Walb Union Use Policies and Guidelines

Rental Space

Each venue rents separately per the contract terms. Additional items/spaces may be available for rental. IPFW Special Event staff reserve the right to enter any and all areas to enforce the rules and to limit the number of people in the area.

Rental Time

Renters are allowed one hour of access time prior to event for decorating and/or program preparations. Requests for additional access time must be approved in advance. Clean-up and load-out must be completed within one hour of the scheduled end time for the event.

Insurance Requirements

All vendors and contractors providing services at IPFW must carry adequate liability insurance. Any approved food vendor must be licensed with the Health Department. No homemade items may be sold or served at this facility. This applies to caterers, florists, bakeries, musicians and all other contracts. If requested, contractor must be able to provide verification of license and/or liability insurance. The caterer has the full responsibility for obtaining any and all licenses necessary for providing any alcoholic beverage at the event. The renter and caterer jointly assume all liability associated with the consumption of alcohol and each agrees to defend, indemnify and hold harmless IPFW and all associated personnel from and against any and all claims, demands, suits, judgments or other liability of any nature whatsoever resulting from the presence, serving and/or consumption of alcoholic beverages during the event. Each policy required under this agreement shall contain a severability of interests clause and will provide that renter’s coverage shall be primary to any other insurance available to or maintained by IPFW, its subsidiaries and affiliates.

Liability

Renter agrees to indemnify and hold harmless University, its affiliates, officers, employees, and representatives from and against any losses, costs, damages, and expenses resulting from claims for bodily injury or property damage arising out of joint efforts through the term of this agreement unless such bodily injury, property damage, or personal injury is determined to be the result of the negligence of University, their affiliates, officers, employees, or representatives. University agrees to indemnify and hold harmless renter, its affiliates, officers, employees, and representatives from and against any losses, costs, damages, and expenses resulting from claims for bodily injury or property damage arising out of joint efforts through the term of this agreement unless such bodily injury, property damage, or personal injury is determined to be the result of the negligence of renter, their affiliates, officers, employees, or representatives. University’s obligation to hold renter, their affiliates, officers, employees, or representatives harmless shall be limited in substance by statutes and constitutional provisions designed to protect the exposure and liability of the University as an instrumentality of the State of Indiana (e.g., actions and conditions as to which the University is immunized by the Indiana Tort Claims Act, dollar limits stated in such Act, exemption from punitive damages, the continued ability to defeat a claim by reason of contributory negligence or fault of claimant), so that its liability to indemnify, defend and hold harmless shall not exceed what might have been its liability to a claimant if sued directly by the claimant in Indiana and all appropriate defenses had been raised by the University.

Cancellation

See the Walb Union and Indoor Venue Cancellation Policies

Terminations by School

IPFW’s obligation to make the facility available will be relieved if anything outside of its control prevents the facility from being available at the date and time scheduled for the event. This includes such occurrences as natural disaster, fire, destruction, war, governmental order, quarantine, or other forces or events outside of IPFW’s control. If such occurs, IPFW will refund the renter’s deposit and fee already paid in full, but will have no other liability on account of such cancellation or unavailability of the use of its facility.

Fire Safety

IPFW enforces fire protection safety codes and is subject to inspection by the City of Fort Wayne Fire Department. No pyrotechnic devices, smoke/fog machines or open flame are allowed in the building. All fire aisles and exits must be kept clear of equipment and people. No smoking is allowed anywhere in the building including dressing rooms. Failure to follow these rules will result in the immediate suspension of the event (or load-in) until the conditions are corrected. If they are not corrected, the event will be cancelled without refund to the applicant.

OSHA

IPFW is committed to providing a safe, clean environment for both our patrons and employees. For the safety and well-being of all facility users, patrons and vendors are expected to conduct their event in a manner which respects the rights of all users. OSHA regulations are observed by our facility and we mandate the same high standards for all of our contractors and service providers. Compliance with OSHA regulations is the responsibility of the renter and their contractor. OSHA mandated personal protective equipment must be utilized at all times. Renter is required to secure all cables, including electric and/or audio/video, in walkways and guest areas.

Smoking

In keeping with the City of Fort Wayne Law, there is no smoking allowed inside any building within the school. There are designated areas outside the building supplied with receptacles for cigarette butts. Please refrain from dropping cigarette butts on the grounds, shrubs and landscaped surroundings.

Security Deposit

Reservation dates are bound by the first deposit and contract received on a "first come, first served" basis. Your security deposit of 50 % books and holds your date.

Billing Instructions

Payment made by check or credit card payable to IPFW. Credit cards add 4% to total to cover fees. 50% of the venue rental fee is due and payable, along with a signed rental agreement, no less than 60 days prior to the scheduled event. Payment in full is required no later than two (2) weeks prior to the scheduled event. Your security deposit will not be applied to the rental fee.

