception rentals are five (5) hours in length. Receptions extending beyond five (5) hours will be charged $100.00 per hour or partial hour.
  • Rentals beyond 12 hours will incur additional rental fees.
  • NOTE: the rental time begins when the first service person arrives and ends when the last service person leaves. Be sure to leave adequate time for your service personnel to clean up at the end of the event.
  • Events may NOT extend past midnight.

Insurance Requirement

The Renter is required to maintain a $1,000,000 liability insurance policy. The applicant must secure the policy as IPFW does not provide insurance.

  1. The renter must obtain, maintain and provide proof of insurance with a minimum of one million dollars ($1,000,000) of General Liability coverage, for bodily injury and property damage claims, including contractual and personal injury liability coverage. Umbrella or excess liability insurance may be used to meet limit of liability requirements.
  2. Upon request, Renter will provide to IPFW duly executed certificates of insurance evidencing this coverage, together with satisfactory evidence of the payment of the premium thereon. Each certificate shall specify that the policy cannot be cancelled without providing IPFW at least 30 days prior written notice, that IPFW is named as an additional insured, and that the insurer waives any subrogation rights against IPFW.
  3. VENDORS AND CONTRACTORS: All vendors and contractors providing services at IPFW must carry adequate liability insurance. Any approved food vendor must be licensed with the Health Department. No homemade items may be sold or served at this facility. This applies to caterers, florists, bakeries, musicians and all other contracts. If requested, contractor must be able to provide verification of license and/or liability insurance. The caterer has the full responsibility for obtaining any and all licenses necessary for providing any alcoholic beverage at the event. The renter and caterer jointly assume all liability associated with the consumption of alcohol and each agrees to defend, indemnify and hold harmless IPFW and all associated personnel from and against any and all claims, demands, suits, judgments or other liability of any nature whatsoever resulting from the presence, serving and/or consumption of alcoholic beverages during the event.
  4. Each policy required under this agreement shall contain a severability of interests clause and will provide that renter’s coverage shall be primary to any other insurance available to or maintained by IPFW, its subsidiaries and affiliates.

Liability

RENTER agrees to indemnify and hold harmless IPFW, its affiliates, officers, employees, and representatives from and against any losses, costs, damages, and expenses resulting from claims for bodily injury or property damage arising out of joint efforts through the term of this agreement unless such bodily injury, property damage, or personal injury is determined to be the result of the negligence of IPFW, their affiliates, officers, employees, or representatives. IPFW agrees to indemnify and hold harmless RENTER, its affiliates, officers, employees, and representatives from and against any losses, costs, damages, and expenses resulting from claims for bodily injury or property damage arising out of joint efforts through the term of this agreement unless such bodily injury, property damage, or personal injury is determined to be the result of the negligence of RENTER, their affiliates, officers, employees, or representatives. IPFW’s obligation to hold RENTER, their affiliates, officers, employees, or representatives harmless shall be limited in substance by statutes and constitutional provisions designed to protect the exposure and liability of the University as an instrumentality of the State of Indiana (e.g., actions and conditions as to which the University is immunized by the Indiana Tort Claims Act, dollar limits stated in such Act, exemption from punitive damages, the continued ability to defeat a claim by reason of contributory negligence or fault of claimant), so that its liability to indemnify, defend and hold harmless shall not exceed what might have been its liability to a claimant if sued directly by the claimant in Indiana and all appropriate defenses had been raised by the IPFW.

Governing Law; Exclusive Jurisdiction; Exclusive Venue

This Agreement is entered into in Indiana and shall be governed by and construed in accordance with the substantive law (and not the law of conflicts) of the State of Indiana. Courts of competent authority located in Allen County, Indiana, shall have sole and exclusive jurisdiction of any action arising out of or in connection with this Agreement, and such courts shall be the sole and exclusive venue for any such action.

Compliance with Government Statutes and Regulations

Renter warrants and certifies that in the performance of this Agreement it has complied with or will comply with all applicable statutes, rules, regulations and orders of the United States, and any state or political subdivision thereof, including laws and regulations pertaining to labor, wages, hours and other conditions of employment, and applicable price ceilings, if any, and that the goods or services delivered hereunder shall be produced or performed in compliance with the Fair Labor Standards Act.

