Spring ClubFest Policies

Spring ClubFest participants will be responsible for reading and following the policies listed below. Any student organization who fails to comply with these policies will receive a verbal warning from Memorial Union or Student Engagement Staff.  If the student organization disobeys a verbal warning or is a repeat offender, the organization may be asked to leave.  If behavior warrants, the organization may forfeit privileges or lose official university recognition. Violation of Spring ClubFest policies may also affect the student organization's ability to participate in future ClubFest events.

Please review all of the following policies before registering for the event. Email clubfest@iastate.edu with any questions.

Prior to ClubFest:

• Print Deadline: In order to be included on the printed maps that are handed out during ClubFest, your organization's registration must be received by Friday, Jan. 20, at the latest.

• Display Items/Props: Student organizations are allowed to bring display items that fit neatly on top of their display table.  If you would like to bring larger items that will not fit on top of your display table you will need to obtain written permission to bring the item by 5:00pm on the Friday before the event.  Contact clubfest@iastate.edu and tell us the length/width/name of the item along with your rationale for wanting to bring it.  If you have not received written approval to display a larger item, do not bring it to ClubFest.

• Technology: Contact MU Event Management (294-1437) for any media equipment you wish to use (projectors, TV/VCRs, extension cords, etc.) Please do this at least 7 class days prior to the event. Wireless internet access is available in the building. 

• Electricity: Electricity is limited. If you requested electricity and we cannot provide it then we will notify you directly, otherwise assume you will have electricity if you requested it.

• Demonstrations: We do not allow demonstrations.

• Decorations: Latex balloons are prohibited for your display as some of our guests and/or student organization members may be allergic to them.   In addition, you are not allowed to adhere anything to the walls, tables or floor in the Memorial Union. Streamers and fun displays which fit within the 3 to 6 feet space are welcome as long as they are on your display or table (not on the floor in front of, next to, or around your table).

• Giveaways: Only pre-packaged food items (candy, granola bars, etc.) and other non-edible items will be allowed to be distributed at ClubFest. Please limit your promotional materials and other handouts to only those that are essential for recruiting new members. When possible, use QR codes, webforms, the Student Organization Database, or other tools that allow individuals to use their own devices to sign up and receive more information.

• Animals: You are not permitted to bring animals to this event, unless it is your personal service animal.

• Metal/Wooden Structures: You are not permitted to bring any metal or wooden structures that obstruct participants view or impede pedestrian traffic.  These items are a safety hazard and are not permitted by the Fire Marshall since we will be at room capacity for the event.

• Easels & Boards: There are a limited number of easels. These will be available on a first come, first served basis the day of the event.

Day of Event:

• Check-In: All student organizations must officially check-in with a representative from Student Engagement prior to setting up.  When you arrive at the Memorial Union, go to the West Lobby of the MU and check-in with Student Engagement staff. There, you will receive your table assignment number and a staff member can answer any questions you may have. You may start setting up your display at 9:30am  Unfortunately, you will not be able to enter the ballrooms prior to this time.​

• Arrival Time: Arrive between 9:30am-10:30am on the day that you have signed up to participate.  You must be checked in by 10:30am to avoid losing your spot.  ClubFest starts promptly at 11:00 am.  Be prepared to staff your display at 11:00am as there is always a high volume of traffic. 

• Tear Down: Schedule one or two people to tear down your display and return equipment promptly at 4:00pm. Everything needs to be removed that day by 4:30 pm.  Place any debris from your area neatly in trash bins.

• Staffing the table: You must have representation at your table at the beginning and the end of the event,  at the very least. Student Engagement is not responsible for any items left during or after ClubFest. Please do not have more than two club members at your table at one time.

• Face Coverings: Although not required, student organization officers and members staffing a table are encouraged to wear face coverings during the event.