Any event held at the DeVault Alumni Center must be conducted in accordance with the following policies, procedures, and terms. Please read and keep the following pages for your records. You should provide a copy of this document or make sure that any third party with whom you contract for service, like a caterer, is aware of the terms and conditions of use herein. Please note that the DeVault Alumni Center is owned by Indiana University, but occupied and administered by the Indiana University Alumni Association.
DeVault Alumni Center Terms and Conditions of Use
All events are expected to harmonize with the character and mission of the IU Alumni Association (IUAA) and the DeVault Alumni Center. Events may not create any hazard or impose any undue hardship on the DeVault Alumni Center, facilities, staff, or visitors. Events must conform to established regulations. The IUAA reserves the right to refuse use to any organization at its discretion.
Programs Involving Children
The University has adopted a policy entitled Programs Involving Children. By executing this Agreement, User is confirming that it has read and understands the policy and that it accepts compliance with the policy as an express condition of this agreement.
In order to keep the interior furnishings, walls, and floors as appealing as possible, all adjustments to the current arrangements of all items including but not limited to tables, chairs, and soft seating, must be approved by the IUAA before such adjustments are to take place. All adjustments are to be made by an IUAA employee. A $100 fee will be assessed for all adjustments to the standard layouts of the rooms.
The User assumes the risk of all damage, loss, cost, and expense, and agrees to indemnify and hold harmless the IUAA and its employees from and against any and all liability, damage loss, cost, and expense which may accrue to or be sustained by the IUAA or its employees on account of any claim, suit, or action made or brought against the IUAA and/or its employees. The User assumes liability for any and all damages to the DeVault Alumni Center, any equipment, and for any and all injuries to any person(s) that may occur as a result of their presence while attending the event. This refers to the interior of the building as well as the Haugh Plaza, IUAA Tent, and other areas connected to the DeVault Alumni Center. The User agrees to indemnify and hold harmless the IUAA (the IU Alumni Association and its employees) from and against any and all liability, damage loss, cost, and expense which may accrue to or be sustained by the user on account of any unplanned cancellation by the IUAA of the User’s rental agreement with the IUAA.
No event will be scheduled with less than 21 days prior to the requested date. Receipt and confirmation of acceptance by an authorized IUAA representative of a signed and completed contract reserves the date and space for the event. Read the rental contract.
The maximum number of people for each rental space is as follows:
- Kelley Dining Room: capacity 96 banquet, 200 lecture, 250 standing
- Haugh Plaza: seasonal; 80 banquet, 200 standing, 250 ceremony
- IUAA Tent: seasonal; capacity 300 seated/350+ standing
- Metz Board Room: capacity 18 at table
- Dutton Living Room and Inskeep Library: capacity 115 seated, 200 standing
- Alumni Board Room: capacity 16 at table
- Rich‐Jones Conference Room: capacity 16 at table
- Presidential Terrace: seasonal; 50 standing
Emergency Medical Services
All events anticipating 200 guests or more must have an Emergency Medical Services (EMS) team onsite. This includes indoor and outdoor events.
The IUAA lot located on the west side of the DeVault Alumni Center has designated university EM-S permit parking during the day and may be used for after‐hours functions. We have 4 visitor spaces and 3 ADA spaces that are also available. Any large group using the facilities during the day should utilize the parking lot on the north side of 17th Street. Any group expecting guests without university permits should notify their guest to park in the parking lot inside Orange Gate 4 (C-Lot), at the Indiana University Memorial Stadium.
Event Coordinator and Event Facilitator
An IUAA Event Coordinator will work closely with the organizer prior to the event to ensure that the event proceeds smoothly and efficiently.
The presence of an IUAA Event Facilitator is required for all events. The Event Facilitator must be present for setup, receipt of deliveries, the event itself, and tear down. Receipt of deliveries should be scheduled as a continuous part of the setup time. A fee of$15 per hour will be assessed to the User if the presence of a facilitator is necessary.
The IUAA suggests preferred caterers for your event; however, the User will be responsible for paying all catering costs in a timely manner. All caterers must be approved by both Indiana University and the IUAA management and possess valid licenses for food service and the service of alcoholic beverages (if applicable). The caterer must carry liability insurance, including products, of $3,000,000. If alcohol is being served, the caterer must also carry alcohol liability of $3,000,000. The caterer must provide all personnel, materials, and supplies required for the service of food and beverages (i.e. tablecloths, utensils, serving trays, etc.). Users are not allowed to prepare their own food or serve their own alcohol.
Users must be in compliance with other university regulations regarding food service including, but not limited to, completing a “Temporary Food Service Application” and submitting it to IU’s Office of Environmental Health and Safety. Submission information is included on the application. The application should be completed no later than two weeks prior to the event. Please visit www.ehs.iu.edu for more information on IU’s food compliance policies and to obtain a “Temporary Food Service Application.”