Cancellation

IPFW retains the right to cancel this contract with written notice at any time for the following reasons: misrepresentation of the event, lack of insurance, deposit check returned by bank, threats of violence or actual violence to any IPFW employee or subcontractor by renter’s employees or subcontractors, threats of damage or actual damage to IPFW facilities by renter’s employees or subcontractors, damage or theft of IPFW property by renter’s employees or subcontractors or failure to abide by the terms and conditions of this rental contract. Cancellation by IPFW for any of the above mentioned reasons will result in the loss of the entire rental amount. Canceled events will be subject to Cancellation Fees established by IPFW. Renter was made aware of these fees prior to signing this contract. Any cancellation by the renter must be received in writing in the Special Events office. Venue Deposits are non-refundable

See the IPFW Special Events Cancellation Policies

Termination by School

IPFW’s obligation to make the facility available will be relieved if anything outside of its control prevents the facility from being available at the date and time scheduled for the event. This includes such occurrences as natural disaster, fire, destruction, war, governmental order, quarantine, or other forces or events outside of IPFW’s control. If such occurs, IPFW will refund the Renter’s deposit and fee already paid in full, but will have no other liability on account of such cancellation or unavailability of the use of its facility. IPFW has the right, but not the obligation, to monitor the Renter’s use of the Facilities and Equipment. If IPFW determines, within its sole and absolute discretion, that continued use of the Facilities and Equipment poses a risk to the safety of any person, IPFW may terminate the Renter’s rights under this Agreement and/or immediately remove (or have removed) all or any individual(s) from the Facilities and Equipment.

Advertising

Renter agrees not to make reference to IPFW in any external advertisements without prior written approval from IPFW. Furthermore, Renter agrees not to use IPFW’s logos and licensed trademarks without the expressed written permission of IPFW.

Fire Safety

IPFW enforces fire protection safety codes and is subject to inspection by the City of Fort Wayne Fire Department. No pyrotechnic devices, smoke/fog machines or open flame are allowed without prior written consent from IPFW. Candles may be used if side glass enclosure fully extends beyond flame height. All fire aisles and exits must be kept clear of equipment and people. No smoking is allowed anywhere in the buildings. For the Rhinehart Music Center there is no standing allowed in the aisles or on the stairs in the upper sections during the show. Failure to follow these rules will result in the immediate suspension of the event until the conditions are corrected. If they are not corrected, the event will be cancelled without refund to the Renter.

OSHA

IPFW is committed to providing a safe, clean environment for both our patrons and employees. For the safety and well-being of all facility users, patrons and vendors are expected to conduct their event in a manner which respects the rights of all users. OSHA regulations are observed by our facility and we mandate the same high standards for all of our contractors and service providers. Compliance with OSHA regulations is the responsibility of the RENTER and their contractor. OSHA mandated personal protective equipment must be utilized at all times. RENTER is required to secure all cables, including electric and/or audio/video, in walkways and guest areas.

Smoking

Effective April 1, 2014 - IPFW is a 100% smoke free campus. All forms of tobacco use, including cigarettes, cigars, bidis, smokeless/spit tobacco, hookahs, blunts, pipes, e-cigarettes and snuff are prohibited. This applies to all campus grounds including parking lots, athletics facilities, event venues, classrooms and common areas.

Venue Deposit

Reservation dates are bound by the first deposit and contract received on a “first come, first served” basis. The terms of this Agreement are conditioned upon the receipt by IPFW of a deposit in the amount of _____________________ (the “Deposit”) from Renter on or before _____________________ (“Deposit Deadline”). If IPFW does not receive the Deposit on or before the Deposit Deadline, this agreement shall be null and void and reservation will be released. Deposits are non-refundable but will be applied to Rental Fees as follows; first, to any damage or theft to the Facilities or Equipment during Renter's use of the Facilities and Equipment, as determined by IPFW, in its sole and absolute discretion; and second, to the Rental Fees, however if Renter fails to comply with IPFW's policies and procedures the Deposit shall be forfeited and shall not apply to Rental Fee. As a signer of this contract, you are responsible for any damage or theft at replacement value.  Deposits are nonrefundable.

Invoice and Payment

Payment can be made by check or credit card payable to IPFW. 50% of the venue rental fee is due and payable, along with a signed rental agreement, by the deposit deadline in Section 13 above. IPFW will issue an invoice to Renter based on the Rental Fees set forth in Attachment “B” below. Renter agrees to pay the invoice within 30 days of invoice date.

