Idaho State University Reservation Policies

All reservations made on the Idaho Falls campus are booked through the Scheduling & Event Services - Idaho Fall office and must adhere to all applicable State and Federal laws, rules, and regulations as well as University and Scheduling & Event Services - Idaho Falls policies and procedures.

By making reservations on the Idaho Falls campus, the reserving party acknowledges that they have reviewed, understand, and agree to abide by all Idaho State University's reservation policies and accepts full responsibility for their confirmed reservation and requested services. The reserving party also agrees to allow Scheduling & Event Services - Idaho Falls to post their event information on the university's website and digital displays. 

These policies apply to all spaces within the Idaho Falls campus including inside and outside of all buildings, grass areas, sidewalks, and parking lots, and are applicable to both internal parties and external parties to Idaho State University. 

For questions or clarification on these policies, please contact the Scheduling & Event Services - Idaho Falls office @ 208-282-7856 or at michealtimm@isu.edu.

Each facility on the Idaho Falls campus has its own unique features along with specific furniture, technology, and equipment, serving the needs of Idaho State University's mission. Designated venues, rooms, and spaces within these facilities may be requested and reserved by groups or individuals for use. Idaho State University's and University of Idaho's academic classes receive priority over everything else. University-related events and activities from students, faculty, departments, student clubs & organizations, and staff have second priority to reserve space on a first-come-first-serve basis. Remaining space are then available to the general public to rent on a first-come-first-serve basis. 

The Scheduling & Event Services - Idaho Falls office coordinates all requests for event spaces and event services within the Idaho Falls campus. 

*Use of Idaho State University facilities does not imply endorsement or sponsorship by Idaho State University. 

Both internal parties and external parties to Idaho State University are eligible to request reservations in any of the designated venues, rooms, or spaces on the Idaho Falls campus. The Scheduling & Event Services - Idaho Falls office has the right to refuse the use of the facilities to any party as it deems necessary. Failure to pay for events, failure to show up for scheduled events, failure to adhere to the rental policies, and bad or aggressive behavior while on campus are some examples of reasons why someone would not be eligible to make reservations. 

Internal reserving parties: consist of students, faculty, staff, departments, active student clubs & organizations, or affiliates of Idaho State University.

External reserving parties: consist of the general public, government entities, not-for-profit entities, for-profit entities, and educational entities. 

Internal reserving parties who wish to sponsor third-party use of university space for the purpose of events must submit a University-Sponsored Event Proposal to the Scheduling & Event Services - Idaho Falls office for approval (approval required). Pending approval of the University-Sponsored Event Proposal, the internal reserving party shall be responsible for all aspects of the University-Sponsored Event including planning, communication, onsite organization, contracting, and payment of any unpaid invoices resulting from the University-Sponsored Event. 

University-Sponsored Events are only granted when the event is related to and helps further the mission of Idaho State University and is related to the mission and purpose of the sponsoring department. Additionally, 30% or more of the intended guests or participants must be clearly affiliated with the university. Clearly affiliated with the university represents Idaho State University students, faculty, staff, alumni, and prospective students and their families/guests. 

University-Sponsored Event Proposals shall require dean or executive director-level approval when the majority of the intended guests (70% or more) do not have a clear affiliation with the university and when significant university resources shall be encumbered as a result of the University-Sponsored Event. Examples of such encumbrances include multi-day events, recurring events, and events utilizing multiple rooms or spaces. 

The sponsoring department must also provide an index code to the Scheduling & Event Services - Idaho Falls office and will be financially responsible for any additional charges or damages which may occur. All room rental, service, and equipment charges resulting from the University-Sponsored Event shall be assessed at the educational rate. 

*Scheduling & Event Services - Idaho Falls does not allow sponsorship of a non-university event when the non-university group seeks to reduce applicable costs for facilities or services. 

The Scheduling & Event Services - Idaho Falls office will only accept reservations from external parties once the university's academic classes have been scheduled for the academic calendar semester being sought (i.e. Fall 2023, Spring 2024, Summer 2024, etc.) Internal parties may request reservations further out in time but these reservations will be contingent upon the scheduling needs for academic classes. 

Reservation requests may be made in person, over the phone, by email, or by submitting a reservation request online. 

Scheduling & Event Services - Idaho Falls office 

• Bennion Student Union
  • 1784 Science Center Drive, Suite 204A
  • Idaho Falls, ID 83402
• (208) 282-7856
• michealtimm@isu.edu 
• https://www.isu.edu/idahofalls/community/ifreservations/

Once the reservation request has been received (allow 1-2 business days for online and email submissions to be processed), the reservation process will begin. Depending on the event's size, duration, and complexity, an in-person appointment may be needed to discuss the event in greater detail and to discuss options that best meet the event's needs. After all required information and documents have been received, discussed, and approved, the event will be scheduled. 

