Idaho State University Reservation Policies

For the Idaho Falls campus, all facility bookings are managed by the Scheduling & Event Services - Idaho Falls office. You may submit a reservation request online, via email, over the phone, or in person.

Contact Information

Department: Scheduling & Event Services - Idaho Falls
Location: Center for Higher Education (CHE), 1770 Science Center Drive, Suite 100, Idaho Falls, ID 83402
Phone: (208) 282-7856
Email: schedulingif@isu.edu
Online: ISU Idaho Falls Reservations

Reservation Policy Summary

By reserving space on the Idaho Falls campus, the requesting party acknowledges and agrees to the following:

Policy Compliance: You must review and abide by all Idaho State University reservation policies.
Responsibility: You accept full responsibility for the confirmed reservation and any requested services.
Event Visibility: You grant permission for your event details to be posted on the university website and digital displays.

All Idaho Falls campus reservations are managed through the Scheduling & Event Services - Idaho Falls office. By requesting a space, the reserving party agrees to comply with all federal, state, and university laws and policies.

A confirmed reservation indicates that the party has reviewed and accepted full responsibility for the booking and associated services. Additionally, the reserving party authorizes Scheduling & Event Services - Idaho Falls to promote the event on university digital displays and websites. These policies apply to both internal and external parties for all campus areas, including buildings, outdoor spaces, and parking lots.

For inquiries, please contact the Scheduling & Event Services office at 208-282-7856 or schedulingif@isu.edu

1. Facility Overview

The Idaho Falls campus offers a variety of venues and rooms, each equipped with unique features, furniture, and technology designed to support the mission of Idaho State University. These designated spaces are available for reservation by both university groups and the general public

2. Reservation Priorities

To ensure the academic mission remains the top priority, space is allocated according to the following hierarchy:

First Priority: Academic classes for Idaho State University (ISU) and the University of Idaho (U of I).
Second Priority: University-related events and activities organized by ISU students, faculty, staff, departments, and recognized student clubs or organizations. These are scheduled on a first-come, first-served basis.
Third Priority: Remaining spaces are available for rental to the general public on a first-come, first-served basis.

3. Administrative Coordination

All requests for event spaces and services on the Idaho Falls campus are managed by the Scheduling & Event Services – Idaho Falls office.

Request Form: You can submit a request using the ISU Idaho Falls Reservation Form.
Policies & Rates: For detailed information on specific room features and current rental rates, visit the IF Room Rental & Rates page.

Designated venues and spaces on the Idaho Falls campus are available for reservation by both internal and external parties. The Scheduling & Event Services - Idaho Falls office reserves the right to deny facility use at its discretion. Grounds for ineligibility include, but are not limited to, outstanding balances, frequent "no-shows," policy violations, or disruptive behavior.

Internal Parties: Students, faculty, staff, departments, active student clubs/organizations, and university affiliates.
External Parties: The general public, government agencies, and not-for-profit, for-profit, or educational entities.

Internal departments sponsoring third-party events must submit a University-Sponsored Event Proposal to the Scheduling & Event Services - Idaho Falls office for approval. Upon approval, the sponsoring department assumes full responsibility for event planning, onsite management, and all financial obligations, including unpaid invoices or damages.

Eligibility Requirements:

Mission Alignment: Events must advance the mission of both the University and the sponsoring department.
Affiliation: At least 30% of attendees must be ISU-affiliated (students, faculty, staff, alumni, or prospective students and families).
Higher Approval: Dean or Executive Director approval is required if over 70% of guests are unaffiliated or if the event requires significant university resources (e.g., multi-day or multi-room bookings).

Financials:
Sponsors must provide an index code; all charges will be assessed at the educational rate. Sponsorship solely to reduce facility costs for a non-university group is strictly prohibited.

External Parties: Reservations are accepted only after academic classes are scheduled for the requested semester (e.g., Fall, Spring, or Summer).
Internal Parties: Requests may be submitted in advance, but are contingent upon the finalization of the university’s academic schedule.

You may request a reservation in person, by phone, via email, or through our online request form.

Scheduling & Event Services – Idaho Falls
Center for Higher Education (CHE), Suite 100
1770 Science Center Drive, Idaho Falls, ID 83402
(208) 282-7856 | schedulingif@isu.edu

The Reservation Process

Processing: Please allow 2–4 business days for online and email requests to be reviewed.
Consultation: Depending on the event's complexity, an in-person appointment may be required to finalize details and explore available options.
Approval: Once all required documentation is approved, your event will be added to the schedule.

