Internal Events Guide: Faculty/Staff

• Large Scale Conferences or Conventions (100+ Attendees): Submit facility-use requests several months in advance for external customers. This timeframe allows facilities and technology departments an opportunity to establish communications with the customer, to gather logistical information and room specifications, and to ensure proper staff coverage for the event.
• Meetings or Events with Fewer than 100 attendees: Allow a minimum of one month to request external facility use. However, more notice is always preferred to avoid conflicts with university operations, student or faculty/staff events.
• Other Considerations: When reviewing external facility-use requests, as a campus, PNW is careful to schedule events without disruption to instructional priorities and classroom use/access. Extreme weather events that could potentially stifle event attendance is considered as well.

• Facility-Use Agreement: External customers must sign a facility-use agreement to be authorized to use PNW facilities for both the Hammond and Westville campus. Independently registering an external event into Unitime without a formal Facility-Use Agreement is not allowed. 
• Events Fees Collected from the Facilities-Use Client: The costs for hosting a conference or convention at PNW include rental charges for use of the space.

• Cost Recovery: Weekend or evening events require direct cost recovery for labor performed outside of regular campus operations. For example, facilities staff coverage, police officer attendance, technology support or audio/visual support at these events will be recovered by the external client.
• Certificate of Insurance (COI): External facility-use customers must agree to carry commercial general liability insurance. COI is due three weeksprior to the event.

• Campus Police: Presence of campus Police is required for events with more than 50 attendees or any time that alcohol is being served.

• Event Manager: The PNW department or staff representative that recommends an external organization to host a conference, convention or professional meeting at PNW is responsible for acting as the logistics and communication hub for the event.
• On-Site Coordinator: The external facility-use customer must assign an on-site coordinator who is required to be present during the event.
• Events with Minors on Campus: Should an external customer’s event include minor children, the customer must designate a program director to supervise younger guests.

Hammond Campus

If an event on PNW’s Hammond Campus will require catering, Aladdin Dining Services has the first right of refusal. This means that the customer is obligated to use Aladdin for all catering services. External guests are not allowed to bring in outside catering or food unless the exception has been granted by Aladdin.

See PNW Catering Details

Westville Campus

If an event on PNW’s Westville Campus will require catering, the Great Hall Events and Conference Center has the first right of refusal. This means that the customer is obligated to use the Great Hall for all catering services. External guests are not allowed to bring in outside catering or food unless the exception has been granted by the Great Hall.

See PNW Catering Details

For external events, PNW can accommodate audio-visual requirements, such as microphones, sound and set up for visual presentations. External guests will be directed to the A/V department upon booking an event.

Use of Facilities Policy (IV.B.1)
This policy outlines the requirements of individuals in or on university facilities. It ensures the safety of the university community and that the use of facilities is in keeping with the university’s mission of discovery, learning and engagement.

Regulations Regarding Retailing, Commercial Soliciting, Canvassing, Sponsorship and Marketing Activities on the Campuses of Purdue University (IV.B.3)
Retailing, commercial solicitation, canvassing, sponsorship and marketing activities of any product or service on campus is generally prohibited, except for the provisions contained in the policy above.