Stages

If you are planning an event on any Indiana University (IU) property that includes the use of a stage and/or ancillary equipment such as lighting/speaker towers or rigging (outdoor service equipment), you must follow these procedures.

If you represent an IU unit, you must contact Procurement Services at least 30 days (45 days is recommended) before the event with a description of the stage and rigging. See Contacts.

Contact should be made with Procurement Services before any contracts are signed. Procurement Services will provide details to INLOCC and an approval team. Exceptions: Locations with permanent stages that have processes in place. Contact Scott Gillespie (IUB), Rodney Johnson (IUPUI) or Rick Knapp (Regional campuses or Bradford Woods) if you believe you should be added to this list or have any questions about stages.

• IU Auditorium

If you have an IU connection but do not represent an IU unit (this includes independent student organizations, fraternities and sororities) you must notify INLOCC at least 30 days (45 days is recommended) before the event with a description of the stage and rigging (outdoor service equipment) and the identification and address of the vendor providing the stage.

Failure to meet this timeline may mean your event cannot use the stage and/or rigging.

Outside groups wishing to hold an event on campus that requires a temporary stage and/or rigging may provide their own stage and rigging but they must have a contractual agreement with IU that

• holds IU harmless and indemnifies IU for liability, including any claims arising from the stage and stage equipment;
• provides for a certificate of insurance evidencing coverage of at least $1 million for each one hundred people expected to attend, subject to a maximum of $5 million; (usual and customary vendors should provide updated certificates as needed)
• complies with all other provisions found at Vendors provisions;
• provides for compliance of all provisions of the Stage and Rigging procedures.

Instructions for permitted use of Stages

Unless this is an excepted location:

1. 1. If this is an outdoor stage:
      1. Any “rigging,” (outdoor service equipment) if attached to the stage, must be described in the engineering documents (See ‘Original design plans’ below) describing the stage with stated values for load bearing, anchoring and wind resistance.
      2. Any “rigging,” (outdoor service equipment) not attached to the stage, must be described in the engineering documents describing the stage with stated values for load bearing, anchoring and wind resistance, or.
      3. A “safety zone” must be maintained between the farthest projecting point (towards the public) of the stage and/or rigging and the public (a line beyond which a standing crowd cannot pass or the leading edge of seating).
   2. If this is an indoor stage:
      1. Any temporary rigging must be described in an engineering document describing the rigging with stated values for load bearing and anchoring, or.
      2. A “safety zone” must be maintained between the farthest projecting point (towards the public) of the stage and/or rigging and the public (a line beyond which a standing crowd cannot pass or the leading edge of seating).
   
   
   • The safety zone must be 1’ for each 1’ of rigging height as measured from the ground plus 8’ measured from the rigging closest to the public. E.g., stage: 24" above the ground + rigging 19’ above stage level + 8’ zone = 29’ safety zone.
2. No one can work in or on the rigging except for setup and teardown unless such work is allowed by the engineering report.
3. The default is to include rails with the stage. The fall risk, even from a stage only 12" high, is significant.
4. Original design plans, stamped approved by an Indiana admitted engineer, is required for portable stages, except stages
   • with a maximum size of 1,000 square feet (@8600 lbs. in weight);
   • can be any kind of construction and can be on wheels;
   • Not more than 12 people can be on the stage and

     the 12 people (and any portion of the light, sound load that may be sitting on the stage) can average no more 300 pounds per person, i.e., 3600 pounds of weight on the stage. This does NOT include any outdoor stage equipment.

   • Documentation on the load bearing capacity of the stage must be provided and the total load cannot exceed the pounds per square foot that the stage can hold;
   • the surface of the stage or platform is not more than 4 feet off the ground at the highest point.
5. For all temporary outdoor stages, a site plan diagram, drawn to approximate scale and indicating all measurements and dimensions, must be submitted identifying
   • the general locale (e.g., Dunn Meadow, Assembly Hall)
   • the dimensions and directionality of the stage
   • placement of stage equipment
   • any crowd control measures (e.g., fences, sawhorses)
   • audience placement, including seating arrangements and aisles, if applicable (include dimensions)
   • the “safety zone” between the audience and the stage
   • if outside, the placement of sanitary and other waste facilities.
   • A security plan must be submitted to the campus IUPD. Contact the campus police chief for specific details.
   • An emergency action plan must be submitted to Emergency Management. Contact: 
     • • IUB, IUS, IUC and Bradford Woods: John Summerlot
       • IUI, IUK, IUE: Jason Kephart
       • IUN, IUSB: John Hanson
6. Approval for use of a temporary stage is subject to approval by INLOCC, campus IUPD, Emergency Management, Environmental Health & Safety and the campus Facilities Services. The planner will be notified of tentative approval as soon as possible.
7. All orders to rent temporary stages that will be paid by a University account, other than a Student Organization account, must flow through Procurement Services and are subject to the time limit stated below.
8. Planners must submit all required information no later than 12 work days before the event. Failure to make a timely submission means a stage cannot be used.
9. The event site is subject to additional inspections up to and during the event.