Confirmation & Finalization

A reservation is not confirmed until you receive an official confirmation email with all related documents attached.

Upon receipt, please review the confirmation for accuracy and contact our office immediately if changes are needed. Once finalized, you may proceed with Bengal Dining services and other external contractors.

1. Reservation Changes

Scheduling & Event Services will attempt to accommodate change requests based on facility capacity and staff availability. Determinations are made regardless of the event’s viewpoint or content.

Deadline: Requests for changes (details, times, dates, or equipment) must be submitted at least 7 days prior to the event.
Fees: Certain changes may result in additional charges beyond the original confirmation.
Note: We cannot guarantee that all requested changes can be accommodated.

2. Cancellation Policies

All cancellations must be submitted in writing to michealtimm@isu.edu.

Internal Reserving Parties

Deadline: Minimum 24 hours notice.
Penalties: Failure to cancel 24 hours in advance or "no-shows" will result in:
- 1st & 2nd Offense: Verbal warning.
- 3rd Offense: Loss of reservation privileges for up to 4 months or one academic semester.
Liability: Parties are responsible for all costs incurred prior to cancellation.
Reinstatement: Privileges may be reinstated early by meeting with the Scheduling & Event Service office to review guidelines.

External Reserving Parties

Deadline: Minimum 72 hours notice.
Penalties: Failure to cancel 72 hours in advance or "no-shows" will result in:
- Loss of reservation privileges for up to one calendar year.
- Obligation to pay the full event costs and any services rendered.
Reinstatement: Parties are eligible for reinstatement after one year following a review meeting with the Scheduling & Event Service office.

3. Appeals & University Cancellations

Appeals: All decisions regarding the loss of privileges will be communicated in writing and may be formally appealed.
Cancellations by ISU: If the University cancels an event due to an emergency or university business, the Scheduling & Event Service office will notify the party immediately to reschedule or relocate. In these instances, the reserving party will not be charged any fees associated with the cancellation.

Additional Costs and Billing
Reserving parties are responsible for all costs and charges beyond those specified in the original confirmation. These will be itemized in a final invoice and may include:

Requested Add-ons: Supplemental space, storage, equipment, personnel, or shipping services.
Extended Access: Use of event space outside standard campus operating hours.
Support Deficiencies: Equipment or labor required due to insufficient preparation by the reserving party or third-party vendors.
After-Hours Labor: Setup or delivery performed outside normal business hours.
Enhanced Cleaning: Post-event labor and materials (billed hourly per staff member).
Damages & Violations: Costs resulting from property damage or university policy violations (charged directly to the responsible party).

All charges follow standard Scheduling & Event Services business operations. Rates are updated annually and are available upon request or via the Idaho Falls website. All itemized charges are appealable in writing.

Within five business days of finalizing your event, Scheduling & Event Services - Idaho Falls will email a confirmation and itemized invoice. This invoice covers all costs for services rendered based on your organization type (e.g., university department, non-profit, or community group). While we strive for consolidated billing, services from external partners—such as Bengal Dining—will be billed and paid separately.

Internal Parties: You have five business days to review the invoice before payment is automatically processed via Interdepartmental Charge (IDC).
External Parties: Payment is due within 30 days of the event’s conclusion. Accepted payment methods are listed on the invoice.

Note: Rates are based on internal business operations and are subject to change. Discounted rates require documentation (e.g., 501(c)3). The office maintains discretionary authority over final pricing.

Reserving parties may decorate event spaces provided they adhere to university property preservation standards. While Scheduling & Events Services - Idaho Falls (SES-IF) can provide standard directional signage upon request, all other materials must be provided by the client and approved by the scheduling office prior to the event.

Placement & Safety

Location: Decorations are permitted only within the reserved space and at its immediate entrance.
Easels: Use easels for informational signs at room entrances only. Easels are prohibited in building lobbies or main hallways.
Egress: Items must not obstruct hallways, stairways, exits, fire extinguishers, sprinkler heads, or permanent safety signage.
Materials: All decorations must be flame-retardant.

