Outdoor Event Checklist and Guidelines

Requests for use of University grounds for programs and/or special events are made through the Office of Event Services. The "Outdoor Events Request Form" must be submitted at least three (3) weeks prior to the event date.

Event Services

Action Steps

Complete the following electronic forms as required:


Once the forms are submitted, your request will be pending until approval is granted from the Outdoor Events Committee.

Once approval for the event is granted, the sponsoring group will be notified. At that time, you will be assigned an Event Coordinator for your upcoming event to finalize your event arrangements.

Things to Consider

  • University Account Number - University groups and organizations will need to provide a University account number that can be used to charge any costs for services provided. Groups not affiliated with the University will be billed directly for the costs incurred.
  • Weather - If inclement weather or wet grounds following inclement weather could be a factor for the event, should back-up indoor facilities or secondary dates be reserved?
  • Risk Management/Safety - If there will be risk(s) to participants and/or spectators, what necessary safety precautions must be taken?
  • Liability - Groups NOT affiliated with the University will be required to provided appropriate liability insurance coverage.
  • Public Safety/Security - If there are security concerns, what steps must be taken to provide a safe environment for those attending and/or working the event?
  • Event Parking - The use of UNI parking facilities, except metered areas, requires a parking permit at all times. Questions should be directed to the Office of Event Services.
  • Vehicle Traffic on Campus - Sidewalks and turf are not designed for vehicular traffic. Please contact UNI Physical Plant (273-4400), if you feel it is necessary for vehicles to be on surfaces that are not paved.
  • Event Permits - Will permits be necessary for the event to take place (eg: parade permit, food service permits)?
  • Utilities - What utilities are necessary for the event? Is there a need for water or electricity or some other power source?
  • Utility Locates - State Law requires notification to the Iowa One Call System at least 48 hours (excluding weekends and legal holidays) prior to engaging in any type of digging or excavating. This includes placement of anything that requires digging and/or driving of posts or stakes. Contact the Office of Event Services for assistance in notifying Iowa One Call.
  • Equipment Needs - What equipment is necessary for the success of the event (eg: tables. chairs, podium, microphones, risers/staging, etc.)?
  • Food Service - If you are planning on having food at your event, you must complete the Food Safety Approval Form. If you are selling food items, you may be required to acquire State, County, or Local permits.
  • Catering/Alcoholic Beverages - The use of alcoholic beverages must be purchased and arranged through the UNI Department of Residence/Catering Services. Alcoholic beverage service is NOT available to student organizations.


Office of Events Services staff will assist your group in holding a successful event on the University of Northern Iowa campus. Please do not hesitate to contact our office for further assistance.