A. Description and authority

The University Events Committee (UEC) as outlined in V-28 and V-35.6 of the University Operations Manual and established by the 2017 Task Force on Outdoor Space (UEC formerly referenced as Campus Events Committee – Outdoor Space) reviews, approves or denies, schedules, and coordinates on and off-campus events at the University of Iowa.

Event policies and processes within UEC purview are defined below and outlined in this policy.  

The University Events Committee:

1. Assists in planning events when arrangements are necessary to maintain the orderly processes of the University, see Operations Manual V-28.

2. Reviews, schedules, approves, adjusts, or denies events which occur in university-controlled outdoor spaces (outdoor locations listed below)

3. Meets and corresponds with event sponsors and organizers as necessary.

4. Provides event sponsors and organizers information related to university policies and processes, City of Iowa City ordinances, and State of Iowa statutes.

5. Coordinates scheduled events with other requests and suggests alternate locations, dates, and/or times, if appropriate, and in accordance with First Amendment principles and facilities use policies.

6. Provides notification to university colleges, departments, or units regarding events, primarily through communication with building coordinators.

The Vice President for Student Life has granted administrative authority to the UEC to review, schedule, approve, or deny outdoor events as outlined in the 2017 Task Force on Outdoor Space Report and to assist in the organization of university events when arrangements are necessary to maintain the orderly processes of the university as outlined in V-28 of the University Operations Manual.

The UEC is administratively assigned within the Iowa Memorial (IMU) Events Services unit. IMU Event Services is responsible for scheduling all meetings of the University Events Committee.  Consistent with these policies and guidelines, the Committee receives requests from registered student organizations, UI colleges, departments, and units, and non-UI affiliated organizations for events to be scheduled.

IMU Event Services maintains minutes of UEC meetings, compiles the UEC calendar, and provides all records, including this document and any other operational procedures. Unless otherwise noted, this document and related operational policies were approved by the Vice President for Student Life.

IMU Event Services staff and advisors within Student Engagement & Campus Programs, Leadership, Service & Civic Engagement, Fraternity & Sorority Life Programs (FSL), and Multicultural & International Student Support & Engagement (MISSE) will assist registered student organizations with the planning and preparation of events.

For specific event-related policies and regulations, the University Events Committee consults a variety of university policy sources related to usage and approval. These include, but are not limited to:

1. University of Iowa Operations Manual 

a. V-28 - Campus Speakers and Programs

b. V-35 - Conditions of Use of University Facilities and Outdoor Spaces

2. Policies and Regulations Affecting Students Section III.II.

3. Division of Student Life Policies and Procedures

4. IMU Event Services Usage Policies

B. UEC composition & duties

1. The UEC Chair is the IMU Associate Director, Event Services & Facility Operations; and the IMU Facility Coordinator is the UEC Administrative Liaison. UEC membership is appointed by collegiate, department, unit, or shared governance leadership and is comprised of one representative from each of the following offices:

a. Leadership & Engagement

b. UI Facilities Management

c. UI Risk Management, Insurance, & Loss Prevention

d. UI Recreational Services

e. UI Parking & Transportation

f. UI Public Safety & University Police

g. UI Athletics

h. Undergraduate Student Government

i. Graduate & Professional Student Government

j. Campus Activities Board

k. UI Staff Council

l. Faculty Senate

m. UI Registrar (Classroom Scheduling)

n. Pentacrest Museums

o. Division of Diversity, Equity, & Inclusion

p. Multicultural & International Student Support & Engagement

2. UEC leadership may consult additional campus and community stakeholders when necessary. Representatives from the colleges, departments, units, and non-UI agencies listed below may be requested by the UEC Chair to attend meetings:

a. Academic colleges

b. Association of Campus Ministers

c. City of Iowa City

d. City of Coralville

e. Johnson County Ambulance Service

f. Office of the President

g. Office of the Executive Vice President & Provost

h. Office of the Vice President for Student Life

i. Office of the Dean of Students

j. Office of General Counsel

k. UI Emergency Management

l. UI Fire Safety

m. University of Iowa Diversity Councils

n. University of Iowa Healthcare & UIHC

3. The Chair will designate a person to conduct meetings in their absence.

4. Members of the University Events Committee are expected to attend all regularly scheduled meetings. When committee members cannot be present, they are expected to send a representative in their absence or otherwise address the issues, so as to ensure thorough consideration of events, without impeding the efficiency of the UEC.

