ClubFest Policies

Overview

ClubFest is an involvement fair held in the Memorial Union during the first few weeks of each spring and fall semesters. Tabling space for recognized student organizations will be available in the following areas:

Indoors:

MU Ballrooms (Great Hall, Oak Room, South Ballroom, Sun Room)
Campanile Room

Outdoors: FALL SEMESTER ONLY

West Loop
*Morrill Road

*The section of Morrill Road between Union Drive and the southwest corner of the Memorial Union will be closed to thru traffic for the duration of the event.

Tabling spaces will be assigned based on the date and time registrations are received. Student organizations will be able to preference whether they would like to table inside or outside during the event. Funding for this event was provided by Student Government.

Please review all of the following policies before registering for the event. Email clubfest@iastate.edu with any questions.

Registration and Eligibility

Eligibility: Only recognized student organizations from the Ames community are eligible to table during the ClubFest.
- For student organizations to register for ClubFest, your organization must be recognized at the time of registration and listed in the Student Organization Database. If you are an officer for a student organization that does not appear in the database, refer to How to Start a Club in this Canvas course. If you have completed all of the steps, email stuorgs@iastate.edu for further instructions/information.
- If you are starting a brand new club, and not recognized by the time ClubFest registration opens, refer to How to Start a Club in this Canvas course to see more details about recognition timelines.
Registration: Organization officers can register their club a few weeks before the event. On the registration form, you can indicate needs (location, electricity, etc).
Print Deadline: If you would like your club to be included on the printed maps handed out at ClubFest, your registration must be received no later than the week before at the specified date and time.

Indoor Tabling Policies and Guidelines

Tables: To accommodate as many organizations as possible, registered and affiliated student organizations will be assigned to one-half of a six-foot table. Sponsored student organizations (as indicated in the Student Organization Database) will be assigned to a full six-foot table.
Display Items/Props: Student organizations are allowed to bring display items that fit neatly on top of their HALF OF THE display table. LARGER ITEMS REQUIRE WRITTEN PERMISSION. A request to bring the item must be received by 5:00 pm on the Friday before the event. Contact clubfest@iastate.edu and provide a description of the item (including its dimensions) along with your rationale. If you have not received written approval to display a larger item, do not bring it to ClubFest, as you will be asked to take it away from the event.
- No items that can fall over and impede others' movement
- You must receive written permission for anything over 4 feet tall
- You are not permitted to bring any metal or wooden structures that obstruct participants' views or impede pedestrian traffic. These items are a safety hazard and are not permitted
- Please refer to the "Prohibited Items" tab on this page for a more thorough list of prohibited items
Decorations: Clubs are not allowed to adhere anything to the walls, tables, or floor in the Memorial Union. Fun displays that fit within the 3 to 6 feet space are welcome as long as they are on your display or table (not on the floor in front of, next to, or around your table).
Electricity: Electricity is limited, and you must note whether or not you need it on your registration form. If you requested electricity and we cannot provide it, you will be notified. You must provide your own extension cords. You must adhere to the fire egress. All cords must be secure and out of walkways.
Giveaways: Only pre-packaged food items (candy, granola bars, etc.) and other non-edible items will be allowed to be distributed at ClubFest.
Animals: Animals are not permitted at this event unless it is your personal service animal.
Demonstrations and Activities: Participant activities that may require additional safety measures, training, or waivers are not allowed at ClubFest. Organizations must communicate with clubfest@iastate.edu in advance to have their activity approved.
- Demonstrations/activities that include any prohibited items (refer to the tab on this page) will not be allowed.
- Be mindful of crowds, time, and space. Do not create a bottleneck of people or encourage a crowd to form. This will impede other clubs' ability to interact with attendees.
- If your demonstration would include prohibited items or draw too large a crowd, consider filming your activity and showing it on a laptop or other device.

