Walb Student Union is an academic service facility. The Walb Union Ballroom and meeting rooms are available to students, faculty, staff, university and non-university groups for meetings, special events and private use.  Fees are assessed where appropriate for community groups using this facility, according to established rates.

Scheduling priorities are established to ensure campus needs are met first. Reservations are handled on a first-come, first-served basis. Only one reservation can be held for events in planning stages. Changes to scheduled reservations will be made only with the direct consent of the person who originally booked the space.

When Conflicts Occur…..

Cooperative efforts and flexibility are encouraged when the scheduling needs of groups conflict. No confirmed reservation will be automatically “bumped” to accommodate a group with a higher priority. The current reservation holder must provide email or written agreement to release space before scheduled events can be changed.

Written confirmations, completed event planning forms or rental agreements will be the deciding factor in cases of disputes.

The following scheduling priorities are established for Walb Union:

Up to 24 Months advance scheduling - Limited to non-instructional special university events sponsored solely by a university school or department, regional/state/national conferences for professional organizations in which a department or school holds institutional membership, and admission or certification testing for IPFW students and programs. (No Fee)

12 Months advance scheduling - Special activities of recognized student organizations (including Student Activities Board and Alumni Association), IPFW educational meetings (department/school sponsored or cosponsored with an outside group) less than one week in duration, and admission/certification testing for non-IPFW students or programs.COSPONSORED EVENTS MUST MEET SPECIFIC CRITERIA. (No Fee)

9 Months advance scheduling - Recurring meetings of recognized student organizations, campus departments or schools; IPFW educational meetings more than a week in duration (department/school sponsored or cosponsored with an off-campus organization); and public meetings of governmental/community non-profit agencies. COSPONSORED EVENTS MUST MEET CRITERIA LISTED BELOW. (No Fee) 

Meetings of professional and learned organizations with state or national recognition; governmental/non-profit agencies of community interest for closed meetings; and private use for weddings, dinners, receptions and proms. (Fee assessed)

Up to 6 Months advance scheduling - Community not-for-profit organizations of a social, or avocational special interest nature for programs or meetings; and private use by other community groups, businesses, or individuals. (Fee Assessed)

Meeting everyone’s needs . . .

Meeting and special event space is at a premium. You are encouraged to plan early, and request space as soon as your date is selected. Because scheduling is handled on a first-come first-served basis, only one date can be held when plans are indefinite.

Cooperative efforts between campus groups and flexibility are encouraged when scheduling needs conflict. When one group agrees to release space to another, written or email agreement is required before scheduling changes can be made.

Many times schools, departments, or staff members are contacted by outside organizations about cosponsoring events on campus. Cosponsorship is a legitimate option provided:

• A logical connection exists between the cosponsors 
• The IPFW sponsor provides significant participation 
• A tangible benefit accrues to the university 
• The school or department agrees to cosponsor 

• Ensure all publicity lists IPFW and the sponsoring unit in comparable size and status as the outside group 
• Document cosponsorship terms in a letter of agreement 
• Become the sole university contact for the off-campus group. All requests of the university (scheduling, facility setup, LRC, catering, and Police and Safety) must be made by the IPFW sponsor. 
• If contracts are involved or money is to be expended or collected, plans must be cleared with the appropriate school business manager or the Comptrollers Office. 

For more information about a Cosponsored Event Agreement, please contact the Walb Union Facility Manager at 481-6613.

When an event is educational in nature and an attendance or participation fee is assessed, Continuing Education must be contacted. The Continuing Education staff will determine if the proposed event must be arranged and offered through their department. Contact the Assistant Director for non-credit programs at 260-481-6619 for further details.

If an event lies outside this description, IPFW faculty and staff must work closely with their school business manager to determine the appropriate policies and procedures to follow. Some of the considerations include printing, selling and depositing income from tickets, payments to speakers, and collection of fees for meals.
 

Special Policies Apply

Programs involving political candidates or merchandise sales, and activities designed to raise funds must meet special conditions. Consult your business manager for details. Activities designed to produce a profit are not allowed.

Walb Union meeting facilities include a 6300 square foot ballroom and 3 mid-size rooms with dividing partitions. One mid-size room can be separated into 3 smaller rooms. The other mid-size rooms can be divided into 2 rooms each. When the mid-size rooms are separated, the small meeting rooms available total 7.

Walb Union meeting rooms are named for people or locations significant to Fort Wayne history. Generally, room numbers are referenced to assist campus guests:

The larger lounges in Walb Union are referred to as the TV Lounge, Fireside Lounge and Second Floor Lounge. The cafeteria dining room is also available with seating at tables and chairs.

Exterior areas near Walb Union available for scheduled use are the Plaza on the south side of Walb Union, The Friends Pavilion in Aquarius Park (west side), and the Patio on the east at ground level, just outside the cafeteria dining rooms.

Contact the Walb Union operations staff at 260-481-6610 for Walb Union facility scheduling, special arrangement of tables, chairs, staging and other setup services. Campus faculty and staff may request space online.

Seating - All rooms are furnished with tables and upholstered chairs. Walb Union tables are rectangular with 3' x 6' dimensions. Walb tables seat 6 people, banquet style. Two rectangular tables can be placed side-by-side creating a large square or diamond seating 8-12 people or end-to-end with seating up to 12.

