1. Eligibility for Use
Everyone is eligible and welcome to rent space in the ISU Alumni Center.
Rental rates are based on three levels of pricing: public/business, university (for university-related entities), and registered student organizations.
Members of the ISU Alumni Association (ISUAA) and Future Alumni Network (FAN; formerly known as Student Alumni Association), as a member benefit, will receive a 10 percent discount off the public/business rental rate.
Business members of the ISU Alumni Association, as a business member benefit, receive a 10 percent discount off the public/business rental rate for business use.
Student Organizations: University-sanctioned student organizations are welcome and encouraged to utilize space at the ISU Alumni Center for organization meetings, group projects, events, etc. (subject to availability). Student organization rates have been established and reflect a discounted and affordable rate. Student organizations are expected to follow all facility guidelines and policies.
The office hours of the ISU Alumni Association are Monday through Friday, 8:00 a.m. to 5:00 p.m. The ISUAA generally follows the university's flexible hours for Spring Break, Summer, Thanksgiving, and Winter break. Spring Break week and Thanksgiving week will have office hours of 7:30 a.m. to 4:00 p.m. The summer schedule (7:30 a.m. to 4:00 p.m.) will generally begin the second week after spring graduation. Winter break office hours will be announced in early December.
Events scheduled at the building may begin no earlier than 7:00 a.m. on any day of the week and must end by midnight. The building must be vacated by 12:30 a.m. The ISU Alumni Center will be locked during all non-business hours except for one-half hour prior to a scheduled event and continuing until the conclusion of that event. Exceptions to set hours will be approved by the events staff.
3. Reservation Procedures
Reservations at the ISU Alumni Center must be scheduled in advance through the events staff. Inquires can be made toll-free at 1-877-478-2586, locally at 515-294-6525, or via email at email@example.com.
Following an inquiry and booking, an agreement with quoted costs will be forwarded for signature. Deposits are required for public events. All reservations will be made on a first-come basis and will be based on availability of space and compliance with the guidelines of this policy. Client understands the ISUAA will evaluate all fall reservation dates by January 31 of the year in which the event is scheduled to occur, and monthly thereafter as needed, to determine whether client reservation date conflicts with ISUAA Cyclone Central Football Tailgate or Homecoming schedules. Should a conflict arise once the fall football schedule is published and the official dates have been announced or are modified, the ISUAA reserves the right to change the client reservation to a mutally agreed alternate date where the client event will not be in conflict with ISUAA Cyclone Central Football Tailgate or Homecoming schedules. Date change will be based on availability, and the ISUAA may not be able to accommodate the requested date change. In the event the ISUAA changes a reservation date or is unable to accommodate a requested change, client will not be held liable for cancellation fees.
Deposit: To confirm a reservation for a non-university purpose, a deposit in the amount of half of the rental fee and a signed rental agreement are required. Deposits and signed rental agreements for non-university events must be received within two weeks of the date on which the reservation was made. If a deposit and rental agreement are not received within two weeks of booking, the reservation will be canceled and the space will be available to other groups.
Each meeting or scheduled event must have a contact person who will be:
Proof of liability insurance may be required.
Clean-up: All clients are responsible for leaving the ISU Alumni Center orderly after use and are responsible for any damages incurred. An additional clean-up charge may be assessed for spaces not left in a satisfactory condition, as determined by the events staff and addressed in the rental contract.
Set-up and Staffing Policy: The events staff will verify that there is adequate time and staffing to set up the requested event before it is confirmed and contracted.
Restrictions: Some restrictions not listed may apply at the discretion of the events staff, but will be discussed beforehand with the client.
4. Payments & Billing
Acceptable forms of payment are credit card (Visa, Master Card, Discover, and American Express), checks, or cash. If paying by check, make payable to “Iowa State University Alumni Association.” University departments or student organizations may pay by intramural or university p-card.
The total bill and/or the remaining balance is due five working days prior to the event. The client will be billed for any charges after payment has been received. Unpaid balances remaining after 30 days from the balance due date shall be subject to a late charge. Late charge is 1.5% per month. The ISUAA reserves the right to require additional deposits and credit references for clients using the ISU Alumni Center.
