Event Planning
Room and event request form (coming soon!)
HSHP Facilities supports departmental conferences, meetings, and special events through space planning, coordination, and facilities-related services. To help us efficiently review and support requests, event organizers should identify their preferred date(s), location(s), and space requirements before submitting an HSHP Facilities Request. Once submitted, requests will be reviewed and coordinated based on event needs, space availability, and departmental approval requirements.
Questions? Contact HSHP Facilities at HSHP-facilities@uiowa.edu.
Event Checklist
Things to consider when planning an event at the Health Sciences Academic Building.
| Item | Consideration |
|---|---|
| After Hours Events | If you are making a request for space outside of the normal business hours (8 a.m. to 5 p.m.), a Health, Sport, and Human Physiology departmental sponsor is required. Units making reservations will be required to identify a departmental faculty or staff member who will be present on-site during the event and responsible for clean-up. You will also be asked to note the time in which the building or rooms need to be opened and closed so that HSHP Facilities can make the necessary adjustments with UI Facilities Management Access Control prior to your event. Non-HSHP events will not be approved if occurring outside normal business hours. |
| Audio/Visual Support | If you note on the request form that you will require A/V support, we will coordinate your request with our Academic Technology staff prior to the event. Please note, after hours support is limited and any costs associated would be the responsibility of the event sponsor. |
| IT Support | If you note on the request form that you will require IT support, we will coordinate with our IT Support group prior to the event. After hours support is limited and any costs associated would be the responsibility of the event sponsor. |
| Parking | Parking and Transportation Department |
| Food | Please note, food is not allowed in HSHP classrooms or computer labs. If you are planning an event that includes food, please work with HSHP Facilities to reserve when completing your event request form. |
| Alcohol | If you will be requesting that alcohol be served at your event, please note that a liquor approval form must be filled out and approved by the Vice President of Student Services. The form is started with a Catering Coordinator in 154 IMU or by calling (319) 335-3116. For additional information regarding policies on serving alcohol. Please see UI Alcoholic Beverage Service Guidelines and Procedures. |
| Atrium Capacity | To reduce congestion in our atrium so that classrooms remain accessible, maximum seating capacity for events are noted below: During spring and fall semesters the maximum capacity for the first floor indoor Lobby spaces are limited and requires approval of all HSAB occupying departments and clinics before event planning can begin. |
| Event Materials | more information to come! |
| Event Set-up/Tear-down | Users are responsible for set up and tear-down, however, limited student help may be available. To request assistance, please note this on the event request form and we will check their availability. If assistance is not available, a requisition would be required to acquire UI Movers. |
| Clean-up | If garbage or recycling cans will be needed, please note those within the equipment section of the request form. Event sponsors are required to take all recycling and trash from their event out to the appropriate dumpsters located within HSAB loading dock following the event. Please do not simply place your garbage or recycling in the floor trash/recycle station bins for the custodial staff to remove. |
| Damage/Repairs | If extra maintenance or repairs are required following an event, costs will be assessed to the sponsor. |