PROCEDURES
Entertainment Permits
State statutes (e.g., IC 22–12–1–23 and IC 22–14–3–1) require venues of entertainment to obtain entertainment permits.
IC 22–12–6–7 says: “[h]alls, gymnasiums, or places of assembly in which contests, drills, exhibitions, plays, displays, dances, concerts, or other types of amusement are held by colleges, universities, ... are exempt from the fees charged or collected ... [for amusement and entertainment permits], unless rental fees are charged or collected.”
We have discussed these requirements with the Fire & Building Code Enforcement Division of the Indiana Department of Homeland Security and an agreed interpretation has been reached.
An entertainment permit is required for
- Any building
where an event is held that
- is open to the public and there is amusement or entertainment (concerts, musicals, e.g., plays), or
- wedding receptions open to the public,
and
- to which an entry fee is charged
- excluding non–professional sporting events but not professional sporting events
- excluding non–professional sporting events but not professional sporting events
- use of a building or part of a building for public assembly that was not designed for public assembly (e.g., Tennis Center having a dance).
Things that do not require an A&E permit include:
- Wedding receptions by invitation only (even if there’s live music)
- An event open only to invited guests with no live music/entertainment
- An event/dinner with background music does not require a permit.
- Lectures
- Poetry readings
- University ceremonies not open to the public
Excepting when our facilities are rented to an outside organization1, these permits do not cost us anything.
If a permit is needed for an IU event and is not on the above list, contact Mel Lane.
If a permit is needed for a non–IU event on IU property (including Greek houses), go https://www.in.gov/dhs/fire-and-building-safety/code-enforcement/application-for-amusement-and-entertainment-permit/ to obtain the permit. The process is simple to follow. Please notify Mel Lane that you have applied for the permit. Once you apply, it is incumbent upon state inspectors to inspect the site in a timely manner. If they have not inspected the site by the time of the event you may hold the event as planned.
We have a document, obtained from Homeland Security, that is an attempt at illustrating what entertainment is but the light it sheds on the subject is dim. Since the rooms/buildings affected are relatively few and the permits don’t cost us anything, it’s better to err on the side of caution rather than dither over exact definitions. Go back and read the lines above again. The key elements are the event is open to the public and an entry fee is charged.
Note: After meeting with Homeland Security, we are obtaining permits on a room-by-room basis.
This isn’t as overwhelming as it may first sound as there won’t be more than one or two rooms in most buildings where a permit is needed.
Once a permit is obtained, this is good for any IU event held there.
If an outside entity rents the facility, they need to apply for a special permit and should do so at least 30 days in advance of their function.
Note: IU is not charged a fee for permits. This is the fee scale for outside groups.
This is an annual permit. A fee is charged based on occupant load:
| 1-99 | $99.00 |
| 100-499 | $134.00 |
| 500-999 | $168.00 |
| 1,000-4,999 | $203.00 |
| 5,000-9,999 | $237.00 |
| 10,000 or more | $272.00 |
If you are holding a special event (i.e., a once-a-year event) that is a) open to the public and b) for which there is an admission fee, in a building/room without an annual permit, a special event endorsement is required. The fee for this is $99. This is a one-time use permit.
Failure to comply can subject the university to fines and increases our liability concerns.
It is important that we comply.
- It is state law.
- A primary purpose of the code is so the state can make a determination of safety.
If you are aware of a building/room that fits the definition above and does not have a permit (an online list of permits will be available soon), contact Mel Lane with the building name (and, if possible, its number) and the room number(s). This should be done at least 30 days in advance of any function held there. Unless you specify this is a one-time use, we will renew the permit each year.
Please contact Mel Lane or Kutina England if you have any questions.
An operative word in this requirement is “entertainment.” Unfortunately, the code doesn’t define this term.
1 Independent student organizations are outside entities.