Scheduling Priorities

Scheduling Priorities

(Effective July 1, 2012)

The Special Event venues are available to students, faculty, staff, university and non-university groups for meetings, special events, and private use. Fees are assessed where appropriate for using this facility, according to established rates. See www.ipfw.edu/special-events

Should a conflict arise we encourage cooperation and flexibility. No confirmed reservation will be automatically "bumped" to accommodate a group with a higher priority. The current reservation holder must provide E-mail 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. Reservations are handled on a first-come, first-served basis. Only one reservation can be held for events in planning stages. The following scheduling priorities are established for IPFW Special Event Venues:

For events in venues/spaces where facility rental rates would apply:

• Departmental Groups: up to 36 Months in advance
• IPSGA: up to 12 months in advance
• Student Groups: up to 6 months in advance
• External Groups: up to 24 months in advance

For all venues/spaces where facility rental fees would not apply:

• Departmental Groups: up to 24 months in advance
• IPSGA: up to 6 months in advance
• Student Groups: up to 3 months in advance
• External Groups: up to 12 months in advance

Co-sponsored Events: scheduling parameters will be determined by existence of rental fee.

Companies in Residence: will be classified as External Groups.

Definitions

Departmental Event

An event conceived, planned and hosted by any IPFW school, college or other operational/financial department that pertains to their field or an internal departmental function. A department representative must be physically present at the event.

Student Groups Event:

An event conceived, planned and hosted by an officially authorized and recognized Student Group that is in good standing with Student Life. A representative of the Student Group must be physically present at the event.

External Group Event:

An event conceived, planned and hosted by a group or individual that has no affiliation or association with an IPFW Department, College, Office or Recognized Student Group. This category can include faculty, staff or students hosting an event for personal (or non IPFW) purposes.

Co-Sponsored Group or Event:

An event conceived, planned and hosted by a group or individual that has no affiliation or association with IPFW who then contacts an IPFW Department, College, Office or Recognized Student Group to collaborate/fund/aid in putting on an event in a joint alliance. The event must meet the established co-sponsorship parameters in order to qualify for this status.

Company in Residence

A not-for-profit arts organization that is housed on IPFW grounds but is not affiliated with the university. The current Companies in Residence at IPFW are: the Fort Wayne Philharmonic and Youth Symphony, the Fort Wayne Children’s Choir, the Fort Wayne Area Community Band, Unity Performing Arts, and FAME.

Non-for-Profit

An external group that has a verified 501(c)3 status.