5. The Committee follows a bi-weekly meeting schedule during the fall, spring, and summer academic sessions. The Committee will not convene during Thanksgiving, winter, or spring recesses.

C. UEC event approval processes

The University Events Committee has implemented the following guidelines and procedures for UI activities and events within its purview.

Event organizers are responsible for their events’ compliance with these guidelines and procedures, which apply to all activities and events sponsored by registered student organizations, UI colleges, departments, units, and non-UI affiliated organizations granted permission to use University facilities and spaces as described in this policy.

1. UEC approval not required. The scheduling of many activities on campus does not require University Events Committee approval. These activities include but are not limited to the following:

a. Registered student organization general meetings

b. Departmental/unit general meetings, receptions, gatherings

c. Conferences facilitated by the UI Center for Conferences

d. Summer camps, conferences, and institutes facilitated by UI Housing & Dining, Recreational Services, or Intercollegiate Athletics (unless requesting an outdoor space under the purview of UEC)

e. The distribution of literature or solicitation of signatures on petitions so long as the distribution or solicitation:

i. Adheres to the UI Casual Use Policy as defined in V-35 of the University Operations Manual.

ii. Does not obstruct pedestrian or vehicular traffic

iii. Does not require a table

iv. Permits the discussion and expression of all views

v. Does not obstruct or interfere with the normal operations of the institution

2. UEC approval required. UEC approval is required for all outdoor events not defined as casual use in the Conditions of Use of University Facilities and Outdoor Spaces, and/or when an outdoor event is large enough to require a designated area be reserved, and/or amplified sound is used. This includes but is not limited to:

a. Information tabling

b. 5K runs or races, especially that traverse UI property

c. Concerts

d. Exhibits

e. Fairs

f. Displays and promotions

g. Lectures or speeches

h. Installation of signage as approved by UEC

i. Uplighting or light projection as approved by UEC

j. Rallies

k. Carnival activities or arcade games

l. Scavenger hunt activities

m. Organized athletic activities not associated with UI Recreational Services or Intercollegiate Athletics

3. UEC approval and planning to maintain orderly processes of the University. UEC planning and facilitation is required when university administration determines it is appropriate for the maintenance of orderly processes of the University (see processes described in V-28 of the University Operations Manual).

 D. Outdoor reservation requests - guidelines & procedures

1. Reservation applications and approval process

a. Members or invited guests of the campus community may seek to reserve an outdoor campus area for use by submitting to IMU Event Services a written application (Outdoor Space Request) specifying the area desired, signed as appropriate by a campus community member or an authorized representative of the requesting group.

b. Registered student organization requests to reserve an outdoor space to host an information table should be submitted via an alternative form.

c. Colleges, departments, and units should complete the Outdoor Space Request form.

d. Applications must be submitted at least one week prior to an event. Large campus event applications submitted less than one month in advance of intended use might not allow sufficient time for all necessary arrangements to be made and therefore risk denials.

e. There is no charge for the use of the area unless special expenses or damages are incurred, which are charged to the group at actual cost.

f. IMU Event Services grants timely and reasonable applications in the order received and denies any application that does not conform with University regulations, these rules, or the law.

g. In reviewing an application, IMU Event Services considers whether the intended use may disturb or disrupt the University’s primary use of the facilities or regularly scheduled University programs events or activities in the areas.

h. Members of the campus community may reserve space on a tentative and conditional basis for a potential event prior to the event’s approval by the UEC.

i. The applicant, sponsoring organization, or event organizer may be required to appear before the UEC. See requests of applicants below.

j. The UEC will communicate with campus partners (e.g., building coordinators) regarding the use of specific spaces based on the type of event prior to approval being granted. Final approval will be communicated to applicants electronically.

2. Requests of applicants – An applicant reserving outdoor space may be asked for additional information about the event and support necessary for it, including parking, sanitation, health, safety, and security. The type of information that may be requested includes the following:

a. Data regarding the anticipated number of participants and spectators.

b. The adequacy of arrangements for crowd control, parking, sanitary facilities, and provision for protection of the health, safety, and security of persons and property.

c. The effect on normal pedestrian and vehicular traffic, educational operations, the availability of alternative facilities, and any other relevant factors that might adversely affect the legitimate interests of the University may be considered by IMU Event Services and the UEC.

d. IMU Event Services will consult with the UEC as deemed necessary in making decisions concerning requests.

e. Requests should be made using the online Outdoor Space Request form.

