Frequently Asked Questions

When planning for an event, there are several factors to consider.

Please use this form to help you with the planning process and get you through some of the important elements of an event.

It is recommend that student organizations complete this evaluation form after each event within five days of the event. This form is a tool to improve future events and to create a history for future members of your organization.

All room reservation requests will be taken by the Scheduling Coordinator in the ICSU Administrative offices located on the fourth floor of the Commons. Rooms may be reserved using the Online Room Request Form.   Reservations may be confirmed or cancelled through the Scheduling Office, Monday - Friday, 8:00 a.m. - 4:30 p.m. Call (208) 885-6956 or send email to icsu-rooms@uidaho.edu.

No email or phone reservations will be taken before the 1st Monday of May (for fall semester) or the 1st Monday of November (for spring semester).

A registered student organization may use the Idaho Commons and Student Union without charge (set-up charges or equipment rental fees may apply depending on your needs). Reservations must be made at least 48 hours in advance.

Groups may reserve up to 2 hours of meeting space per week, or 3 hours every other week. Additional rooms for more than 2 hours per week may be reserved, but only 1 week in advance of occupancy.

Cancellation Policy:

• 1 business day prior notice is required for cancellation  of smaller rooms.
• 2 business days prior notice is required for rooms with special set-up.
• 3 business days prior notice is required for cancellation of the SUB Ballroom.
• A $25 non-cancellation fee will be applied to groups that fail to cancel reservations according to the above policy ($50 for the Ballroom).
• Cancellations must be expressed, in writing (either email or typed/handwritten notification) by the contact person, to the Info Desk or Scheduling Coordinator.
• Failure to show or cancel the reserved space twice in a semester will result in groups losing the privilege to reserve rooms for the remainder of the semester.

IMPORTANT NOTE:

Due to the high demand for Commons and SUB rooms, please cancel reservations at your earliest opportunity to allow other groups the opportunity to reserve the space.

Reservation Timeline:

Reservations are made on a first-come-first-serve basis in the following order of preference:

• ASUI recognized student groups
• University departments or affiliates
• Off campus and commercial groups

The following dates apply to multiple-date reservations (i.e. clubs weekly meetings) if you have any one-time or signature events; you can schedule these in advance.

Fall

• 1st Monday of May, 8 am – 2 pm
  ASUI recognized student groups only
  A period of one week is needed to process all room requests. 
  
  
• 2nd Monday of May    8 am – 2 pm
  All other university groups
  A period of one week is needed to process all room requests         

 

• 3rd Monday of May    8 am – 2 pm
  All other groups and/or individuals

 

Spring

• 1st Monday of November 8 am – 2 pm        
  ASUI recognized student groups only
  A period of one week is needed to process all room requests.
• 2nd Monday of November 8 am – 2 pm       
  All other university groups
  A period of one week is needed to process all room requests.
• 3rd Monday of November 8 am – 2 pm       
  All other groups and/or individuals

No email or phone reservations will be taken between the 1st Monday of May and the 3rd Monday of May for FALL and between the 1st Monday of November and the 3rd Monday of November for SPRING. After the dates mentioned above, email and phone requests will be taken for that semester only.

The Idaho Commons Flat Screen Displays

The intent of the flat screens is to present information about local events and activities to students, staff and faculty of the University of Idaho. The flat screens are located on each floor of the Idaho Commons to create the best visual settings possible. The current ASUI calendar, time, date, weather, current and up-coming events and student and departmental announcements are available on the display screens. The main purpose of the display screens is to enhance the diversity and learning environment of the university by making information available to all students, staff and faculty.

You may submit a flatscreen file online

Contact

Please e-mail submissions or questions to icsu-display@uidaho.edu

Content Requirements

All advertising content will be reviewed by designated personnel and upon dispute, finalized by the Assistant Vice Provost for Student Affairs or other designated personnel. All content must be submitted in the correct format to be considered and must be composed of respectable elements. There will be no profanity, obscenity, or demeaning substances allowed. All displays must have the name and contact information of the sponsor visible at all times. Events must be nonexclusive, open to the student body and/or general public to promote civic interests. At this time, no political endorsements (at any professional level) will be allowed to ensure equal opportunity for all candidates of election. However, public service announcements with the endorser clearly listed will be displayed. The Idaho Commons and Union Board or its designee may approve or reject any content.

