University of Northern Iowa
Checklist & Guidelines for Outdoor Events
for use of University grounds for programs and/or special events are made
through the Maucker Union Administrative Office. The "Outdoor Events
Request Form" must be submitted at least three (3) weeks prior to
the event date.
ALL requested information on the Outdoor Events Request Form. Student
groups must receive prior approval for events through the Student Involvement
Center (located on the Plaza Level in Maucker Union) before completing
- If the
SPONSORING GROUP is requesting items and/or services that they CANNOT
provide themselves, the appropriate arrangements need to be made through
the Maucker Union Administrative Office by the SPONSORING GROUP.
and paperwork needed:
"Interdepartmental Requisition" MUST be completed for UNI
Physical Plant if the SPONSORING GROUP is requesting: tables, chairs,
trashcans, tent, electricity, water, etc.
- If the
SPONSORING GROUP is requesting risers/staging, they need to contact
a rental company (eg: United Rental).
- If the
SPONSORING GROUP is requesting a PA System or other audio-visual needs,
they need to contact a rental company.
- If the
SPONSORING GROUP will be having any food, a Food Safety Approval Form
needs to be completed and turned in with the Outdoor Event Request
- An "Underground
Facility Location Form" needs to be completed if the SPONSORING
GROUP needs to put anything into the ground (eg: tent stakes) and
turned in with your Outdoor Event Request Form. Maucker Union Administrative
Office can assist you with this form.
the completed form(s) to the Maucker Union Administrative Office. At
this time you will meet with an event planner to go over the details
of your event.
all necessary signatures have been obtained, the SPONSORING GROUP will
be notified. At that time, further arrangements will be made, if necessary
(eg: scheduling additional event planning meetings as needed).
THINGS TO CONSIDER
Account Number - University groups and organizations will need to
provide a University account number that can be used to charge any costs
for services provided. Groups not affiliated with the University will
be billed directly for the costs incurred.
- If inclement weather or wet grounds following inclement weather could
be a factor for the event, should back-up indoor facilities or secondary
dates be reserved?
Management/Safety - If there will be risk(s) to participants and/or
spectators, what necessary safety precautions must be taken?
- Groups NOT affiliated with the University will be required to provided
appropriate liability insurance coverage.
Safety/Security - If there are security concerns, what steps must
be taken to provide a safe environment for those attending and/or working
Parking - The use of UNI parking facilities, except metered areas,
requires a parking permit at all times. Questions should be directed
to the Maucker Union Administrative Office.
Traffic on Campus - Sidewalks and turf are not designed for vehicular
traffic. Please contact Paul Meyermann, UNI Physical Plant, if you feel
it is necessary for vehicles to be on surfaces that are not paved.
Permits - Will permits be necessary for the event to take place
(eg: parade permit, food service permits)?
- What utilities are necessary for the event? Is there a need for water
or electricity or some other power source?
Locates - State Law requires notification to the Iowa One Call System
at least 48 hours (excluding weekends and legal holidays) prior to engaging
in any type of digging or excavating. This includes placement of anything
that requires digging and/or driving of posts or stakes. Contact the
Maucker Union Administrative Office for assistance in notifying Iowa
Needs - What equipment is necessary for the success of the event
(eg: tables. chairs, podium, microphones, risers/staging, etc.)?
Service - If you are planning on having food at your event, you
must complete the Food Safety Approval Form. If you are selling food
items, you may be required to acquire State, County, or Local permits.
Beverages - The use of alcoholic beverages must be purchased and
arranged through the UNI Department of Residence/Catering Services.
Alcoholic beverage service is NOT available to student organizations.
staff will assist your group in holding a successful event on the University
of Northern Iowa campus. Please do not hesitate to contact our office
for further assistance.