3. Imposition of reasonable conditions - The UEC may impose reasonable conditions on the use of the facilities. All events shall be conducted in full compliance with all applicable federal and state laws and city ordinances, and it is the responsibility of the group—and not the University--to obtain all applicable permits or licenses.

a. Limiting the time or duration of use when necessary for orderly conditions.

b. Requiring an organization to make adequate security arrangements for traffic or crowd control.

c. Requiring an organization follow amplified sound policy as outlined for each reserved location.

d. Requesting a deposit may be required from invited guests in such reasonable amount as may be determined sufficient by the UEC, after discussion with interested University-related groups, to ensure payment of any special expenses or damages incurred.

e. Prohibited and limited outdoor activities may be found in V-35.6 of the UI Operations Manual.

4. Approved applications - Approval, when granted, means that in the judgment of the Committee, the location, day, and time are appropriate to the purposes of the event as described to the Committee in the petition and/or the discussion. Should any question or conflict arise about the event, the UEC will be prepared to take an advocacy role for the occurrence of the event approved. Once an event is approved, the applicant will be notified via email. Organizations scheduling events are advised that materials and personnel costs incurred in relation to the events must be paid by the event organizers or sponsoring organizations; and a deposit for these costs may be required.

5. Denied applications - The UEC states in writing the reason for the denial of any application. A decision denying an application may be appealed to the Associate Dean of Students and Executive Director of the Iowa Memorial Union as outlined below in the appeal guidelines. No application may be denied for any reason that would deny Constitutionally protected rights of freedom of speech, expression, and assembly. Denial of approval for events means that in the judgment of the Committee, the event should not be held on the University of Iowa campus, or in any of its buildings, because of issues regarding time, manner, or place of the event as they were presented by the organization or individual to the Committee.

6. End of event - Events must end at the agreed time approved by the UEC. If the event does not end at the specified time, the group will receive a written warning for the first infraction. This reprimand will state that further infractions may result in prohibition of outdoor space reservation privileges for increasing durations according to the frequency and severity of the infractions.

a. Violations by registered student organizations will be reported to the Office of Student Accountability.

b. Violations by UI colleges, departments, or units will be reported to the appropriate university adjudicating authority for that specific college/department/unit.

c. Violations by non-UI affiliated organizations will result in the organization losing reservation privileges. The duration and severity of the loss of privileges will be proposed by a member of the UEC and voted on by a majority of UEC membership.

7. If an organization or individual persists in implementing an event that has been denied approval, sanctions against the sponsoring organization or event organizers may occur if complaints are made to the appropriate authority under University regulations, city ordinances, and/or state statutes. The University Events Committee is not a regulatory agency for complaints made. All complaints will be referred to:

a. Students - Office of Student Accountability

b. Staff - Employee & Labor Relations

c. Faculty - Office of the Provost

8. If the UEC’s determination, made in consultation with the UI Public Safety designee to the UEC, calls for implementation of special or additional security arrangements for an event with UI Public Safety, all overtime or extra personnel costs will be charged to the sponsoring organization or event organizers for securing their event. The sponsoring organization or event organizers are not responsible for securing a protest area or areas outside of their event.

9. Non-UI affiliated organizations may be required to complete additional agreements and insurance requirements as prescribed by the UI Business Office and UI Office of Risk Management, Insurance, and Loss Prevention.

10. Except for solicitations and corporate activations in Intercollegiate Athletics, all outdoor campus corporate activations and business solicitations will work directly with staff from the Division of Student Life and the Iowa Memorial Union.

11. The use of flags on the west side of the Pentacrest will not be permitted.

12. Registered student organizations may check out folding tables, A-frame signs, and tabling kits from the IMU Welcome Center on the day of their event.

13. Any costs for damages to an outdoor space or university facility from an event will be invoiced to the sponsor, organization, or event organizer by Iowa Memorial Union Event Services and credited to the appropriate campus department responsible for completing restoration and/or repairs. The University bears no liability for damage to or loss of event materials.

E. Locations requiring approval

1. Factors taken into consideration in determining the location of an event include its likely disruption to other scheduled events or to the ordinary activities of the University.