Reserving a Slide Announcement
Reservations will be made on a first come - first serve basis in the following order of preference:

      Idaho Commons and Student Union
      ASUI Recognized Student Groups
      University of Idaho Departments & Affiliates
      Off-Campus Non-Profit Groups
      Commercial
      Governmental

Display Size
All advertisements must be 888 by 580 pixels (wide by tall) formatted as a .jpg or .png file.

Deadlines
Flat screen slide requests must be received by designated personnel one week prior to requested run date. Slides may run for a maximum of two weeks or be submitted for renewal. If renewed, slides that required a set-up fee will be charged a $30.00 renewal fee at that time. All submissions must be accompanied by a clear start and end date.

Campus Rates
     ASUI Registered Student Groups - no fee

Conditions
All advertising must be paid in advance using UI budget numbers (if established), cash or credit card. Cancellations must be expressed in written format and will result in forfeiture of set-up fee.

Campus Recreation Flat Screen Displays

The flat screen monitors throughout the SRC are used to display information about local events and activities pertinent to students, staff and faculty of the University of Idaho. The current date, time, weather, campus and community events, student organization and departmental announcements are available on the display screens. The main purpose of the display screens is to enhance the diversity and learning environment of the university by making information available to all students, staff and faculty.
Contact
Please e-mail submissions or questions to kstrong@uidaho.edu.

Content Requirements

All advertising content will be reviewed by designated personnel and upon dispute, finalized by the Assistant Vice Provost for Student Affairs or other designated personnel. All content must be free of profane, obscene, objectionable and demeaning elements.
All displays must have the name of the sponsor visible at all times. Events must be nonexclusive, open to the student body and/or general public to promote civic or university interests. At this time, no political endorsements (at any professional level) will be allowed to ensure equal opportunity for all candidates of election. Campus Recreation retains the ability to approve or reject any content at any time.
 

Reserving a Slide Announcement

Reservations will be made on a first come - first serve basis in the following order of preference

1. Campus Recreation
2. Campus Recreation affiliated groups or clubs (ie Women’s Rugby)
3. Department of Student Affairs
4. ASUI Recognized Student Groups
5. University of Idaho Departments & Affiliates
6. Off-Campus Non-Profit Groups
7. Commercial

Size Requirements

All advertisements must be 1400 by 900 pixels (width by height) formatted as a .jpg or .png file.

Deadlines

Flat screen slide requests must be received by the Campus Recreation main office one week prior to requested run date. Slides may run for a maximum of two weeks or be submitted for renewal. If renewed, slides that required a set-up fee will be charged a $30.00 renewal fee at that time. All submissions must be accompanied by a clear start and end date.

Advertising Rates

Campus Recreation, Department of Student Affairs: No Fee

Campus Recreation affiliated groups and ASUI recognized groups: No Fee

Other University of Idaho departments: $30

Off Campus organizations: $50

Ad design and creation rates
Campus Recreation offers ad design and creation services: $20/hour (Project cost will be determined at time of booking)

Conditions
All advertising must be paid in advance using UI budget numbers (if established), cash, or credit card. Cancellations must be expressed in written format and will result in forfeiture of set-up fee.

ASUI registered student organization can have posters printed for their student organization events.  Each organization can have three free posters printed per academic year. Students must design their own posters. Posters must be designed to the requested dimensions.  Please allow for two days for posters to be printed.  Costs outlined below are reflective of posters printed beyond three posters. 

CostPer Poster

Color: $10 for 24" x 36"

Black and White: $5 for 24" x 36"

Poster can be printed longer than 36", additional charges will apply. Payment is required prior to printing, we take checks, exact change and department budget numbers.

Size Requirements

Posters must be designed to the size of printing. Please verify that images that are being utilized are of high enough quality. Format document as a .pdf.

Turn Around Time

Please allow for two working days for posters to be printed.

Campus Advertising/Posting Policy

General.

Posters and notices may be displayed, when there is room for them and permission is granted, on bulletin boards and kiosks located inside buildings and on campus.

Restrictions for Advertising and/or Postings.

Items may not be posted on any painted surfaces inside or outside of a building, landscape furniture, buildings, or hardscapes features.

Chalk Drawings.

Chalk, when used on campus, must be latex based and designed for easy removal, oil and grease based chalks are not allowed. Chalk drawings/writings may only be done on horizontal concrete surfaces that can be easily washed. Vertical surfaces, such as walls, step risers, bench seats, etc. may not be used for chalk. Permission for chalk inscriptions must be obtained from Facilities – Landscape & Exterior Services prior to placing any markings on campus. Please contact Facilities at 885-6246 before proceeding.
Balloons Used for Advertising. Exterior balloon usage should be avoided except for large UI events, because of the hazard they produce for birds and wildlife in the area.