Damage to Facilities and Equipment

If Renter or any of Renter’s staff, volunteers, participants, invitees, licensees, and/or any individual(s) on or near the Facilities and Equipment as a result of Renter’s use of the Facilities and Equipment under this Agreement causes damage to IPFW Facilities and Equipment, other than ordinary wear and tear, Renter shall pay any costs associated with repairing the damage and restoring the Facilities and Equipment to their condition prior to Renter’s use thereof. Renter’s Deposit shall be applied to any costs under this Section and Renter will be responsible for any additional costs in excess of the Deposit.

Pricing

All listed prices are subject to change and availability. Credit cannot be given for equipment or personnel ordered and not used. Renter understands that labor charges are ESTIMATES and may vary depending on actual needs.

Catering

No food or beverage of any kind will be permitted to be brought into the IPFW event facility other than by the contracted caterer. The Renter is fully responsible for all arrangements and any contract entered into with any caterer of the event. Except when alcoholic beverage service is included as part of the event, IPFW’s open catering policy allows food service from any caterer licensed by the State of Indiana. No homemade items may be sold or served at this facility. All caterers must be self-contained. Your catering contract must include all table linens for meals and servings stations as well as adequate clean up immediately following the event. Caterers may only utilize propane stoves or grills generating smoke OUTDOORS. Caterers must collect all trash generated from the event on the night of the event and place it in a nearby dumpster.

See the IPFW Catering Policy for more information

Alcohol Beverages

Alcohol may only be served in limited areas at IPFW. If alcoholic beverage service is planned as a part of your event, only IPFW approved vendors may be used. Certain criteria must be met to comply with the campus alcoholic beverage service policy. When alcoholic beverage service is planned as part of a rental event, fees for security and additional staffing will be added to the rental charges. A list of current approved caterers is available from the Special Events office. All alcoholic beverages must be served by a licensed bartender with a copy of their leave the designated reception area for any reason. If serving or selling alcohol, Renter is responsible for and must abide by all city, county and state alcoholic beverage control laws and regulations, and arrange for appropriate license(s), permit(s), and insurance certificate(s), which copies must be provided if requested to IPFW Events Office at least five (5) business days prior to the event. Renter must also complete the IPFW Alcoholic Beverage Service (AB1) form and submit to IPFW Events Office no less than four (4) weeks prior to event. Renter is responsible for all consequences of guest behavior during and following the consumption of alcohol. IPFW security and staff retain the right to limit the amount of alcoholic beverages being consumed by you or your guests. “Last Call” for alcohol shall be at least forty-five (45) minutes prior to the scheduled end of your event or reception. If Renter provides, or causes to be provided, alcohol not in accordance with the above policies, IPFW retains the right to end Renter’s event immediately and without further explanation alcohol permit on file. Absolutely no alcoholic beverages may

See the IPFW Catering Policy for more information

Disruptive People

IPFW reserves the right to eject, or cause to be ejected from the premises, any person or persons (including unruly and unsupervised children) engaging in disruptive, belligerent or threatening conduct. IPFW reserves the right to refuse admission to any person displaying the above behaviors or who appear intoxicated. IPFW shall not be held liable for any damages by the applicant through exercising this right.

Restrictions

There are no controlled substances, commercial advertising or firearms allowed on IPFW premises.

Safety

Renter agrees to abide by and comply with directions and instructions issued by uniformed IPFW police and security officers.

Background Checks

If fabrication, construction, installation, service, delivery or other work is specified to be conducted on the IPFW premises, the Renter and their subcontractor(s), if any, shall perform security clearance background checks on all Renter's and/or its subcontractor(s)'s officers, agents, employees, or volunteers assigned to have access to the University's premises to identify whether any such individual is a registered sex offender pursuant to Zachary's Law, Ind. Code § 11-8-8 et. seq. or the equivalent law of the individual's state of residence. Renter and/or its subcontractor(s) shall not assign any individuals identified as registered sex offenders to perform work or services at the IPFW premises. IPFW reserves the right to immediately remove any individuals identified as registered sex offenders from the IFPW premises. IPFW reserves the right to require additional background checks be made on any of Renter's and its subcontractor(s)'s officers, agents, employees or volunteers assigned to have access to the IPFW premises.