2. All organizations are required to follow the University of Iowa amplified sound policies when hosting events in campus outdoor locations. UEC will approve amplified sound for events only if it will not disrupt classroom instruction or the ordinary activities of the University.

3. The six most popular locations for outdoor events on the UI campus and their usage parameters are defined below. UEC may temporarily restrict use of any outdoor location to accommodate unforeseen requirements of a regular University program not anticipated by this policy.

a. Philip G. Hubbard Park

i. Hubbard Park is the green space west of Madison Street and north of Iowa Avenue; the space is bounded by the railroad tracks and the Iowa River on the west, the Iowa Memorial Union driveway to the north. Danforth Chapel, while located within Hubbard Park, is not subject to Hubbard Park’s usage parameters.

ii. Sale of Goods/Solicitation. All policies governing the sale of goods in the IMU and solicitation by student organizations are applicable to events and activities in Hubbard Park.

iii. Hubbard Park allows for structures and equipment, such as tents, tables, huts, kiosks, booths, vehicles, or similar structures, to be used as approved by the UEC in connection with an authorized group event or activity.

i.v Amplification Policy. Depending upon the time of the day and the day of the week in which the park is reserved, an eligible group may be restricted from using electronic sound amplification equipment.

b. Pentacrest

i. Area of the campus bounded by Clinton Street on the east, Washington Street on the south, Madison Street on the west and Jefferson Street on the north, and on which are located the Old Capitol, Macbride Hall, Schaeffer Hall, MacLean Hall, and Jessup Hall. The Pentacrest forms the core of the central campus, and the buildings thereon contain classrooms, laboratories, and faculty and administrative offices. The Old Capitol is a state historical monument.

ii. Hours of Use. Casual use of the Pentacrest is permitted at any time, except as specifically prohibited or restricted. Scheduled use is normally restricted to the hours of 8 a.m. to 11 p.m. daily (midnight on Friday and Saturday nights).

iii. Amplification Policy. Depending upon the time of the day and the day of the week in which the Pentacrest is reserved, an eligible group may be restricted from using electronic sound amplification equipment. Sound amplification that is likely to disrupt the University’s primary use of adjacent buildings is prohibited during normal working and class hours except between 12:20 p.m. and 1:30 p.m. and after 4:20 p.m. until 10pm Monday-Friday; sound amplification may be allowed between 8:00 a.m. and 10:00 p.m. Saturday and Sunday.

iv. Classes. This policy does not affect the practice of conducting outdoor classes on the Pentacrest.

v. Use of Old Capitol stairs. Use of the stairs/steps of the Old Capitol as a stage is prohibited.

vi. Food, Beverage, Sale of Goods, Solicitation. The University Events Committee imposes reasonable viewpoint-neutral restrictions on the provision of food and beverages as well as the sale of goods and solicitation on the Pentacrest.

c. T. Anne Cleary Walkway

i. Located between Jefferson Street and E. Bloomington Street, from Calvin/Gilmore Hall area to Burge/Catlett Hall, north and south of Market St. Food truck approved site with permission.

ii. The walkway itself is not reservable; Kautz Plaza, the raised area on the west side of the T. Anne Cleary Walkway (between Calvin and Trowbridge Halls) may be reserved by members of the campus community.

d. Kautz Plaza

i. Elevated concrete area north of Jefferson Street and south of Market Street bounded by Calvin Hall to the South, Iowa Memorial Union Parking Ramp to the west, Trowbridge Hall to the north, with T. Anne Cleary Walkway (formerly North Capitol Street), Pappajohn Business Administration Building, and Gilmore Hall to the east. The T. Anne Cleary Walkway is not deemed a part of the plaza, for purposes of this policy.

ii. Sale of Goods/Solicitation. Sale of goods or solicitations involving money on Kautz Plaza will only be approved for registered student organizations.

iii. Any food or beverage sold or distributed on Kautz Plaza must be provided by a licensed food vendor/store/restaurant. Request for sales must be disclosed in the application for outdoor space and approved through the UEC.

iv. Number of Events/Tables. More than one event at a time may be scheduled on Kautz Plaza. The number of tables or events permitted simultaneously will be the decision of IMU Event Services. Tables may not be placed in the walkway area between the general curb lines and may not obstruct or impede traffic or university processes.

