Walb Student Union Use Policy

Decorations in General

Decorations and signs are limited to tables, floor displays, freestanding items, brick walls and tack board surfaces.

* Only push pins and thumbtacks may be used on tack board surfaces.

* Only Sticky Tack may be used on brick walls.

* Glitter, paper and Mylar confetti, and similar tiny bits are not allowed.

No tape, Sticky Tack, window clings, staples or nails are allowed on light fixtures, wood, glass, plastic, metal, tile or painted walls. Other wall and ceiling decorations are not allowed for any reason.

Balloons - Helium balloons must be tied to solid balloon weights or securely attached to free standing decorations. Sand weights are not allowed. Balloons may not be taped nor tied to Walb Union fixtures, furnishings, equipment or walls.

Placement of Furnishings - Guest seating, refreshment/display tables, chairs, podium, etc., are arranged by Walb Union staff in compliance with fire and safety codes. If altered arrangements are desired, the Walb Union supervisor must approve any changes, and Walb Union staff must move the furnishings.

Candles - All candles must be drip-less and enclosed in glass of sufficient height to cover any potential flame. This fire/safety code applies to all candles, whether or not there is intention to light the candles.

Banners - Banners may be hung from hooks provided in the permanent stage area. Event planners are prohibited from using ladders more than 8’ tall.

Ballroom Ceiling Hooks - Physical Plant staff must install and remove all items to be hung from the ballroom ceiling hooks. Requests must be received two (2) weeks in advance, and approval depends upon time and staffing availability.

Ballroom Access Time - Event planners are allowed 1 hour for decorating and/or program preparations immediately prior to events scheduled in the Ballroom. Requests for additional access time must be approved in advance by the Facility Manager.

Cleanup and load out by event planners must be completed within 1 hour of the scheduled end time for the event.

Portable Stage Curtain - Requests for use of the curtain should be made at the time of booking. Agreement to provide the stage curtain will depend upon sufficient setup time between events, and requires approval by the Facility Manger.

Ice and Beverages - Fountains, ice sculptures and other small liquid displays may be used if elevated and contained within a watertight drip container. Event planners should monitor such items for possible overflow or leakage. Dispensers and containers of water, beverages, ice, etc., must be positioned on mats to prevent direct contact with wood or carpeted floors.

Alcoholic Beverage Service - Only IPFW-approved caterers may serve alcoholic beverages as part of an event, and no one else can bring any beverages into such events. A list of approved alcoholic beverage caterers will be provided upon request.

A Request for Alcoholic Beverage Service (AB-1) form should be obtained from the Facility Manager as soon as a caterer has been selected. The form must be signed and returned to the Facility Manager four (4) weeks prior to the event date.

Catered Events - Caterers for ballroom events must use backstage catering station provided. Public hallways may not be used for food preparation and catering supplies. Table cloths for catered meals must be obtained through the caterer or an off-campus rental service. Caterers or event planners are responsible for removing all trash to dumpster in dock area.

Event planners will be billed at cost for all expenses related to repair or replacement of physical damage to Walb Union facilities caused by user groups or their guests. Should the event not comply with any university policies, including but not limited to those stipulated above, the University reserves the right to (a) charge for cleanup services at cost and/or (b) immediately terminate said event, while the person responsible will remain obligated for all costs associated with the event as planned.