Installation & Prohibitions

Approved Methods: Attach items to finished wood, metal, glass, or painted surfaces using non-marking materials (e.g., painter's tape, art putty, or twine).
Prohibited Items: Use of nails, tacks, staples, scotch tape, duct tape, or glue is strictly prohibited.
Restricted Materials: Glitter, confetti, sequins, straw, sand, and rice are prohibited.
Special Effects: Fog machines, incense, smudging, open flames, hot plates, and lit candles are not permitted. LED candles are recommended.
Balloons: Helium balloons must be tethered. A labor fee will be charged for the retrieval of loose balloons.
Ceilings: Any ceiling-mounted items must be installed by SES-IF personnel only.

Additional Restrictions

Electrical: Cords must be secured to prevent tripping and circuit overloading.
Equipment: Facility furniture and equipment may not be moved or altered.
Vehicles: Driving on sidewalks or grass is prohibited.
Engines: Internal combustion engines are not permitted indoors.

Cleanup & Compliance
All decorations must be removed immediately following the event. Additional cleaning costs resulting from prohibited materials or damage will be itemized and billed to the reserving party.

Catering and Food Service Policies

Exclusive Rights: All food and beverages, including snacks, served on any ISU campus must be provided by Bengal Dining.
Outside Food Restrictions: Serving outside food or drinks is prohibited unless you have an approved Catering Waiver Request from Bengal Dining.
Waiver Timeline: Exemption requests must be submitted at least 10 business days prior to the scheduled event.

Alcohol and Bar Service

Permit Required: Alcoholic beverages may only be served in designated locations (such as the Bennion Student Union, Pond Student Union, or Rendezvous Complex) with an approved Alcohol Permit Application.
Authorization: Applications can be found on the Bengal Dining website or by contacting their office directly.

Billing and Reservations

Separate Billing: Charges for catering services are billed independently of space and room rentals. These must be paid as separate transactions.
Payment Terms: A form of payment is typically required three business days before the event, with full payment due within one business day following the event.

Contact Information

For all catering needs, contact Bengal Dining:

Phone: (208) 282-2242
Online: Dine on Campus - ISU
Location: Pond Student Union, Room 207 (Catering Office)

Alcohol is generally prohibited on ISU property, except as permitted by law and State Board of Education policy. To maintain a responsible campus environment, all University and non-University groups must adhere to the following requirements:

Approval: All events involving alcohol require an Alcoholic Beverage Permit, reviewed and approved by the President and General Counsel (or designees) prior to the event.
Applications: Event organizers must submit applications via the Office of the President’s procedures.
Responsibility: Hosting units or non-University entities must designate a lead individual to ensure compliance with all laws and policies throughout the event.

Applications and submission guidelines are available at the Bengal Dining Office.

As an event organizer, it is your responsibility to ensure all guests receive and correctly display a valid parking permit to avoid citations.

Permit Distribution: You will receive a printable temporary parking permit with your event confirmation. You must distribute this to all guests before they arrive on campus.
Requirements: Permits are mandatory Monday–Friday, 7:30 am to 4:00 pm. No permit is needed on weekends or legal holidays when classes are not in session.
Compliance: Citations will not be waived for failure to distribute or display permits correctly.
Special Requests: Any unique parking needs must be coordinated with Scheduling & Event Services - Idaho Falls at least 10 business days in advance.

Idaho State University is committed to ensuring a safe and secure environment for our students, faculty, staff, and guests. Our Public Safety team works collaboratively with event organizers to facilitate successful and secure campus events. The requirement for Public Safety presence is determined on a case-by-case basis by Scheduling & Event Services - Idaho Falls and the Department of Public Safety. Assessment criteria include the presence of high-profile guests (e.g., government officials), the nature and scale of the event, alcohol service, and other potential health or safety risks.

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.

All firearms and weapons on ISU campuses are regulated by state law and the University’s Possession of Firearms Policy (ISUPP 9000).

Firearm: Any device that can expel a projectile capable of causing serious injury.
Dangerous Weapon: Includes knives, explosives, or any item which, when used as intended, can cause serious injury (per 18 U.S.C. § 930).
Concealed Weapon: Any deadly weapon carried in a way that is not visible through ordinary observation (per Idaho Code § 18-3302).

Idaho State University (ISU) requires all external groups and event participants—including contractors, vendors, and performers—to provide proof of insurance prior to using campus facilities. This proof must be submitted as a Certificate of Insurance (COI) that meets the specific coverage limits and standards established by the ISU Office of Risk Management and the State of Idaho.

ISU reserves the right to deny any reservation that exceeds the university's risk tolerance. All scheduling decisions are made based on objective health, safety, and property risk assessments, without regard to the content or viewpoint of the event.