Upon scheduling the event, the Scheduling & Event Services - Idaho Falls office will send a confirmation (with all related information for the reservation) to the email address provided. The reserving party is responsible for reviewing the confirmation for accuracy and communicating any changes needed with the Scheduling & Event Services - Idaho Falls office.

A reservation is not considered confirmed until an email has been received by the reserving party with the event confirmation and related documents attached. After the confirmation is finalized, the reserving party can then make arrangements with Bengal Dining services and other contractors as needed.

Scheduling & Event Services - Idaho Falls will attempt to accommodate changes to confirmed reservations to meet the needs of the reserving party but cannot guarantee all accommodations will be met. In making these determinations, Scheduling & Event Services - Idaho Falls shall consider the ability of the facility to support the request and the staff's ability to accommodate the request, not the viewpoint or content of expression of the reserving party. Certain changes will result in additional charges beyond those listed on the original event confirmation. 

Request for changes to the event such as details, time, dates, and/or equipment must be communicated to the Scheduling & Event Services - Idaho Falls office no less than 7 days prior to the event. 

Cancellation by Internal Reserving Parties

Internal Reserving parties may cancel their event confirmation up to twenty-four (24) hours prior to the event by written notice submitted to the Scheduling & Event Services - Idaho Falls office at michealtimm@isu.edu.

Internal parties who fail to cancel their event at least twenty-four (24) hours before the event, or fail to utilize their confirmed event will lose reservation privileges on the Idaho Falls campus for up to four (4) calendar months or one academic semester after multiple offenses. Offending parties will receive a verbal warning on the first and second offenses, with notification of loss of privileges on the third offense. Such notifications and decisions will be communicated in writing and can be appealed. Offending parties will be responsible for costs and charges for any services rendered prior to cancellation. Offending parties shall be eligible for reinstatement of reservation privileges prior to four (4) calendar months by meeting with the Scheduling & Event Services - Idaho Falls office to review reservation guidelines, timelines, and procedures. 

Cancellation by External Reserving Parties

External Reserving parties may cancel their event confirmation up to seventy-two (72) hours prior to the event by written notice submitted to the Scheduling & Event Services - Idaho Falls office at michealtimm@isu.edu.

External parties who fail to cancel their event at least seventy-two (72) hours before the event, or fail to utilize their confirmed event will lose reservation privileges on the Idaho Falls campus for up to one (1) calendar year. Offending parties will receive notification of the loss of privileges. Such notifications and decisions will be communicated in writing and can be appealed. Offending parties will be responsible for costs and charges for any services rendered prior to cancellation. Offending parties shall be eligible for reinstatement of reserving privileges after one (1) calendar year by meeting with the Scheduling & Event Services - Idaho Falls office to review reservation guidelines, timelines, and procedures. 

External parties failing to show up for their reservation (without canceling at least 72 hours in advance) will be subject to paying for the event and may lose their ability to request reservations on the Idaho Falls campus for future events. 

Cancellation by Idaho State University

If an emergency occurs and the university must cancel the event, the Scheduling & Event Services - Idaho Falls office will contact the reserving party as soon as possible, offering the opportunity to reschedule or move the event to a comparable event space if applicable. In such cases, the reserving party will not be assessed costs and charges associated with the canceled reservation. If the university must cancel the event for business purposes of the university, the Scheduling & Event Services - Idaho Falls office will contact the reserving party as soon as possible, offering the opportunity to reschedule or move the event to a comparable event space if applicable. In such cases, reserving parties will not be assessed costs and charges associated with the canceled reservation. 

When applicable, reserving parties shall be billed costs and charges beyond those detailed on the original reservation confirmation. Such costs shall be included in the final invoice. Examples include:

• Add-on space or rooms, storage, equipment, personnel, shipping, or services requested by the group or individual.
• Reserving party requires access to event space before or after the operating hours of the campus.
• Reserving party requires equipment or services due to insufficient support by the reserving party or other third parties
• Labor for equipment delivery and event set up outside the normal operating hours of the campus.
• Labor and materials for additional cleanup resulting from the event. Charges are billed per hour, per required staff member needed for completion.
• Damages incurred to the event space or equipment resulting from a meeting or event (costs will be charged directly to the damaging party only).
• Costs incurred by the university in responding to a violation of university policy or law (costs will be charged directly to the violating party only).

All charges are based on the business operations of the Scheduling & Event Services office and partners. Such charges are itemized, explained in writing, and can be appealed. Rates schedules, which are updated annually, are available upon request or through the Scheduling & Events Services - Idaho Falls website.

The Scheduling & Event Services - Idaho Falls office will ensure an email is sent to the reserving party containing the confirmation of the event, invoicing for the event, and any related items within five (5) business days after the finalization and scheduling of the event. The invoice for the event will include all event-related costs and charges actually incurred from services rendered. 

