Meeting Space

IPFW Warsaw Center Community Group Reservations Policy

The IPFW Warsaw Center prides itself on maintaining positive relationships with the community. Therefore, meeting rooms in the Center will sometimes be made available for use by community groups. To best accommodate this, however, certain guidelines must be followed. Please refer to these guidelines below. Any further questions regarding the use of rooms by community groups should be directed to the IPFW Warsaw Center Coordinator at 574-269-6562.

Room Availability

• Only rooms not currently in use by IPFW courses will be made available.
• Rooms may normally only be used during hours the Center is open unless prior approval is given by the Warsaw Center Site Manager.
• Warsaw Center Computer Lab is not available to community groups.

Reservation Requests

• All reservation requests must be made through the Warsaw Center Site Manager. A reservation form (.pdf format) must be completed at time of request.
• Community groups may only request reservations one month in advance.
• Community groups may only request reservations one date at a time. (I.E. cannot request, for example, “1st Monday evening each week for November.”)
• The following information must be provided at time of the reservation request: name and contact information of community group, nature of the event, date/time needed, expected number of attendees.
• Community group reservations will be made on a “first come-first served” basis. (I.E. no community group may “bump” the reservation of another.)
• IPFW reserves the right to cancel reservations due to campus-determined emergency situations.

Rental Fee

• Consistent with IPFW campus policy, a rental fee will be charged for room use by community organizations. Current room rental fee is $20 per hour.
• Check or money order only accepted. Checks must be made payable to “IPFW.”
• Rental fee must be paid to a Center staff member the same day the room is used. No pre-payments or late payments accepted.
• On occasion, IPFW may wish to “co-sponsor” the event along with the community group. Certain conditions must be met for co-sponsorship. Please contact the IPFW Business Manager for Continuing Studies for information regarding these conditions. Rental fee is waived for all IPFW co-sponsored events.
• A rental includes the use of all equipment normally contained within that room: tables, chairs and audio/visual equipment currently in stock. (Kitchen is only available with prior approval from Warsaw Center Site Manager. Depending on nature of request, a small additional charge may apply.)
• Community groups cannot use Center on a rental fee basis for programs which charge participants money to attend. Such programs must be referred to the Warsaw Center’s Site Manager. Other charges and guidelines apply for such programs.

Miscellaneous

• No alcohol is permitted in the IPFW Warsaw Center by community groups.
• A member of the community group must “check in” at the Center’s information desk prior to using a scheduled room and “check out” when leaving.
• Rooms should normally be used “as is.” Only a very limited amount of furniture arranging is possible. If moved, furniture must be returned to original position. Please contact the Warsaw Center Site Manager for further information regarding setup arrangements.
• Due to Health Codes, any served food must be from a licensed caterer. No carry-ins permitted. Caterer and/or event planners are responsible for all clean up.

Reservation Request Form

Approved November 2004