Student Engagement

In-Person ClubFest Policies

In-Person ClubFest

Wednesday, September 8
11 am - 4 pm
Memorial Union
Iowa State University

 

Overview

The Fall ClubFest and Volunteer Fair will take place in and around the Memorial Union on Wednesday, Sept. 8. Tabling space for recognized student organizations will be available in the following areas:

Indoors:

  • MU Ballrooms (Great Hall, Oak Room, South Ballrooom, Sun Room)

  • Campanile Room

  • Cardinal Room

Outdoors (Diagram)

  • MU Terrace

  • West Loop

  • *Morrill Road

*The section of Morrill Road between Union Drive and the southwest corner of the Memorial Union will be closed to thru traffic for the duration of the event.

Tabling spaces will be assigned based on the date and time registrations are received. Student organizations will be able to preference whether they would like to table inside or outside during the event. Funding for this event was provided by Student Government.

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

Registration and Eligibility

  • Eligibility: Only recognized student organizations and volunteer agencies from the Ames community are eligible to table during the Fall ClubFest and Volunteer Fair.

    For student organizations to register for Fall ClubFest, your organization must be recognized at the time of registration and listed in the Student Organization Database. If you are an officer for a student organization that does not appear in the database, refer to the Student Activities website for instructions on achieving and renewing recognition. If you have completed all of the steps, email stuorgs@iastate.edu for further instructions/information.

  • Registration: Organization officers can register their club beginning August 18, at 10am. On the registration form, you can choose whether you would like to participate in the in-person event, the virtual event, or both. For the in-person event, you can also preference whether you would like to table inside or outside.

  • Print Deadline: If you would like your club to be included on the printed maps handed out at ClubFest, your registration must be received no later than Wednesday, Sept. 1. After that date, your club will only be listed on the website and the MyState app.

Indoor Tabling Policies and Guidelines

  • Tables: To accommodate as many organizations as possible, registered and affiliated student organizations will be assigned to one half of a six-foot table. Sponsored student organizations will be assigned to a full six-foot table.

  • 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 provide a description of the item (including its dimensions) 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, as you will be asked to take it away from the event.

  • Decorations: Clubs 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).

  • Electricity: Electricity is limited and you must note whether or not you need it on your registration form. If you requested electricity and we cannot provide it, you will be notified. You must provide your own extension cords.

  • Giveaways: Only pre-packaged food items (candy, granola bars, etc.) and other non-edible items will be allowed to be distributed at ClubFest.

  • Animals: Animals are not permitted at 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.

  • Easels & Boards: We will not be providing any easels or other display materials.

Outdoor Tabling Policies and Guidelines

  • Tables: To accommodate as many organizations as possible, registered and affiliated student organizations will be assigned to one half of an eight-foot table in the outdoor ClubFest spaces. Sponsored organizations will be assigned to a full eight-foot table.

  • Tents: A limited number of tents will be provided for student organizations tabling in the West Loop and Morrill Road area. Tents will not be available for student organizations tabling on the MU terrace.

  • 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 provide a description of the item (including its dimensions) 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, as you will be asked to take it away from the event.

  • Oversized Display Area: We will have a designated area where oversized displays are allowed. Groups choosing to reserve space in the oversized display area will not be assigned a space underneath one of the provided tents or inside the Memorial Union. Organizations must choose one or the other. These groups will only be allowed to distribute one type of handout. The demonstration area is an excellent space to host your group if you'd like to bring over-sized items that will not fit in the tent area or inside the MU. If you'd like to bring an over-sized item or be placed in the oversized display area, please note that in your registration and include a description of your display along with its dimensions.

  • Technology: Outdoor WiFi is available on the MU Terrace but may be unreliable at times during a large event like ClubFest. Please plan accordingly.

  • Electricity: Electricity will NOT be available for organizations tabling on the Terrace or in the West Loop/Morrill Road area.

  • Giveaways: Only pre-packaged food items (candy, granola bars, etc.) and other non-edible items will be allowed to be distributed at ClubFest.

  • Animals: Animals are not permitted at 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.

  • Easels & Boards: We will not be providing any easels or display materials.

  • Severe Weather Contingency: The outdoor section of Fall ClubFest will take place rain or shine. However, if the forecast calls for severe weather, we will do our best to re-assign all outdoor clubs to backup spaces inside the Memorial Union. If we are unable to accommodate moving all organizations inside the building, re-assignments will be based on the date/time the club’s original registration was received.

Day of the Event

  • Check-In: All student organizations must officially check-in with a representative from the Student Activities Center prior to setting up. At check-in, you will receive your assigned space number and staff will be able to answer any questions you may have. Check-in will begin at 9:30 AM on the day of the event and will take place in two different locations:

    • Indoor Check-In: If your club is assigned a space inside the building, you will need to check in with SAC staff in the West Lobby of the MU (right outside of the Sun Room entrance).

    • Outdoor Check-In: If your club is assigned a space on the terrace or in the West Loop/Morrill Road area, you will need to check in at the SAC info tent in the West Loop.

    • Oversized Display Check-In: If your organization plans to set up in the oversized display area, your check-in time will be earlier that morning. You will receive more information about when to check in closer to the event date.

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

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

  • Staffing the table: You must have representation at your table at the beginning and the end at the very least. The Student Activities Center is not responsible for your items left during or after ClubFest. Organizations assigned a space inside the Memorial Union, on the MU Terrace, or under a tent may have up to a total of two members staff their table at any given time during the event. Organizations that set up in the oversized display area may have up to a total of three members at any given time.

Strict Compliance

  • Failure to Comply: Any student organization who fails to comply with ClubFest Policies will receive a verbal warning from Student Activities Center staff. If the student organization disobeys a verbal warning or is a repeat offender, the organization may be asked to leave. Violation of ClubFest policies may also affect the student organization’s ability to participate in future ClubFests.

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