Internal reserving parties will have five (5) business days to review the invoice before payment is automatically administered using the university's interdepartmental charge (IDC) process. External reserving parties will have 30 days after the conclusion of the last day of the event to review and pay the final invoice. Payment methods are outlined on the invoice.

Charges associated with space, equipment, or services along with how much to charge and whether any discounts may apply or not, are based only on the reserving party type (i.e. recognized university departments, affiliates, student clubs or organizations, government agencies, education/not-for-profit organization, community, etc.). All charges are based on the business operations of the Scheduling & Event Services - Idaho Falls office and service partners. All charges, costs, and any discounts for services arranged through the Scheduling & Event Services - Idaho Falls office are provided to the reserving party via an itemized invoice. 

The Scheduling & Event Services - Idaho Falls office strives to provide one bill for all services rendered; however, event-related services coordinated and confirmed by providers other than Scheduling & Event Services - Idaho Falls shall be invoiced or assessed by the service provider and shall be paid separately by the reserving party. Bengal Dining is an example of services that will be billed and paid for separately.

***Discounted rates are subject to verification through proper documentation such as a 501(c)3.*

***All Rates are subject to change without notice.*

***The Scheduling & Event Services - Idaho Falls office has the discretionary authority to make modifications to pricing on a case-by-case basis.***

Reserving parties may elect to decorate their event space with signs, banners, and other decorative items within limitations established to preserve university property. The Scheduling & Events Services - Idaho Falls office may provide standard directional signage upon request. All other decorations and signage shall be provided or arranged by the reserving party. All signage and decorations must be discussed and approved by the scheduling office prior to your event.

Signage and Decoration requirements:

• Signage and decorations are allowed in your reserved spaces and their immediate entrances only.
• Easels may be used to display informational signs at the entrance of a meeting room or space only. Easels may not be placed in building entrances or in hallways of any of the buildings on the Idaho Falls campus.
• Signage and decorations may not restrict or prevent safe navigation of hallways, entrances, and stairways of the facilities.
• Signage and decorations may not restrict the view or utilization of exit signs, fire extinguishers, sprinkler heads, or permanent directional signage in any of the buildings.
• All exits must be free of barricades or obstructions and exit signs must remain clearly visible.
• Signage and decorations may only be attached to easels, finished wood, metal, glass, or painted surfaces using removable, residue-free, non-marking, non-marring methods (e.g. clients may use easels reserved through the Scheduling & Events Services - Idaho Falls office for signage if available, or may self-supply easels, twine, fishing line, removable mounting squares, or art putty). Use of scotch tape, duct tape, or glue-based products along with nails, tacks, staples, or other sharp objects is prohibited.
• Ceiling-mounted signage and decorations must be hung by Scheduling & Events Services - Idaho Falls personnel only.
• Signage and decorations must be made of flame-retardant materials.
• Fog machines, incense, smudging, open flame, and pyrotechnics are not permitted anywhere in any of the buildings on the Idaho Falls campus.
• Lit candles are also not permitted. LED candles are the recommended alternative.
• Glitter, confetti, sequins, straw, rice, sand, and other fine or particulate decorative materials are not permitted in your event space due to the difficulty of cleanup. Additional cleaning costs will be charged if these are used.
• Helium balloons must be properly tethered at all times to avoid release within the facility. Scheduling & Events Services - Idaho Falls personnel will charge additional labor costs for retrieval.
• Signage and decoration provided by the reserving party must be removed from the event space and from the Idaho Falls campus following the conclusion of the event.

All cleaning costs and charges are itemized, explained in writing, and can be appealed.

The Scheduling & Events Services - Idaho Falls office must approve special requests for signage and decorations. In making this determination, the Scheduling & Events Services - Idaho Falls office shall consider the ability of the facility to support the request and the staff’s ability to accommodate the request, not the viewpoint or content of the expression of the reserving party.

Other Restrictions

• All electrical cords shall be used in such a manner as to not cause a tripping hazard, fire hazard, electrical shock hazard, or overloading of circuits.
• Vehicles are not permitted on any sidewalk or grass area within the Idaho Fall campus.
• Furniture or equipment may not be removed or altered during an event.
• Internal combustion engines or other equipment expelling potentially hazardous or dangerous exhaust are prohibited indoors

Bengal Dining is the exclusive caterer on all Idaho State University campuses. No outside food or beverages may be served on any Idaho State University campuses unless provided by Bengal Dining or with the permission of Bengal Dining through an approved catering exemption request.

Alcohol and Bar Service. Alcoholic beverages may be served in certain locations on the Idaho Falls campus with the approval of an Alcohol Permit Application. An Alcohol Permit Application can be found by visiting Bengal Dining’s website or by speaking with them directly.

For all of your catering and food service needs, (including snacks) please get in touch with Bengal Dining at 208-282-2242 or visit them online at http://www.dineoncampus.com/isu/.

