If you’ve ever visited the Indiana University Bloomington campus, chances are you’ve seen the Indiana Memorial Union (IMU). With more than 500,000 square feet of space it’s one of the largest student unions in the world, and one of the campus’s most significant landmarks.
But the IMU is more than just a big building. Though the Indiana Union was founded as a student organization more than 100 years ago and the IMU building was constructed in the early 1930s, the IMU is just as important to campus life today as it was a century ago.
It’s a place where students, faculty, staff, alumni, and visitors alike come together to experience the spirit of IU. A place that welcomes everyone with Hoosier hospitality and where everyone feels a sense of belonging. A place to call home.
Mission
Welcoming all, the Indiana Memorial Union builds lifelong connections among the campus community and to Indiana University.
Vision
To be at the heart of the community that inspires people to choose Indiana University.
Values
Collaboration
We engage all parties with empathy and respect, and seek multiple voices.
We join our partners to achieve shared goals.
Community
We create a welcoming environment by embracing a culture of warmth and belonging.
We foster space where people are treated with humanity and respect.
We support teamwork and understanding through civility and humor.
Inclusion
We believe inclusion is a necessary component of community.
We commit to ongoing and evolving efforts to deconstruct barriers and amplify all voices.
We cultivate an environment for all by all, embracing what’s unique about each other.
Innovation
We continuously evolve through forward thinking.
We seek feedback, and use it to take informed risks.
We respect tradition’s role in the midst of change.
Integrity
We work every day to have our actions reflect our words.
We earn trust through respectful, honest, and ethical behavior.
Student Experience
We strive to meet the professional, cultural, and educational needs of students.
We foster leadership development and incorporate student voices in IMU decision-making.
We provide practical work experiences to complement academic life.
1909year the Indiana Union was founded
1932year the IMU building was dedicated
500,000square feet of space
A spirit of collegiality
The IMU’s history dates back to the earliest years of the twentieth century when an IU student named John Whittenberger decided to form a student organization that would foster a spirit of collegiality on campus. With the help of IU’s president, William Lowe Bryan, and members of the faculty, Whittenberger founded the Indiana Union in 1909.
With Whittenberger as its first president, the fledgling organization moved into the Student Building, where it was housed until 1932, when the Indiana Memorial Union was constructed.
The Indiana Memorial Union Board is the IMU’s student board of directors. Union Board members serve as stewards of the IMU, ensuring that it enhances the campus community while fostering student involvement and academic and personal growth.
As IU Bloomington’s largest student programming body, Union Board organizes events and activities ranging from concerts and lectures to films and debates for the campus community. Union Board is also responsible for assisting the IMU’s professional staff with oversight of the IMU and the development of policies and procedures.
Learn more about Union Board by reading the Union Board bylaws and constitution.
This is the Policy Manual of the Indiana Memorial Union (“IMU”). It sets forth the general guiding principles on which IMU operates. As a guide, it is not a contract, and creates no rights, duties, or obligations. Union Board has sole authority to change, edit, enforce, interpret, and apply this Manual, subject to the authority of Indiana University. A majority of all Union Board committees shall be composed of students.
Separate from this Manual, the IMU or any department may publish such procedures as it deems proper. Those procedures will explain how policies are implemented and provide details for operations.
These Union policies do not supersede University policies and are meant to complement them and address the needs, purpose, mission, and functions of the IMU specifically.
Philosophy: Through the combined efforts of its student & staff, IMU fosters a unique community and nurtures a sense of belonging to that community. The IMU also provides a key bridge between the academic, social, and cultural roles of Indiana University, while fostering the personal growth and relationships that are at the heart of a great education.
Policies and procedures provide a basis for consistent decision-making and resource allocation, helping to make instructions definite and provide quick settlement of misunderstandings. Policies and procedures provide decision-makers [customers and staff] with limits, alternatives and general guidelines. They address basic values of the IMU, promote efficient operations, ensure compliance with laws/regulations, and/or reduce institutional risks.
Policy: A guiding principle that answers the questions “What course of action will the IMU take and why?” with respect to a particular issue.
Distinguishing Characteristics:
Widespread applications (applies to an overall area at minimum)
Usually expressed in broad terms
Addresses major operational issues
Changes less frequently
Statements of “what” and/or “why”
Procedure: An established set of methods that answers the question “How will a particular policy be implemented?”
Distinguishing Characteristics:
Action oriented (describe processes)
Understandable (developed with the customer/user in mind)
Implements policy (policy supersedes the jurisdiction of procedure)
Prone to change
Statements of “how,” “when” and/or sometimes “who"
The Leadership Team and the staff have the responsibility for writing, evaluating, and communicating procedures. All procedures must fall under one or more policies, as approved by the Union Board of Directors.