Pricing

All listed prices are subject to change and availability. Credit cannot be given for equipment or personnel ordered and not used. Renter understands that labor charges are estimates and may vary depending on actual needs.

Catering

See the IPFW Catering Policy

Alcoholic Beverages

See the IPFW Catering Policy

Disruptive People

IPFW reserves the right to eject, or cause to be ejected from the premises, any person or persons (including unruly and unsupervised children) engaging in disruptive, belligerent or threatening conduct. IPFW reserves the right to refuse admission to any person displaying the above behaviors or who appear intoxicated. IPFW shall not be held liable for any damages by the applicant through exercising this right.

Decorations

The following decorations are specifically prohibited from use in Walb Student Union—confetti (static and cannons), glitter, stickers, spray paint, and liquid paint. Bubbles may be used outside of building only. Balloons are allowed in approved areas and must be attached to a solid weight, they are not permitted to be released outdoors within the school grounds.

1. All decorations and equipment must be delivered and set up on the same day as the event, and removed at the conclusion of the event unless other arrangements are pre-made with the IPFW Special Events office. IPFW reserves the right to bill the sponsoring party for removal of any left items. Please inform your vendors that all pick ups and deliveries of goods must be coordinated through the IPFW Special Events Office to ensure vendor access to building and/or rental space.
2. All candles must be drip-less and enclosed in glass of sufficient height to cover any potential flame. This fire/safety code applies to all candles, whether or not there is intention to light the candles.
3. No furniture or decorative objects belonging to IPFW may be moved from their respective positions without the permission of the IPFW Special Events office.
4. Renters and party planners are prohibited from using ladders more than 8' tall. Banners may be hung from hooks provided in the permanent stage area. Physical Plant staff must install and remove all items to be hung from the ballroom ceiling hooks. Requests must be received two (2) weeks in advance, and approval depends upon time and staffing availability as well as other scheduled events.
5. Only push pins and thumbtacks may be used on tack strips and only Sticky Tack may be used on brick walls. All other decorations, other than free standing, must be approved by the Special Events office. In no manner will renter permit any employee, guest, or contracted party to deface, damage, or otherwise injure IPFW property or its facility.
6. IPFW Special Events staff does not set up or break down equipment or furniture for the event with the exception of IPFW owned tables and chairs. Due to liability, renter and/or caterer must provide adequate staff for set up, event and breakdown. You are responsible for any damage or theft at replacement value.
7. Renter is responsible for picking up all decorations at completion of event.
8. Renter is responsible for providing decorating details for event to IPFW Special Events office no later than five (5) business days prior to your event.

Technology

All Walb Union rooms are equipped with wireless network access, Ethernet network drops, phone lines, IHETS, and cable television hookups. Renter must secure technology needs through AVTS. Fill out the AVTS Request form to request AV Equipment

Registration Fees

When an event is educational in nature and an attendance or participation fee is assessed, Continuing Studies must be contacted. The Continuing Studies staff will determine if the proposed event must be arranged and offered through their department. Contact the Assistant Director of Personal and Professional Development for non-credit programs at 260-481-6790 for further details.

Co-Sponsored Events

Many times schools, departments, or staff members are contacted by outside organizations about cosponsoring events on campus. An Event Co-Sponsorship Proposal Form [PDF] must be submitted prior to any Co-Sponsor discounts can be applied.

Merchandising Concessions

IPFW will allow the artist’s merchandising representatives to sell t-shirts, records, tapes, CD’s and souvenirs. IPFW will provide a table, chairs and power. IPFW retains 15% of the gross sales as a hall percentage. This information must be forwarded to the artist’s merchandising representative. The applicant is responsible for this percentage if the merchandising representative underpays or refuses to pay. No give-away stickers are allowed.

Security

IPFW retains the right to assign security personal to any event as is deemed necessary. Additional fees may apply and are the responsibility of the event planner.

Holidays

The facilities are closed on School recognized Holiday Weekends including Martin Luther King Jr. Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas and New Year’s.

Event Conclusion

1. Renter agrees to remove all items belonging to the renter at the conclusion of the event (including outside decorations). IPFW is not responsible for any items remaining after the event that belong to the renter or the renter’s guests.
2. Renter and/or caterer agree to leave facility and grounds "Broom Clean" or in the condition in which they were found when the doors were opened for set-up. This includes lobbies, food prep-area, stage, dressing rooms and backstage areas.
3. Tables and chairs must be cleaned and returned to their proper areas and/or racks.
4. All trash must be removed from the event area to the appropriate trash bins.
5. Caterers must leave all food preparation and serving areas neat and clean. This includes, but is not limited to the prep-area and all other surfaces used which have food or spillages, including all floors.