v. Amplification Policy. Depending upon the time of the day and the day of the week in which the plaza is reserved, an eligible group may be restricted from using electronic sound amplification equipment. Sound amplification that is likely to disrupt the University’s primary use of adjacent buildings is prohibited during normal working and class hours except between 12:20 p.m. and 1:30 p.m. and after 4:20 p.m. daily until 10pm Monday-Friday; sound amplification may be allowed between 8:00 a.m. and 10:00 p.m. Saturday and Sunday.

e. Gibson Square

i. Located at 253 S. Madison Street; located between the CRWC and the Main Library, and East of the Stanley Museum of Art.

ii. Sale of Goods/Solicitation. Sale of goods or solicitations involving money on Gibson Square will only be approved for registered student organizations. Request for sales must be disclosed in the application for outdoor space and approved through the University Events Committee.

iii. Any food or beverage sold or distributed on Gibson Square must be provided by a licensed food vendor/store/restaurant.

iv. Number of Events/Tables. More than one event at a time may be scheduled on the park. The number of tables or events permitted simultaneously will be the decision of IMU Event Services. Tables may not be placed on the walkways and may not obstruct or impede traffic or university processes.

v. Amplification Policy. Depending upon the time of the day and the day of the week in which the square is reserved, an eligible group may be restricted from using electronic sound amplification equipment. Sound amplification that is likely to disrupt the University’s primary use of adjacent buildings is prohibited during normal working and class hours.

f. North Library Plaza

i. This hard-surfaced plaza is located between the north side of Main Library, Adler Journalism and Becker Communications Studies Building, off Washington and Madison Streets; it is bounded to the West by the CRANDIC bridge.

ii. The fire lane, immediately North of the Main Library (and a visual extension of West Washington Street), must be maintained at all times.

iii. Sale of Goods/Solicitation. Sale of goods or solicitations involving money on North Library Plaza will only be approved for registered student organizations. Request for sales must be disclosed in the application for outdoor space and approved through the University Events Committee.

iv. Any food or beverage sold or distributed on North Library Plaza must be provided by a licensed food vendor/store/restaurant.

v. North Library Plaza allows for structures and equipment, such as tents, tables, huts, kiosks, booths, vehicles (including approved food trucks) or similar structures, to be used as approved by the University Events Committee based on dimensions and space, and in connection with an authorized group event or activity. No sign, banner, slogan, symbol, display, or other similar device shall be painted, affixed, erected, or installed on North Library Plaza. Signs, banners, slogans, symbols, and displays may be used on approved tables with approval by the UEC. This prohibition does not apply to the distribution of leaflets to individuals nor to the carrying of picket signs or placards by individuals.

vi. Sale of Goods/Solicitation. All policies governing the sale of goods at the IMU, Hubbard Park, and solicitation by student organizations are applicable to events and activities on North Library Plaza as it serves as a rain backup location for sale of goods/solicitation if turf conditions do not allow an event to occur within Hubbard Park.

vii. Amplification Policy. Depending upon the time of the day and the day of the week in which the plaza is reserved, an eligible group may be restricted from using electronic sound amplification equipment. Sound amplification that is likely to disrupt the University’s primary use of adjacent buildings is prohibited during normal working and class hours.

viii. Number of Events/Tables. More than one event at a time may be scheduled on the park. The number of tables or events permitted simultaneously will be the decision of IMU Event Services. Tables may not be placed on the walkways and may not obstruct or impede traffic or university processes.

F. Appeal processes

1. University Event Committee decisions may be appealed to the Associate Dean of Students and Executive Director of the Iowa Memorial Union by filing a written notice of appeal through this form within ten (10) University business days following the receipt of the decision.

2. Grounds for appeal. Appeals may be submitted by addressing one or more of the following grounds.

a. The decision was unsupported by current University policies and procedures pertaining to outdoor space reservations.

b. The decision denies Constitutionally protected rights of freedom of speech and/or assembly.

3. Decision on Appeal. On appeal, the decision may be denied or granted by the Associate Dean of Students and Executive Director of the Iowa Memorial Union. The Associate Dean of Students and Executive Director of the Iowa Memorial Union will respond in writing (or by email) to the appealing parties within ten (10) business days. The notice of appeal and response will be kept on file in the Office of the Dean of Students. The decision constitutes the final institutional action on the matter.

 

Updated – 3/31/2021