The DeVault Alumni Center and Kelley Dining Room kitchen are equipped with a refrigerator, freezer, icemaker, dishwasher, coffeemakers, microwave, and warming oven. At no time may the User or the catering staff use IUAA supplies or materials available in the Kelley Dining Room kitchen, including—but not limited to—such items as soda, cups, condiments, and linens. If a caterer is found using these items, the User will be held responsible for any replacement costs.
Deliveries and Pickups
The User will provide detailed information on any scheduled deliveries and pickups no later than two weeks prior to the event. Deliveries should be contiguous to the time allotted for setup, and they will only be accepted on the day of the event. The IUAA reserves the right to refuse any delivery items that might prove detrimental to its facilities. All external rental items and equipment and personal items of the User or guests should be removed by the end of teardown. Any exceptions to this rule must be approved in writing by the IUAA Event Coordinator.
Removal of Garbage
The User must ensure that all equipment, including the special event carts, and all areas used are clean and restored to the condition in which they were found. Dirty dishes and all garbage must be removed from the premises immediately following the event. A “Kitchen Closing Checklist” is provided in the Kelley Dining Room kitchen.
User(s) desiring to serve alcohol during an event must conform to the policies set forth by the IU Office of Insurance, Loss Control, and Claims (formerly Risk Management) and must sign and return the appropriate documentation (i.e. “Requirements for the Service of Alcoholic Beverages on Indiana University Premises”). This document requires the following:
- That the alcohol only be handled and served by a caterer or bartender licensed by the state of Indiana’s Alcoholic Beverage Commission with an “off‐premises” permit, a copy of which must be submitted to the IUAA no later than two weeks prior to the event.
- That the caterer/bartender must be able to provide proof of dram shop operation insurance in the amount of $3,000,000.
- That no alcohol be served at events organized by undergraduate student organizations or where the audience is likely to include people under the age of 21.
Please visit the policy document for more information regarding IU’s alcohol policies.
Decorations and Rentals
Setup and Removal
All decorations and rental items must be approved by the IUAA Event Coordinator. The User is responsible for decoration set up, teardown, and prompt removal. The Event Facilitator must be on site to oversee any and all decorating. All decorations must be freestanding, including signs. Nothing is to be attached to the walls or ceiling.
The only candlelight allowed is votive candles or hurricane lamps in which the candle is completely protected by glass. These are to be provided at the User’s expense.
Outdoor events on or behind the Haugh Plaza or in the IUAA Tent will require the rental of equipment (such as tables, chairs, linens, or additional tents) from outside sources at the expense of the User. The ordering of this equipment will be handled by the Event Coordinator and be charged to the Users final bill. Use of the rear lawn area must be prearranged with the Event Coordinator and cleared with the University Facilities Operations department.
Any audio/visual or lighting requirements will be contracted from outside sources at the User’s expense. An overhead projector and laptop computer are available for meetings and setup is handled by IUAA technical staff. This equipment is to be scheduled two weeks in advance of the meeting. (Network connections must be coordinated with the IUAA technical services).
Planning and Setup
The User must arrange for setup and tear down with the Event Coordinator no later than three weeks prior to event. Event setup and tear down must not interfere with IUAA activities. The Event Coordinator establishes setup and tear down times based on the type of event and activities of the User. For example, receptions needing only a few buffet tables usually only require an hour each for setup and tear down, while a seated meal with extra tables and chairs or an event with extensive audio‐visual needs or multiple deliveries may require two or more hours of setup time. All wedding receptions require a minimum of two hours for setup and one hour for tear down. Additional time may also be required.
Cancellations must be received 10 business days prior to the scheduled event. Less than 10 days notice will result in a fee of $50. Less than two business days notice will result in a charge of 50% of the reservation fee. Cancellations due to weather will not be refunded.
A Pre-Billing Agreement will be sent to the User after the Reservation Agreement is received by the Event Coordinator. This document shows the tentative costs of hosting the event at this facility.
Non‐IU‐affiliated Users will receive an “Invoice for the Balance Due” which the User shall pay. IU Users may request an invoice or provide a university account to which the event will be billed.
User(s) may incur additional charges relating to housekeeping, electrical usage, and damage to property or collections, including payments for any IU and IUAA deductible insurance limits, in the event of excessive or extraordinary usage or damage.
Can be made through a check made payable to the IUAA or an IU account transfer (no SOA accounts accepted).
It is the responsibility of the user to verify that caterers, bartenders, musicians, and decorators are informed of and conform to all the terms and conditions expressed above.