Indoor Events

These guidelines serve to encourage optimal use of the University’s premises and facilities for events in the furtherance of the University’s educational, research, and public service mission without jeopardizing the overall condition or safety of those premises and facilities or its users.

Scope

This policy applies to University of Illinois at Urbana-Champaign departments and units, faculty and staff, and Registered Student Organizations and organizations officially recognized by the University (such as University organizations, campus boards, related organizations, and campus-community organizations) and includes those designated general assignment classrooms reserved under the jurisdiction of the Office of the Registrar.

Authority

The Office of the Registrar, Facility Management and Scheduling Unit

Policy

Registered organizations and University departments and units may reserve space defined as general assignment classrooms for events in compliance with related policies in the Campus Administrative Manual and the Student Code.

Definitions

University organizations, campus boards, registered organizations, related organizations, and campus-community organizations are defined in Article 2, Part 3, §2-301 of the Student Code. An event is defined as any activity scheduled outside of meeting times for academic classes as listed in the published class schedule. General assignment classrooms are defined as classrooms coordinated and scheduled directly by the Office of the Registrar instead of individual campus departments. Our inventory includes approximately 400 classrooms total.

Reservations

Reservations may be made in accordance with Article 2, Part 5, §2-503 of the Student Code. A group representative must be identifiable and present during the event to communicate with University personnel.

Reservation requests are processed beginning on March 1 for the subsequent summer term, June 1 for the subsequent fall term, and November 1 for the subsequent spring term. Reservations are accepted no more than 12 months in advance.

During the first 3 weeks of the semester, the Office of the Registrar reserves the right to cancel or change event reservations if necessitated by late additions or revisions in class scheduling. University classes have priority over other events.

Guidelines

Activities may not disrupt or obstruct teaching, research, administration, disciplinary procedures, or other University activities, nor may they block or provide an obstruction to any walkway, building entrance, or exit.

Food and drinks are prohibited. The University of Illinois at Urbana-Champaign is a smoke-free campus. In addition, State of Illinois law prohibits smoking inside public buildings and from within 15 feet of a building entrance.

Setup & Cleanup

If you are using the built-in audiovisual equipment in a classroom: Access codes are no longer needed. If you have or requested a room with a resident computer in it, you only need to log into the computer with your NETID and ICS Password (should be the same as your AD Password). You must log out of the computer at the end of your event or you run the risk of having your account compromised. If you have a room which requires a laptop, simply connect your device using the cables in the room. For questions or further assistance, please call Technology Services at (217) 333-8165 or visit their website

Equipment (such as additional tables and chairs, stages, etc.) or any other setup not typical of the space reserved may be reserved through Facilities and Services Public Functions by calling 217-333-1490. Fees may apply.

Groups are responsible for restoring the classroom space to its original condition upon the conclusion of the event. Should the event generate a significant amount of trash onsite, the group should contact Facilities and Services Public Functions at 217-333-1490 to make special arrangements for waste removal. Fees may apply. The group will be responsible for all charges associated with the cleanup or damages to University property.

Exceptions

Special policies and guidelines apply for Foellinger Auditorium, Lincoln Hall Theater, and Gregory Hall 112.

Contacts

Contact Facility Management and Scheduling within the Office of the Registrar with any questions.

Questions regarding risk assessment for special events and event or vendor insurance may be directed to the Office of Risk Management at 217-333-3113.

Other campus departments and units manage the space for their departments and units. Organizations or persons seeking use of space managed by those departments must contact those departments directly.