Display Tables - Display tables dimensions are 30" x 72" and table skirting is available.

To see examples of standard seating arrangements, please click here. Use Optimum Settings program to design your own room arrangement or contact the Walb Union office for assistance with planning your event.

Cocktail Tables - Adjustable height cocktail tables are available to lend elegance to any event.

At seating height, the tables can accommodate 4 people in chairs. The higher, 42" height can provide space for 6 people to socialize at the 30" round tables. Floor-length, antique gold table coverings are available with either white or patterned toppers.

Flooring - Walb Union's meeting rooms are carpeted. First floor rooms have direct ballroom access (WU114 and WU116). The ballroom floor is parquet.

Podiums and Pianos - Tabletop podiums (non-amplified) are standard equipment in all rooms. A Steinway B grand piano is available for ballroom events, and a portable spinet can be placed in other meeting rooms. Amplified podiums are available through the Learning Resource Center. A daily fee is charged when Learning Resource Center equipment is used for rental events.

Staging - A small permanent stage and 14 portable stage platforms (4' x 8' sections) with an ADA-compliant ramp are available for ballroom events. The platforms can be used alone or in conjunction with the permanent stage. Time permitting, a portable backdrop and stage curtain is available for special ballroom events. Special advance approval from the facility manager is required.

Table Skirting - Fifty burgundy-colored table skirts are available for display, registration, and refreshment tables.

Table Linens - Table linens for breakfasts, luncheons and dinners must be obtained through your caterer. This includes all food service tables for buffets and beverages when meals are included as part of your event.

Walb Union can provide a limited number of linens for registration, display and refreshment tables for receptions/refreshment breaks when a catered meal is not included in the activity. Table cloth rental is $7 each.

Decorations - Decorating possibilities are limited to protect the Walb Union facility and furnishings. Please see the the Walb Union Use Policy for more information.

Technology - All Walb Union rooms are equipped with Ethernet network drops, phone lines, IHETS, and cable television hookups.

Audiovisual Equipment - Contact the Learning Resource Center at 260-481-6519 or email LRCScheduling@IPFW.EDU to order PA systems, VCRs and TVs, projection screens and projectors.  Projectors available are 16 mm slide, overhead, LCD, and Document Camera.  Playback devices include audiocassette, CD, and DVD units.  Gateway PCs and satellite links are also available, along with other audiovisual equipment. Fees are charged when facility rental is applicable.

Catering Policy - Except when alcoholic beverage service is included as part of the event, IPFW's open catering policy allows food service from any licensed caterer. All caterers must be self-contained. Your catering contract must include all table linens for meals and adequate cleanup immediately following the event. Walb Union does not have kitchen facilities, refrigeration, nor place settings available to caterers. However, a prep area for off-campus caterers is available on the first floor of Walb Union.

If alcoholic beverage service is planned as 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 included as part of a rental event, fees for security and additional staffing are added to the rental charges. Contact the Union operations office at 260-481-6610 for additional information.

The current list of IPFW-approved vendors for alcoholic beverage service includes:

• Catablu/Blu Spoon Catering -- (260)-456-6563
• Ceruti's Catering -- (260)-490-3003
• Goeglein's Catering -- (260)-749-5192
• Hall's -- (260)-747-6306
• Oyster Bar -- (260)-744-9490
  

Tables, chairs, and staging will be arranged by the Walb Union staff well in advance of your requested access time.  Each meeting or event is setup according to the specifications provided by you.  Please assist the Walb staff by providing setup information at least 5 working days prior to your event.

The IPFW Learning Resource Center staff will deliver and set up your audiovisual equipment. Both LRC and the Walb Union staff build access and setup time into your reservation. Please provide both offices with actual program start times when reserving space and equipment. If more than a half-hour for departmental preparations is needed (run-throughs, displays, etc.), please alert both offices.

When food is served at your event, table coverings will minimize your cleanup efforts. Linen table cloths are available through your caterer or paper table covers can be used.  If decorations are part of your event, the Walb Union Use Policy must be followed to comply with fire and safety codes. Contact the Walb Union operations office at 260-481-6610 for more information.

Cleanup immediately following your event is expected. Supplies and carts are available from the Walb Union staff to facilitate general cleaning, disposal of catering supplies and removal of other materials. If cleanup efforts are inadequate, special fees might be assessed.

Events of off-campus groups or individuals falling outside cosponsorship criteria can be reserved on a rental basis.  All Walb Union services and equipment are available for the rental fee. For specific information about Capacities and Rates check this table.

A minimum rental fee is in effect for the Walb Union Ballroom, G08 and the Recreation Center.  Rental events including alcoholic beverage and service require additional student staffing at the event planner's expense.  Hourly rental rates apply to full or partial hours of use.  All rental rates are subject to change.

The SCAN Children's Garden is also available for private rental. For more information, contact SCAN at 421-5002, extension 2237. For IPFW departmental use of the SCAN Children's Garden, contact the Facility Manager at Walb Student Union.

Maximum capacity is dependent upon other items in the room deemed necessary to the event (display tables, video cameras, buffet tables, etc.)

* 4-hour minimum rental fee