Unauthorized Posting and/or Advertising.

Building Services & Landscape personnel are to remove posters, balloons, chalk drawings, staked signs, and notices from painted surfaces and other unauthorized places across campus. If unauthorized or improper placement of these items results in defacement/damage of the surface on which they are placed, the persons/vendors/departments responsible for their placement will be required to restore the surface or to reimburse UI Facilities for the cost of doing so.

Removal of Posted Items.

Items will be removed when they are out of date or their time allotment for a particular posting place is reached.

Flyers and Bills on Vehicles.

Flyers and bills affixed to vehicles along all University Streets or Parking Lots are not allowed because of the large litter problem they create across campus. Persons caught dispersing said items will be asked to desist, and remove these items from vehicles. Vendors/Businesses responsible for these flyers or bills will be contacted by UI Facilities and warned. If the problem persists, the vendor/department will be billed for the personnel time to remove the litter from campus.

Building Displays.

Signs, banners, and any other exterior displays that use a campus building as its supporting structure or backdrop must be approved by Facilities Services, Risk Management, Media Relations, and associated building managers, prior to the display being installed. A minimum of four (4) weeks prior notice is required. Message content must be directly related to University of Idaho strategic mission for approval to be granted. Only materials authorized by Facilities Services may be used and must be of such type that they cause no damage to the building exterior in any way, and are supported in a safe, secure, and professional manner to minimize the risk associated with such large displays. All costs for construction, installation, removal and related damages will be billed back to the displaying agency or group. All such displays must be installed by Facilities Services technical staff or other approved building management staff. For specific information relating to advertising and use of the Commons, go to the Commons Facilities Policy link for specific details.

Please go to the Catering Website for information about how to reserve catering services. 

Please reference the reimbursement page for information about receiving funding for your registered student organization.

How to Open a Bank Account

Opening a bank account will allow your organization to be more financially structured. To avoid potential problems with taxes and the IRS, it is best if the account is opened under the organization's name. In order to do this, you must fill out the SS-4 form. This form is an application for an "Employer Identification Number." This will establish your business/organization tax account. You will then contact the IRS (instructions below), phone or web are best, and they will give you the Employer Identification Number which will allow you to open a bank account in your organization's name. It may sound complicated, but the steps are necessary if your club wants to purchase supplies, hold events, and seek reimbursement for future projects from the ASUI Activities Board.

Employer Identification Number

Student groups may NOT use the University of Idaho EIN to open a bank account. Groups that do so cannot receive reimbursements from ASUI and risk losing their status as a registered organization.

How to apply for an Employer Identification Number (EIN)

You can apply by phone, fax, on-line or mail depending on how soon you need the number.

• Phone: Fill out the Employer Identification Form first so that you have all the information on hand. The number to call is: 1-800-829-4933. Operating hours are 7:00 a.m. - 10:00 p.m.
• Fax: Complete the form and fax it to the IRS. The number to fax it to is: (859) 669-5760. The number is available 24 hours a day, 7 days a week.
• Online: IRS website
• Mail: Complete and send form at least 4-5 weeks before you need the number. Sign and date the application and mail it to:
  
  Internal Revenue Service
  Attn: EIN Operation
  Cincinnati, OH 45999

After receiving an EIN, your club can open an account at any bank you choose. Be sure that you keep the bank informed about changes in officers/advisors so that they have the most current authorization information.

Please fill out the Risk Management Waiver Request form.

Mailboxes

Registered student organizations to request a mailbox located near the main entrance of the ASUI Student Engagement and Leadership Programs office. Either complete a mailbox request form or send an email to asui-clubs@uidaho.edu requesting a mailbox.

Photocopier

Active student organizations have full access to the photocopier located in the Student Involvement & Leadership Center.

All copies will be made in black and white and will be printed onto white paper, but, if you choose, you may bring in your own colored paper.

Student Organization Center

Active student organizations also have full access to the student organization center for club-related activities.

Located in the Student Involvement & Leadership Center, the student organization center is a workstation stocked with rolls of paper in a variety of colors, paintbrushes, markers, pencils, hole punches, staplers, pencil sharpeners, rulers, computers and every other tool you can think of to create fun, inventive ads. Please keep in mind that the student organization center is for student organization events ONLY, not for any personal use whatsoever.