Practice: Specific guidelines that further clarify a procedure within individual units. Divisions, departments and offices have the authority to make local policy/procedures that are specific to their unit to be called “practices” regarding subjects that supplement but are not contrary to Union policies/procedures.
Prior to issuing local practices, the unit should consult with the appropriate Union policy/procedure authority in that functional area. The Assistant Director should be aware of these “Practices” and if necessary, approve them.
Policies
The Indiana Memorial Union and Union Board are governed by the Indiana Memorial Union constitution.
The Indiana Memorial Union Board, in conjunction with the Indiana Memorial Union (IMU) Leadership Team, is hereby empowered to promulgate and administer such by-laws (See Appendix A, Indiana Memorial Union Board By-Laws) and house rules as may be needed to govern the activities and conduct of members, guests, visitors, and organizations in, or about, the premises of the IMU. (Article II, Section IV, Indiana Memorial Union Constitution). In the event of a conflict between IMU rules and those of Indiana University, the rules of Indiana University have precedence.
The IMU is open from 6 a.m. to midnight on a standard basis. During the regular spring and fall semesters, the IMU is open between midnight and 6 a.m. only to Indiana University Bloomington students with a valid ID, Biddle Hotel guests with a key, and Indiana University Faculty or Staff with a valid ID who have business in the building. During the summer and other breaks, the building hours may vary.
Use of, and access to, offices, meeting rooms and the Student Involvement Tower is subject to procedures established by IMU and Union Board.
Any use of offices and meeting rooms after normal building hours must be approved by the Director.
The Student Involvement Tower, from the second floor to the eighth floor, is accessible only to Indiana University students, faculty, and staff members having current University IDs or guests attending a meeting or program.
A. Animals
State statutes and university regulations protecting the environmental health of the campus community dictate that animals are not allowed on the premises of the Indiana Memorial Union, with the exception of service animals.
B. Alcohol Policy
Bar service at private functions in the building is permissible when provided by IMU Dining Services. Alcohol may be served in the Vault, subject to established procedures. If alcohol is served in any IMU room, it must stay in the room where served.
C. Gratuities
Gratuities or tips may not be accepted by IMU employees. Employees may not solicit gratuities.
D. Skateboarding / Roller Blading / Scooters / Segways
Skateboarding, roller blading, riding scooters, and segways are not permitted in the Indiana Memorial Union except as part of an IMU-approved program, e.g. a specially constructed roller skating rink as part of Late Nite.
E. Bicycles
Bicycles are not permitted in the building and must be parked in designated bike racks. Exceptions may be granted to hotel guests by the Hotel Manager, Assistant Director for Meeting and Event Services, or Director.
F. Use of IMU Tools, Equipment, and Furniture
Equipment belonging to the Indiana Memorial Union is not to be taken from the building for personal use. Personal items are not to be repaired using IMU equipment or labor.
G. Disruptive Behavior
Offensive bodily hygiene or behavior that results in complaints or threatens to damage IMU property, disruptive behavior, unapproved food/beverage distribution, soliciting, roughhousing, etc. are not permitted in the IMU. Any person whose behavior is disruptive to others will be asked to cease the disruptive behavior and may be asked to leave.
H. Soliciting, Selling, and Recruiting
Definitions
Recruiting: To enlist the active aid, membership or help of a person in a program, group or association. Selling: To offer property in exchange for money or other consideration. Panhandling: To stop people and ask for money as a charity. Panhandling is prohibited in the IMU. Begging: To ask for money as a charity. Begging is prohibited in the IMU. Soliciting: To appeal for the financial aid or help of a person for a program, group or association. For purposes of this policy, signing petitions is considered a part of solicitation.
General
Use of facilities of the IMU for soliciting and selling is restricted to registered student organizations and University departments. Such use is governed by University provisions for the use of facilities. Students or student groups who wish to solicit or sell must first obtain certification from Student Involvement and Leadership and reserve space from the IMU Meetings and Events Office. The only exception to this is Union Board whose directors are able to directly contact Meetings and Events to reserve a space.
Solicitation and Selling at the Marquee Plaza Tables
a. Soliciting and selling by student organizations and University departments is permitted at the Marquee Plaza tables without charge. However, if the sponsoring organization contracts with an outside for-profit company (e.g., a credit card company) to solicit or sell, the regular rent charge will apply. b. Tabling space must be reserved in advance through the Meetings & Events office. Before reserving space, student groups must receive approval from Student Involvement & Leadership. All soliciting and selling must be accomplished from behind the booth and an organization representative must be present at all times. Individuals working the booths will not be allowed to interfere with the traffic flow in the hallway. The use of posters and other printed material and amplified sound is subject to IMU procedures and Indiana University policies. c. Any food being given or sold must be catered by the IMU or have prior approval from the Director’s Office and comply with pertinent food safety requirements as determined by the Indiana University Environmental Health and Safety Office. d. All soliciting, selling, or recruiting must be made from behind the desk. e. All booths reserved by student organizations must be staffed with students currently enrolled at the Bloomington campus of Indiana University. f. No student group may transfer their reserved space to another organization. g. It is the responsibility of the IMU staff to enforce the conditions for the use of the tabling spaces.
