Host an event in an IU classroom or conference space

At Indiana University, UITS supports hundreds of technology-rich classroom and conferencing spaces used for panel discussions, guest lecturers, interviews, professional meetings, student events, and more. Working with UITS Classroom and Conferencing Support (CCS) during the planning stage of an event helps minimize potential technology issues and maximize the level of support UITS can provide.

On this page:


Select a space

Before selecting a space for your event, identify your technology needs. For example, consider whether your event requires:

  • A wireless microphone
  • Multiple microphones
  • A projector or other display screen
  • A laptop video connection
  • A document camera

Additionally, to allow time for troubleshooting and setup, reserve your space for at least 30 minutes before your event is scheduled to start.

Classrooms

To find classroom spaces at IU Bloomington and IUPUI that meet your event's seating, layout, and technology needs, use the UITS Classroom Technology Services (CTS) Classroom Database.

For information about reserving classroom spaces for one-time or recurring events, see:

Note:
Requests to alter or install additional classroom technology are difficult or impossible to honor, so make sure the available technology is suitable for your event before reserving a classroom.

Departmental conference spaces

IU departments commonly maintain conference spaces for use by their staff. For information about reserving a departmental conferencing space, contact the administrative assistant or IT Pro for that department.

Although no central list of departmental conferencing spaces is available, anyone with an IU Exchange account can use Microsoft Outlook or the IU Outlook Web App (OWA) to search for and reserve meeting rooms at IU; for instructions, see Schedule meetings and reserve rooms at IU.

If your department does not have conferencing space available, contact UITS Classroom and Conferencing Support (CCS) for help locating a space that meets your needs; see contact information below.

IMU or Campus Center spaces

The Indiana Memorial Union at IUB and the Campus Center at IUPUI have their own event services departments that handle room scheduling and technical support for events in those buildings. For more, see:

Prepare for your event

Designate a staff member to operate the technology in your event space. Although CCS cannot provide on-site support for every event, you and/or your staff will receive training ahead of time. To schedule a training, first reserve a space, and then contact Classroom and Conferencing Support (CCS); see contact information below.

If you have remote or digital participants, consider how they will connect and provide instructions to them. Information about IU videoconferencing, including a sample email message, is available at Create or join a videoconference at IU.

CSS strongly encourages remote participants to test their connection before your event, and we will facilitate these tests for you. When distributing connection information to your remote participants, include our contact information and encourage them to test with us.

Note:
Remote participants connecting from a heavily restricted network, such as a hospital or government facility, may experience complications when attempting to connect. Direct these participants to contact CCS ahead of time.

If you have a presenter or speaker, consider whether that person will need to display a PowerPoint presentation or other content. If presenters are bringing personal laptops or mobile devices, consider how they will connect them to the room technology; consult the Classroom Databases to determine what connections are available in each space.

Presenters who are not affiliated with IU can connect to the AT&T wireless service. Guests associated with participating institutions can connect to the eduroam wireless service. Individuals not affiliated with the university needing access to the IU Secure wireless network must acquire IU affiliate accounts.

Professional event support

If you need technical support on-site for your event, contact your department's IT Pro, if possible. If needed, CCS can provide training or consult with your IT Pro.

IU Conferences provides a broad range of meeting management services for faculty, administrators, and staff organizing large events on campus. For information about available services, associated fees, and more, see Conference Management.

If your event has technology or support needs that neither CCS nor your IT Professional can honor, we suggest hiring a local contactor such as Markey's Rental & Staging. Contractors will be unable to alter installed technology, but may be able to provide alternative or supplemental equipment to satisfy the needs of your event.

Contact Classroom & Conferencing Support

UITS Classroom & Conferencing Support is available weekdays during business hours. Emergency phone support is available after business hours; for exact hours, including summer hours, see Classroom Technology Services.

Many problems can be resolved remotely, but those requiring on-site visits may take time. When you arrive at your event space, we encourage you to immediately check any necessary technology and report problems as soon as possible. If we cannot resolve a technology problem before your event, we will do our best to provide a workaround.

Conferencing support

Phone: 812-856-2020
Email: cthelp@iu.edu
UniCom IM: cthelp
Video bridge:

Using the IU Video Bridge web app or an IU video conferencing system:

  • Dial 0 to reach a live operator.
  • Dial 00 to reach an automated audio/video test.

Using an off-campus conferencing system:

  • Dial 0@vc.iu.edu to reach a live operator.
  • Dial 00@vc.iu.edu to reach an automated audio/video test.

IUB classroom support

Phone: 812-855-6789
Email: cts@iu.edu
Online: Report an issue

IUPUI classroom support

Phone: 317-274-8400
Email: ctsin@iupui.edu
Online: Report an issue

This is document aofq in the Knowledge Base.
Last modified on 2018-04-09 16:48:50.

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