*Charges associated with catering services are billed separately from those charges associated with space and room rentals and must be paid for separately.*

The possession, consumption, and sale of Alcoholic Beverages is generally prohibited on Idaho State University property except in accordance with applicable law and State Board of Education policy. To ensure that alcohol is used only in a responsible manner within the University’s academic and social environment, this policy, which applies to both University and non-University groups, establishes the requirements and exceptions to this prohibition.

All Alcoholic Beverage Permits must be reviewed and approved by the President and General Counsel, or their designees, for compliance with this policy prior to the possession, consumption, sale, or service of any Alcoholic Beverage. An Event Organizer must submit an Alcoholic Beverage Permit Application in accordance with procedures and timelines established by the Office of the President.

When a University unit is hosting an event, the unit must designate an individual responsible for completing the Alcoholic Beverage Permit and ensuring compliance with this policy throughout the Permitted Event. When a non-University entity is the sponsor or host of a Permitted Event, the non-University entity must complete the application and is responsible for compliance with all applicable laws and University policy.

Alcoholic Beverage Permit applications and the procedures established by the Office of the President for the submission of Alcoholic Beverage Permits are available online at https://dineoncampus.com/isu/catering-files or in the Bengal Dining Office.

All vehicles using Idaho State University - Idaho Falls parking facilities must display a valid ISU parking permit. Parking permits are required Mondays - Fridays, 7:30 am to 4:00 pm. No parking permit is needed on weekends or legal holidays when classes are not in session.

A temporary parking permit will be sent to the event organizer as part of the confirmation of the event, in a printable form for general parking only. The event organizer must distribute the parking permits to the guests prior to them attending the event. Guests must print and have the parking permit displayed on the driver’s side of their dashboard, making sure the parking permit is fully visible, before arriving at the event. 

It is the reserving party's obligation to ensure that everyone receives and displays the parking permit, as indicated on the parking permit, to avoid receiving a citation. Citations will NOT be waived for failure to adhere to the guidelines or failure of the reserving party to distribute the pass accordingly.

Any event that requires specific parking arrangements on campus must be coordinated with the Scheduling & Event Services - Idaho Falls office a minimum of ten (10) business days prior to the event start date. Contact information is located at the top-right side (the bottom if using a mobile device) of this page. 

Idaho State University values the safety and security of our students, faculty, staff, and university community, as well as our guests. Public safety is dedicated to assisting in producing safe and successful events on campus. Several factors play a role in determining the need for Public Safety to be at an event including special guests (Governor, Mayor, etc.), type of event, size of the event, alcohol use, health and safety concerns, and other risk factors. It will be up to the Scheduling & Event Services - Idaho Falls department and Public Safety to make that determining factor for each event on a case-by-case basis.

Idaho State University is committed to promoting a healthy and safe environment for students, faculty, staff, and visitors. Smoking is prohibited on all property owned, leased, or operated by Idaho State University. This consists of all buildings, including residence halls, all grounds, including exterior open spaces, parking lots, on-campus sidewalks, University-owned streets, driveways, athletic and practice facilities, and recreational spaces; and in all University-owned or leased vehicles. Smoking is defined as the burning of tobacco or any other material in any type of smoking equipment, including but not restricted to cigarettes, cigars or pipes. This policy also prohibits e-cigarettes. Reserving parties and their guests shall abide by this policy.

Firearms and other weapons on all ISU campuses are governed by ISU policy and state law. More information about the use of firearms and other weapons is set forth in the University’s Possession of Firearms Policy: https://www.isu.edu/media/libraries/isu-policies-and-procedures/public-safety/Possession-of-Firearms-ISUPP-9000.pdf 

• Firearm: any device which can expel a projectile that is capable of inflicting serious injury.
• Dangerous Weapon: any knife, explosive, or other item which, in its intended use, is capable of inflicting serious injury, and as otherwise defined in 18 U.S.C, section 930.
• Concealed Weapon: is any deadly weapon carried on or about the person in a manner not discernible by ordinary observation, and as otherwise defined in Idaho Code § 18-3302.

Idaho State University requires proof of insurance from companies, organizations, or other groups for use of campus facilities for events and activities. Idaho State University also requires proof of insurance from contractors, vendors, or performers providing products or services for your event. A Certificate of Insurance serves as proof of insurance for maximum coverage and limitations of an organization’s insurance policy. Certificates of Liability Insurance provided to Idaho State University must meet requirements set forth by the Office of Risk Management and the State of Idaho.

Idaho State University reserves the right to deny event reservation requests which exceed the university’s risk tolerance. Recommendations and decisions made by the Scheduling & Event Services - Idaho Falls office are based on the risk of property damage and assessing the health and safety factors of events, not on the viewpoint or content of expression of the reserving party.