Any exceptions to this policy will only be granted by the Director, Associate Director, or Assistant Director for Meeting and Event Services of the Indiana Memorial Union. Because of space limitations for such activity, very few exceptions will be considered. In no instance will organizations external to Indiana University be allowed to reserve space at the Marquee Plaza tables.
Soliciting or selling by student organizations is permitted in other areas of the building if the activity is judged to be appropriate to the facility requested and the activity occurring. A room charge will be levied for each facility used. If items are to be sold or donations to be accepted, the student organization must obtain approval from Student Involvement and Leadership prior to requesting the space.
Collection of Donations
The collection of donations at an event should be specified on all promotional material. The collection of donations is considered the same as charging an admission and, therefore, a rental charge will be made for the use of facilities. Approval to request donations must be obtained from Student Involvement and Leadership prior to requesting the desired space from the Meetings and Events Office. The only exceptions to this is the Union Board, whose Directors may work directly with a reservationist in the Meeting and Events office.
Leaflets and Handouts
Distribution of leaflets in public areas is allowed immediately adjacent to a reserved event space only by the sponsor of the program, such as when an event is in Alumni Hall or Whittenberger Auditorium and the program sponsor distributes material at the entryway when people register for the event. Distribution is also allowed at the Marquee Plaza tables in accordance with that policy.
Table Tents
Only registered student organizations are allowed to place table tents in the IMU Dining Area. Those wishing to place table tents must receive permission from the Assistant Director for Meeting and Events.
Regulations for Display of Posters
There shall be no bills, signs, posters, flyers or other articles posted, nailed, or otherwise attached to floors, walls, or fixtures of the IMU. Bulletin boards are provided for student groups and University-related organizations to post signs about their activities and functions. Exceptions for non-university related groups and individuals wishing to post flyers and posters in the building must receive permission from the Director's Office. All display boards in IMU are subject to procedures established by Union Board, or the Director’s office.
Chalking
The IMU follows the campus and university policy for chalking.
A. Use of Food Service Space
Indiana University ID holders and their guests, as well as hotel guests and conference attendees, are able to use food service space for any amount of time except during lunch. Non-Indiana University ID holders can only use the dining areas if they have purchased an item from one of the food service entities. From the time they have purchased their item(s), they have one hour to use the space. After that time, they will be asked to leave the building.
B. Non-IMU Prepared Food
Food or refreshments of any kind served in the IMU must be ordered, processed, and served by IU Dining staff. Exceptions can be approved by the IMU Director.
C. Dress
In compliance with state and local health regulations, all people in a food service area must wear a top or shirt, shorts, slacks, or dress and shoes to be served.
D. Exclusive Use
Exclusive use of the dining areas is not permitted while the University is in session, except for special after-hour events such as post-prom parties and breakfasts. All other exclusive use of the dining areas must have the approval of the Director. Any organization sponsoring special events will be charged for any damages and/or labor necessary for cleanup.
E. Recreation Center
The Recreation Center (bowling alley, billiards room, and related space and activities) can only be used by customers, Indiana University ID holders, and guests of Indiana University ID holders.
F. Student Technology Center (STC)
The Student Technology Center (aka computer lab) is open 24 hours for all Indiana University ID holders, whenever the building is open. Individuals without an Indiana University ID will not be able to use the space and will be asked to leave.
A. Applications for Office Space
Applications for rental of office space in the Student Involvement Tower are available from the Director of the Student Involvement and Leadership Center or her/his designee and should, upon completion, be returned to that office. The rental period is normally one (1) year and subletting is not permitted. Procedures shall be established to govern application, access and use of space in the Student Involvement Tower.
B. Who May Use Offices
Offices are allocated by the Union Board to student organizations which have the size, continuity, purpose or function to serve general student interest. The Indiana Memorial Union has the right to determine organizations that may rent space and the amount of space allotted.
C. Review of Allocations
Office allocations may be reviewed by the Indiana Memorial Union Board at any time it is felt necessary and new allocations made from among those applications not accepted at the time the annual allocations were made.
D. Access to Offices
Tenants shall have access to the premises only during normal IMU operating hours.
E. Inspection of Leased Space
The IMU has the right to inspect any office at any reasonable time given a reasonable cause.