Decorations

The following decorations are specifically prohibited at IPFW—confetti (static and cannons), glitter, stickers, spray paint, liquid paint, burning objects, helium balloons, rice, streamers or poppers. Bubbles and flower petals may be used outside of buildings only. Balloons are allowed in approved areas, they are not permitted to be released outdoors within the school grounds.

  1. 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.
  2. No furniture or decorative objects belonging to IPFW may be moved from their respective positions without the permission of the IPFW Special Events office.
  3. Renter is responsible for making arrangements for renting equipment needed for event. IPFW has a limited amount of additional tables and chairs for rent/use.
  4. Nothing may be nailed, tacked, taped, hung, stapled or affixed in any way to the facility, inside or out. All decorations, other than free standing, must be approved by the Special Events office. In no manner will renter permit any employee, guest or contracted party to deface, damage or otherwise injure IPFW property or its facility.
  5. Candles must be dripless and enclosed in a glass container of sufficient height to cover potential flame.
  6. IPFW Special Events staff does not set up or break down equipment or furniture for the event with the exception of IPFW owned tables and chairs. Due to liability, renter and/or caterer must provide adequate staff for set up, event and breakdown.
  7. Renter is responsible for picking up all decorations at completion of event.
  8. Please contact your coordinator a minimum of 2 weeks prior to your event to determine set up arrangements
      1. You will need to approve all event diagrams provided to you a minimum of 7 days prior to your event.
      2. A standard room set up (or default diagram) will be provided for your event if our office is not contacted by you at least 7 days prior to your event.
  9. Only Special Event Staff members are authorized to relocate furnishings due to fire codes.

Technical Requirements In Performance Venues

All technical requirements and arrangements will be agreed upon between Renter and IPFW prior to event date. If Renter provides qualified operators for the lighting board, audio console and the followspots IPFW may waive labor fees. IPFW retains the right to determine operator qualifications. Unless otherwise requested, Renter agrees to provide staff for loading and unloading of their equipment and for use on stage as audio and staging assistants. IPFW will provide basic microphones, audio equipment and lighting equipment. If Renter requires any specialized equipment that IPFW does not have, Renter agrees to provide said equipment for their event with no cost to IPFW.

Merchandising Concessions

IPFW will allow Renter’s merchandising representatives to sell t-shirts, records, tapes, CD’s and souvenirs. IPFW will provide a table, chairs and power. IPFW retains 15% of the gross sales as a University percentage. This information must be forwarded to Renter’s merchandising representative. Renter is responsible for this percentage if the merchandising representative underpays or refuses to pay. No give-away stickers are allowed.

Ushers In Performance Spaces

For general admission, IPFW requires 1 usher per 250 patrons, with a minimum of 2. We will provide 2 ushers at no charge, extra ushers are available for an additional charge, or may be provided by the applicant. IPFW ushers are not security staff.

Security

IPFW retains the right to require IPFW Police Officers at any event as determined necessary by the IPFW Chief of Police. Renter is responsible for labor charges incurred by their event. All events involving alcohol will require an IPFW Police Officer during the service of Alcohol.

Holidays

The facilities are closed on School recognized Holiday Weekends including Martin Luther King Jr. Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas and New Year’s.

Event Conclusion

  1. Renter agrees to remove all items belonging to the renter at the conclusion of the event (including outside decorations). IPFW is not responsible for any items remaining after the event that belong to the renter or the renter’s guests.
  2. Renter and/or caterer agree to leave facility and grounds “Broom Clean” or in the condition in which they were found when the doors were opened for set-up.
  3. Tables and chairs must be cleaned and returned to their proper areas and/or racks.
  4. All decorations, food and drink container products and all trash must be collected in plastic bags. For all events serving food, Renter and/or Caterer shall collect all trash generated from the event on the night of the event and place it in a nearby dumpster.
  5. Caterers must leave all food preparation and serving areas neat and clean. This includes, but is not limited to the kitchen and all other surfaces used which have food or spillages, including all floors.
  6. Renter will reimburse IPFW at cost for the labor, supplies, and/or equipment needed or expended should IPFW find it necessary, in their sole opinion, to do further cleaning, removals or repairs to return the area to its original condition.