5. Cancellation Policy
Cancellations will be accepted provided that notification is given in writing to the events staff. The ISUAA reserves the right to charge the client for any costs incurred prior to cancellation. Contact the Alumni Center staff for more information on cancellation fees.
Each client shall indemnify and hold harmless the ISUAA, Iowa State University, and the Board of Regents, State of Iowa and its agents and employees against any and all damages, claims, liability due to loss of the property of others, or any other liability arising out of its use of the ISU Alumni Center.
Parking is available in the Iowa State Center parking lot east of the ISU Alumni Center and will be discussed with the client during the rental process. If events are being held at the Iowa State Center (Hilton Coliseum, Scheman Building, Stephens Auditorium, Fisher Theater, Jack Trice Stadium, and/or other entities occupying the parking lot for events), parking will be available on a first-come basis. Parking will not be available on football gamedays.
Handicap-accessible parking spots are available on both the east and west sides of the ISU Alumni Center.
Transportation: Alumni planning to visit campus are encouraged to make the ISU Alumni Center their first stop. Transportation is available by utilizing CyRide to access campus. Please refer to the CyRide website for additional information about transportation from the commuter parking lot (Ann Campbell Transit Station, just southeast of the ISU Alumni Center) to various locations on campus.
8. Equipment & Linen Rental
Audio-visual equipment and white linens are available for rent through the ISU Alumni Center. Arrangements for these rental items must be made in advance, preferably at the time of the reservation with the events staff. Audio-visual equipment from an outside vendor cannot be used without advance approval from the events staff. Specific capabilities and a list of prices are available upon request. ISUAA staff will be responsible for basic equipment setup. If needed, a technician can be provided for an additional fee.
Linens including white tablecloths and white chair covers are available for rent through the ISU Alumni Center. ISUAA Staff will be responsible for basic linen setup. If your event requires another color of table linens or chair covers, please work with the event staff. If events staff approves items to be brought in, the client will be responsible for arranging a drop-off and pick up time with the events staff.
All equipment and/or linens rented in the ISU Alumni Center are the responsibility of the client, who will be held responsible for damages incurred.
9. Food & Beverage
All food and beverages must be contracted through an approved ISU Alumni Center caterer. No food or beverage may be brought to the ISU Alumni Center from any other source, which includes personal baked/cooked items.
ISU Alumni Center caterers will be responsible for all personnel, materials, and supplies required for the preparation and service of food and beverages.
Caterers are charged 10% of the total food and beverage costs as a facility use fee to cater at the Alumni Center. Caterers may choose to simply add 10% to the bill or build it into the food and beverage costs.
All china service (plates, silverware, goblets, and napkins) is required to be provided by one of the approved caterers.
For information about wedding cakes, refer to the wedding policy at the end of this document.
Clients should work directly with the approved caterers for information regarding availability, pricing, and menus.
Before serving alcohol, approval must be obtained from the events staff. A request for alcoholic beverage service must be completed and submitted to the events manager. The ISUAA strongly adheres to the laws and regulations of the State of Iowa pertaining to service and the consumption of alcohol. If the event is approved for service of alcoholic beverages, the following requirements will govern the event:
The ISU Alumni Center and its grounds are smoke-free.
Certain events may require the services of certified Department of Public Safety (DPS) officers, campus security assistants, or police aides at an additional charge to the client. This will be arranged by the events staff if required for the event and added to the client's final invoice. ISUAA staff, in case of a medical emergency, will contact security and/or Mary Greeley Medical Center.
All decorations and furniture arrangements must be approved and coordinated in advance with the events staff. Final furniture arrangement must be confirmed two weeks prior to the event.
All deliveries must be coordinated through the events staff. The ISUAA cannot assume any responsibility for items left by the caterer, rental company, or client.
If dancing is to be a part of the event, clients must rent the ISUAA dance floor through the events staff.