A. Meeting Rooms and Reservations Responsibilities
The Meeting and Events Office is responsible for scheduling and set up of all function space in the IMU. It will maintain rent schedules and records, and room capacities in accordance with Bloomington fire codes will be enforced. The Meeting and Events Office reserves the right to alter or re-assign function space in order to achieve optimal use of the facility.
B. Reservations Policy
1. Meeting and Event Space Reservations
Student organizations, university departments, and external groups may reserve space approximately 1 year in advance. For spring semester, reservations will be accepted beginning in April of the previous year. For fall semester, reservations will be accepted beginning in November of the previous year. Reservations will be accepted from Union Board one month prior to the above dates. IU Conferences may reserve space for conferences up to five years in advance. Exceptions to this policy must be approved by the Executive Director of the IMU.
2. Event Space Policy
Event spaces (Alumni Hall/Solarium, the Tudor Room, and the Frangipani Room) are important to student life and the mission of the Indiana Memorial Union. On weekends during the school year, there can be desire to use those spaces by student organizations, university departments, and external groups.
In order to preserve the ability of student organizations and university departments to have access to those spaces on weekends:
Alumni Hall and Solarium
Use by external parties, such as weddings and external conferences, is limited to one Friday or Saturday per month during the academic year.
Tudor Room and Frangipani Room
Use by external parties, such as weddings and external conferences, is limited to two Fridays or Saturdays per month during the academic year.
These limitations are only during the academic year, between Welcome Week and May Commencement Weekend. There are no limitations during the summer, spring break, winter break, or Thanksgiving week.
Because event spaces are in high demand, the IMU will charge a late cancellation fee for anyone who cancels a reservation less than two months prior to the event or does not show up to the event. The purpose of the fee is to ensure that cancelations are made far enough in advance for the space to be used by other parties. Exceptions to this policy must be approved by the Executive Director of the IMU.
C. Meeting Room Charges
There will be no charge for the use of meeting rooms with standard setup to the following groups:
Indiana University fee-paying student groups, if approval is given by the Student Involvement and Leadership Center and the group meets the free admission requirement.
High school students who are guests of the University for educational purposes and are sponsored by a University Department.
Indiana University faculty and staff departments.
The Union Board of the Indiana Memorial Union shall not be charged meeting room or space rental. However, they will be responsible for labor and equipment charges incurred. If Union Board co-sponsors another organization where there is an admission charge, a room charge will apply. The only exception is the Whittenberger Auditorium for films.
There will be a charge made for the meeting room used, if Faculty or Staff members sponsors a meeting and the groups is not composed of 51% or more faculty, staff and/or students from IU.
D. Rent When There Are Admission Fees
All groups, except Union Board, pay the full rental rate if admission is charged for attendance at any event. The rental rate for Whittenberger Auditorium when group charges admission shall be twice the regular rate. Admission is defined to include donations, free-will offering, or admission by ticket which is issued in exchange for something of monetary value.
Student Organizations
Fee-paying student organizations sponsoring free social events which are open to the entire student body pay only for labor, security and equipment as used, provided such functions are without admission charges and so advertised to campus.
H. Use of East Lounge
The East Lounge, outside of revenue generating functions (addressed below) and campus-wide elections, shall only be scheduled two days per work week and will only be available for programs between the hours of 11:00 a.m. to 2:00 p.m. Reservation and use procedures will be established by IMU taking into consideration the traditional use of the lounge as a student gathering area.
All spaces in the Indiana Memorial Union (including but not limited to the rooms, lounges, corridors, patios, and balconies) are classified for use in one of the following functions:
IMU Facility Operations: Areas dedicated to the maintenance, management, and logistical operations of the IMU.
IMU Offices: Offices for use by IMU staff in support of the IMU mission and functions.
IMU Recreation: Recreational and entertainment spaces within the IMU accessible to students and the public, designed for leisure and social activities.
IU Bookstore: The space leased out for selling textbooks, merchandise, apparel, and other items.
IU Hospitality: Spaces and services related to dining, catering, the hotel, and event hospitality within the IMU.
Lounges: Informal gathering places with seating for students and/or visitors. This would include patios.
Meeting & Event Spaces: Rooms and areas designated for meetings, conferences, or events, including any associated storage or support spaces.
Student Organization Spaces: Dedicated offices or areas allocated to registered student groups for meetings, planning, and operations.
University Departments: Offices and workspaces used by university academic or administrative departments to support institutional operations.
Any change in the use of a space from one function to another, or to a function not covered on the above list, must be approved by the Indiana Memorial Union Board. Please note that while these definitions are intended to guide classification of space in the Union, they are not exhaustive, and some spaces will require additional interpretation. If it is unclear whether something counts as a space usage change, the default should be to include Union Board.
