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MD Student Events Explained

Are you interested in planning an event for IUSM learners?  Here are some important things to keep in mind! 

  1.  We are still following the rules of living in a pandemic world.  If your event is going to be in-person, you will need to fill out forms requesting permission for the event to be approved.  https://teaching.mednet.iu.edu/educational-affairs-event/. Submissions should be made 1 month in advance.

For any event designed for 25 or more people, IU will need to be involved in the decision-making process.  A formal request must be submitted here: https://teaching.mednet.iu.edu/educational-affairs-event/  The larger university process can take more time, and thus students should allow 6-weeks for the decision-making process.

SIGs that are registered student organizations with IUPUI must request in-person events on The Spot at least 6 weeks in advance.

At this time, outside organizations are still not being permitted on campus.  This could change in the near future, but do keep this in mind.

For guidance on events in this time, please consult this webpage:  https://md.mednet.iu.edu/education-programs/education-restart/#cocurricular

  • If you wish to host an event with wellness funding, you MUST submit your request at least two weeks in advance.  If you wish to have supplies for an event, consider submitting the request earlier than that as it takes time to order those supplies.  We mainly use Amazon as our vendor for supplies.  The form to request wellness coalition funding can be found here:  https://md.mednet.iu.edu/support-services/wellness-services/

Please note that the Wellness Coalition cannot fund intramural fees or other sports league fees. 

  •  For any event off campus, you will also need to fill out a travel form.  To do this, you must work with an IUSM staff member.  Please reach out to a staff member to help you complete this.  This can be a representative on your regional campus, or in Indianapolis, the Wellness Coordinator, Director of Medical Service Learning, or an administrative assistant. 
  •  In order to have an event at organization/establishment outside of IUSM, you must make sure the establishment is considered a “supplier” (formerly called a vendor) for IUSM.  It is a simple process to have them become a supplier.  To check if the organization is a supplier, please work with IUSM staff who can verify. Businesses that are not current supplies can visit https://purchasing.iu.edu/buying/suppliers.php, to set-up a Supplier profile.  This can take several weeks, so do not wait if you would like to do this. 

For all physical activities, students will also need to complete liability waivers.  This includes, but is not limited to: therapy dogs, hiking, volunteering at an off-campus location, etc. An IUSM staff member can assist you in developing a liability waiver. Be prepared to provide details such as date, time, location, and the specifics of what you will be doing. This should be requested no later than two weeks in advance. Participants will have to complete waivers prior to the activity and the waivers should be given to IUSM staff for record-keeping.

If you have questions on this process, please contact Kristen Heath (krrheath@iu.edu) or Niki Messmore (nmmesmo@iupui.edu).