The special event application has become one with the University Event Registration Committee (UERC) application effective January 2023. For IU schools, departments, and offices, please follow the steps below to submit your event application. The application will be reviewed by multiple departments including the UERC, IU Indianapolis campus stakeholders such as campus facility services, event services, purchasing, and campus leadership. You will receive updates via email regarding status and approval.
The event organizer will need to complete the IU Indianapolis Special Event Application which is also known as the University Event Registration Committee (UERC) application.
All conferences, events, and programs with 50 or more participants must submit this application for review and approval. These rules apply to all IU-sponsored conferences and events, regardless of location (both on and off campus). Additionally, these rules apply to any external organization holding an event on IU property.
Special Events Application Information - Updated January 2023
The Special Event Application is Completed in 3 Steps
2.
Complete the IU Event Registration UERC Application based on Affiliation
IU/IUPUI school, center, and other departmental event organizers complete the UERC application.
External event organizers complete the External Special Event Application. Please note, external organizers do not need to complete step 3.
External Special Event Application
Student organization event coordinators must use the University Event Registration Committee (UERC) application and The Spot to register for events. All student organization event application process questions should be directed to the CUBE at stuact@iupui.edu or call 317-274-8477 for assistance.
3.
Complete the UERC IUPUI Special Events Addendum
Once the UERC application is submitted, the UERC IUPUI Special Events Addendum needs to be completed. This addendum is for IU/IUPUI schools, centers, and other departmental event organizers only. It is not to be completed for events coordinated by student organizations or non-IU event coordinators.
Please note the UERC application will not be approved until the addendum is completed. See The Event Application and Review Process section for further information.
Also please note this form will be transitioned to FireForm in the coming months and will be compatible with multiple browser types. Until that time, it is advised you complete this form using Google Chrome.
The Event Application and Review Process
Event Application and Review Process
- The event coordinator fills out and submits the UERC application, or for non-IU/IU Indianapolis customers the external special events application.
- The IU event coordinator also completes and submits the UERC IU Indianapolis Addendum. Please note, external customers do not complete this step. The addendum covers event details not requested within the UERC application. Additional services such as parking, trash service, tent review as well as attestations on policy are covered.
- Please note the UERC IU Indianapolis addendum must be completed and submitted before the UERC application will receive final campus approval.
- Once the UERC event application and UERC IU Indianapolis Addendum are submitted, the applications are routed for review to the campus stakeholders.
- You will receive approval/ denial notification from the UERC.
The UERC application indicates a minimum of 10 business days to process the event request however for large events, at least (4) weeks is needed to allow the necessary amount of time for multiple departments to review and approve. If you do not receive an approval email within 2 weeks for small events and 4 weeks for large events from the date of submission please feel free to contact IU Indianapolis Event and Conference Services at 274-2702 or Special Events email to follow up on the status of the event.