The use of live music, as well as sound amplification systems inside or outside the ISU Alumni Center, is subject to the approval of the ISUAA and must be cleared through the events staff.
17. Advertising and Promotions
All advertising material is subject to the approval of the ISUAA prior to the placement of such advertising. All advertising space on the premises is the exclusive property of the ISUAA. If a client or organization advertises, promotes, or sells an event to the general public, said individual or group agrees to clearly identify himself/herself/itself as the promoter, producer, presenter, or organizer in all advertising, promotions, and sales and will advertise the event as being held at the “Iowa State University Alumni Center.”
18. Authorized Areas
Clients will have access to authorized areas only as specified in the Rental Contract.
Use of the ISU Alumni Center grounds is restricted to groups that have reserved the space through the ISUAA. All guidelines pertaining to use of the interior rooms of the ISU Alumni Center are also in effect for the outside grounds. Tents and other external needs must be arranged by the events staff.
The following rules must be followed:
20. Newlin Terrace
Use of the Newlin Terrace is restricted to groups that have reserved the space through the ISUAA. All guidelines pertaining to use of the interior rooms of the ISU Alumni Center are also in effect for the Newlin Terrace. Alcoholic beverages are not allowed beyond the Newlin Terrace. Refer to the Grounds Policy (19) for additional information.
The fireplaces are available for use and must be operated by one of the Alumni Center staff. Prior arrangements must be made through the events staff.
Children are welcome at the ISU Alumni Center. If the child is under 16 years of age, he/she must be under the supervision of a responsible adult at all times. All event attendees, including children, must limit their use of the ISU Alumni Center to the designated area for the event and associated hallways and restrooms unless special arrangements have been made.
Animals are not allowed in the ISU Alumni Center or on its grounds, except for those licensed to assist persons with disabilities.
The ISUAA reserves the right to deny use or future use of its facilities to any person or organization not complying with the ISUAA’s policies and procedures.
Policies for ISU Alumni Center West Lawn Usage
All general policies apply to the Alumni Center West Lawn usage.
The rental fee includes access to the building, for the use of restrooms, during the reserved times. Requests to enter the facility prior to the reserved time must be approved by the events staff and will incur additional costs. Client must vacate the property when the reserved time ends. There is no alternative rain location for inclement weather.
The client is responsible for the cost of all tents, tables, and chairs, which must be rented through the ISU Alumni Center vendor. The events staff will work with the client to arrange for the ordering, delivery, setup, and pick-up of the equipment through the vendor.
All rental equipment must be paid two weeks prior to the event. If the event is cancelled after this time, the client will incur the full cost of equipment.
The client is responsible for the cost of utility locates for any tent put on the Alumni Center West Lawns.
All food and beverages at the ISU Alumni Center must be contracted through an ISU Alumni Center approved caterer.
No food or beverages may be brought to and/or consumed in the building or on its grounds from any other source, which includes personal baked/cooked items.
Before serving alcohol, approval must be obtained from the events staff. A request for alcoholic beverage service must be completed and submitted to the events staff. The ISUAA strongly adheres to the laws and regulations of the State of Iowa pertaining to alcohol and the consumption of alcohol. If the event is approved for service of alcoholic beverages, the following requirements will govern the event:
Decorations and Signage
All decorations, signage, and equipment arrangements must be approved and coordinated in advance with the events staff. Final setup and requests must be confirmed two weeks prior to the event.
No posters or banners will be permitted on the ISU Alumni Center building exterior or grounds without the approval of the events staff.
All decorations and signage must be removed at the conclusion of the event.
West Lawn Tailgate Reservations
(On Iowa State University football game days)
All general policies and Alumni Center West Lawn policies apply to the West Lawn Tailgate (game day) reservations.
The Iowa State University Alumni Association is an independent 501(c)3, self-governing organization charged with the mission of engaging the talents and resources of alumni, students, and friends in the life, work, and aspiration of Iowa State University. Our vision is to become the lifetime partner in engaging all alumni, students, and friends with Iowa State University.