Host an event in an IU classroom or conference space

• Overview
• Select a space
• Prepare for your event
• Professional event support
• Contact Learning Spaces Support

Overview

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 Learning Spaces Support during the planning stage of an event helps minimize potential technology issues and maximize the level of support UITS can provide.

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 search form.

For information about reserving classroom spaces for one-time or recurring events at IU Bloomington, see Campus Event Registration (IUB).

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 local UITS support person for that department.

Although no central list of departmental conferencing spaces is available, anyone with an IU Exchange account can use Microsoft Outlook or Outlook on the web 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 Learning Spaces Support 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:

• IMU: Event Planning & Catering
• Campus Center: Reservations

Prepare for your event

Designate a staff member to operate the technology in your event space. Although Learning Spaces Support 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 Learning Spaces Support; see contact information below.

If you have remote or digital participants, consider how they will connect and provide instructions to them. For more, including information about default invitation text, see the "Invite participants to your meeting" section of Get started with Zoom.

Learning Spaces Support 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.

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 IU Guest wireless.
• Guests associated with participating institutions can connect to eduroam.
• Individuals who aren't affiliated with IU but need to use eduroam or IU Secure will need to acquire IU affiliate accounts.

Professional event support

If you need technical support on-site for your event, contact your department's local UITS support person, if possible. If needed, Learning Spaces Support can provide training or consult with your local UITS support person.

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 Learning Spaces Support nor your local UITS support person 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 Learning Spaces Support

UITS Learning Spaces 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

IUB classroom support

IUPUI classroom support