Outdoor Tabling Policies and Guidelines

Tables: To accommodate as many organizations as possible, registered and affiliated student organizations will be assigned to one-half of an eight-foot table in the outdoor ClubFest spaces. Sponsored organizations (as indicated in the Student Organization Database) will be assigned to a full eight-foot table.
Tents: A limited number of tents will be provided for student organizations tabling in the West Loop and Morrill Road area. Tents will have sidewalls to help block the wind.
- If you would like to bring your own 10x10/tailgate style tent, indicate "Oversized Display Area" in your registration. These spaces are limited and not guaranteed to be available. You must bring weights to hold down your tent, you may not stake it into the ground. Inclement weather may effect your ability to bring your tent. ClubFest organizers will be in touch if the weather looks to be an issue.
Display Items/Props: Student organizations are allowed to bring display items that fit neatly on top of their HALF OF THE display table. LARGER ITEMS REQUIRE WRITTEN PERMISSION. A request to bring the item must be received by 5:00 pm on the Friday before the event. Contact clubfest@iastate.edu and provide a description of the item (including its dimensions) along with your rationale. If you have not received written approval to display a larger item, do not bring it to ClubFest, as you will be asked to take it away from the event.
- No items that can fall over and impede others' movement
- You must receive written permission for anything over 4 feet tall
- You are not permitted to bring any metal or wooden structures that obstruct participants' views or impede pedestrian traffic. These items are a safety hazard and are not permitted
- Please refer to the "Prohibited Items" tab on this page for a more thorough list of prohibited items
Oversized Display Areas: We will have a designated areas where oversized displays are allowed. Groups choosing to reserve space in the oversized display area will not be assigned a space underneath one of the provided tents or inside the Memorial Union. Organizations must choose one or the other. Your group may only distribute materials for your club.
- The oversized display areas are an excellent space to host your group if you'd like to bring oversized items that will not fit in the tent area or inside the MU. If you'd like to bring an oversized item or be placed in the oversized display area, please note that in your registration and include a description of your display along with its dimensions.
- You are not permitted to bring any metal or wooden structures that obstruct participants' views or impede pedestrian traffic. These items are a safety hazard and are not permitted.
Technology: Outdoor WiFi is available around the MU but may be unreliable at times during a large event like ClubFest. Please plan accordingly.
Electricity: Electricity will NOT be available for organizations tabling in the West Loop/Morrill Road area.
Giveaways: Only pre-packaged food items (candy, granola bars, etc.) and other non-edible items will be allowed to be distributed at ClubFest.
Animals: Animals are not permitted at this event unless it is your personal service animal.
Demonstrations and Activities: Demonstrations and participant activities that may require additional safety measures, training, or waivers are not allowed at ClubFest. Organizations must communicate with clubfest@iastate.edu in advance to have their activity approved.
- Demonstrations/activities that include any prohibited items (refer to the tab on this page) will not be allowed.
- Be mindful of crowds, time, and space. Do not create a bottleneck of people or encourage a crowd to form. This will impede other clubs' ability to interact with attendees.
- If your demonstration would include prohibited items or draw too large a crowd, consider filming your activity and showing it on a laptop or other device.
Severe Weather Contingency: The outdoor section of Fall ClubFest will take place rain or shine. However, if the forecast calls for severe weather, we will do our best to re-assign all outdoor clubs to backup spaces inside the Memorial Union. If we are unable to accommodate moving all organizations inside the building, re-assignments will be based on the date/time the club’s original registration was received.

Day of Event

Check-In: All student organizations must officially check in with a representative from Student Engagement prior to setting up. At check-in, you will receive your assigned space number and staff will be able to answer any questions you may have. Check-in will begin at 9:30 am on the day of the event and will take place in two different locations:
- Indoor Check-In: If your club is assigned a space inside the building, you will need to check in with Student Engagement staff in the West Lobby of the MU (right outside of the Sun Room entrance). KEEP YOUR TABLE NUMBER AVAILABLE, STAFF WILL BE BY TO PICK IT UP AFTER THE EVENT STARTS
- Outdoor Check-In: If your club is assigned a space in the West Loop/Morrill Road area, you will need to check in at the Info Tent in the West Loop.
- Oversized Display Check-In: If your organization plans to set up in the oversized display area, your check-in time will be earlier that morning. You will receive more information about when to check in closer to the event date.
Arrival Time: Check-in will begin at 9:30 am. You must be checked in and set up by 10:30 a.m. to avoid losing your spot. ClubFest starts promptly at 11:00 am. Be prepared to staff your display at 11:00 am, as there is always a high volume of traffic.
Tear Down: Schedule one or two people to tear down your display and return equipment. Everything needs to be removed from your display area by 4:30 pm. Place any debris from your area neatly in the nearest trash or recycling bins.
Staffing the table: You must have representation at your table at the beginning and the end at the very least. Student Engagement is not responsible for your items left during or after ClubFest.
- Organizations assigned a space inside the Memorial Union or under a tent may have up to a total of two members staff their table at any given time during the event. There is not enough room for every organization to have more than two people at their shared table.
- Student organization representatives must remain at their table during the event. Soliciting or distributing literature anywhere else at the event or throughout the Memorial Union, besides the organization's assigned table, is prohibited.
- It is expected that all exhibitors and attendees will follow the Iowa State University Principles of Community; Student Code of Conduct; as well as Federal, State, and Local Laws at all times.

Prohibited Items

Water (excluding personal drinking water)
Haze, dry ice, or smoke effects
Glitter
Confetti
Sand
Dry vegetative matter (hay, straw, alfalfa, etc.)
Weapons, real or fake
Flames
Balloons
Flying items (projectiles, drones, model airplanes, flying toys, etc.)
For more thorough details, refer to the Memorial Union Facilities Use Policy

Strict Compliance

Failure to Comply: Any student organization that fails to comply with ClubFest Policies will receive a verbal warning from Student Engagement staff. If the student organization disobeys a verbal warning or is a repeat offender, the organization may be asked to leave. Violation of ClubFest policies may also affect the student organization’s ability to participate in future ClubFests.

ClubFestClubFest is an opportunity each semester for students to browse through many clubs and organizations at Iowa State to find out how to GET INVOLVED on campus! This is one of the best opportunities to recruit for your organization.

Spring ClubFest 2026Wednesday, January 28th 11 AM – 4 PMMemorial Union Registration DetailsRegister your club by January 20, 2026 to be included in printed materials.