IPFW Home
Facility SchedulingImage of pen and paper.

Use Policy

Decorations

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

  • Only push pins and thumbtacks may be used to tackable surfaces.
  • Only Sticky Tack may be used on brick walls.
  • Glitter, paper, and Mylar confetti, and similar tiny bits, are not 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 as well as other scheduled events.

Ballroom Access Time

Event planners are allowed one 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. Clean-up and load-out by event planners must be completed within one 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 set-up time between events, and requires approval by the Facility Manager.

Ice and Beverages

Fountains, ice sculptures, and other small liquid displays may be used if elevated and contained within a water-tight 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 events, and no one else may bring any beverages into such events. A list of approved acloholic 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. You may view IPFW's current Alcoholic Beverage Service Policy on the Comptroller's web site.

Catered Events

Caterers for ballroom events must use the 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 the dumpster in the dock area, located behind the building. When drop-off catering is used, the person responsible for the event must arrange for removal of all catering items and trash disposal immediately following their event.

Event planners will be billed at cost for all expenses to repair or replace 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:

  • Charge for clean-up services at cost and/or
  • Immediately terminate said event, while the person responsibile will remain obligated for all costs associated with the event as planned