IPF Campus Events - Budgeting
The IPF Campus Events Office provides logistical support for events, optimizes responsible stewardship of campus assets, and ensures that events adhere to all university policies and ordinances.
Budgeting for Events
Preliminary Cost Ranges for Planning Purposes Only
We understand that event hosts often want a general sense of potential costs while they are still shaping their event. Because our final estimates depend on confirmed details, we cannot provide exact pricing until your project is finalized.
However, the following information can help you plan and understand the types of costs that may apply. IPF charges are assessed to recover the labor, equipment, materials, and operational resources required to support an event.
⚠️ Important Disclaimer
THIS IS NOT AN OFFICIAL PRICING LIST.
The cost recovery ranges provided below are intended solely as preliminary planning guidelines. Actual charges will vary based on event details, vendor availability, equipment needs, staffing requirements, location, duration, and other operational considerations.
These figures are provided for budgeting and planning purposes only and are subject to change based on fluctuations in operational costs and event-specific requirements.
- IPF Event Pricing Structures
IPF event projects are processed using one of two pricing structures: Project Fixed Price or Project Time & Material Only. The applicable pricing structure is determined by IPF based on the scope and complexity of the event. Understanding which pricing structure applies to your event can help with budgeting and setting expectations for cost recovery charges.
Project Fixed Price: Once an event request has been officially approved, the requestor will receive a Project Confirmation email that includes the total estimated cost for IPF services. Charges for the event will be billed to the attached account(s) during the billing cycle that follows the event start date.
Project Time & Material Only: Due to event complexity, not all event requests are eligible for a Fixed Price estimate for IPF services prior to the event. In these cases, the cost guidelines outlined above may still be used for planning purposes; however, a total estimated cost will not be provided in advance. “Time & Material Only” event projects will be direct-billed for all IPF expenses. Please note that direct‑billed events may require two or more billing cycles for all charges to be fully processed.
- Indoor Event Cost Guidelines
Cost recovery for Custodial and HVAC services.
Standard Hours: Mon–Thu, 8 am–10 pm OR Fri, 8 am–5 pm
No food, no special setup
- IPF Fees Waived: $0
With food, arts/crafts, live animals, events extending past 10 pm, etc.
- Small Rooms (capacity ≤ 149): $35
- Large Rooms (capacity ≥ 150): $50
*Note: Discounts may be available for large events using more than six rooms.*
Weekends & University Holidays: Fridays after 5pm, Saturdays, Sundays, & University Holidays
- Small Rooms (capacity ≤ 149): $50
- Large Rooms (capacity ≥ 150): $75
*Note: Discounts may be available for large events using more than six rooms.*
Final pricing is provided only after event details are fully reviewed and confirmed by IPF. These figures are intended to support early planning conversations, not to serve as a quoted cost.- Outdoor Event Cost Guidelines
Baseline Outdoor Event Tiers
Tier Attendance Cost Tier 1 1–50 people $50
Tier 251–100 people $75 Tier 3 101–250 people $150 Tier 4 251–500 people $225 Tier 5 501–999 people $300 Tier 6 1,000+ people Case by case Additional Outdoor Considerations
The following items will result in charges beyond the baseline costs noted above, depending on the specific details and requirements of the event.IPF does not rent tents or inflatables. The cost guidelines below reflect the minimum anticipated cost recovery for IPF services associated with events that include the following features:
- Tents (excluding pop-up canopies): Starting at $250
- Inflatables: Starting at $250
- Approved vehicles on turf: Starting at $60 per vehicle
- 5K events: Starting at $250
Please note that actual costs may vary based on the specific scope, location, duration, and support requirements of the event.
Final pricing is provided only after event details are fully reviewed and confirmed by IPF. These figures are intended to support early planning conversations, not to serve as a quoted cost.
- Additional Items for Indoor & Outdoor Events
Waste & Recycling
Waste and recycling services may be required based on the size, location, duration, and nature of the event.- Waste & Recycling Services: Starting at $45 (estimated on a case-by-case basis)
Please note that actual costs may vary depending on the anticipated attendance, event activities, waste generation, service frequency, and the number of receptacles required.
Rental Equipment
Delivery, setup, and pickup services: Starting at $130The rates below reflect the estimated daily rental cost per item.
- 6' Rectangular Tables: Starting at $5 each
- High-Top/Cocktail Tables: Starting at $10 each
- Folding Chairs: Starting at $2 each
- Sign Stands: Starting at $3 each
- Stanchions: Starting at $5 each
- Stages (cost varies by size and configuration): Starting at $400
- Generators (cost varies by size and power requirements): Starting at $250
- Light Towers (may be required for safety): Starting at $450
- Other Equipment: Pricing varies based on equipment type and event needs
Please note that actual costs may vary based on the quantity requested, event location, setup requirements, duration, and any additional support services required.
Final pricing is provided only after event details are fully reviewed and confirmed by IPF. These figures are intended to support early planning conversations, not to serve as a quoted cost.
Please note that actual costs may vary based on the quantity requested, event location, setup requirements, duration, and any additional support services required.
Final pricing is provided only after event details are fully reviewed and confirmed by IPF. These figures are intended to support early planning conversations, not to serve as a quoted cost.