Reservation & Facility Use Policies

Reservation & Facility
Use Policies

Facility Scheduling and Logistics (FSL) applies, interprets, and enforces facility use policies and participates in policy evaluation and revision.

  • All requests require a minimum of three (3) business days advance notice. This time starts when FSL receives the form.
  • To allow all groups access to event space, we reserve the right to limit or ask for modifications for space requests that involve a large number of rooms prior to confirmation.
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 Facility Scheduling and Logistics.

Authority

The Office of the Vice Chancellor of Administration and Operations, Facility Scheduling and Logistics 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 and FSL 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.

Events are scheduled the same way that classes are scheduled and end on the 20 and 50 after the hour to allow for egress and entry to rooms between events and classes.  Please keep this in mind as you are planning or requesting your space.

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.

We encourage all event organizers to include information about accommodations with the event promotional and registration materials. A sample statement:

“If you will need disability-related accommodations in order to participate in this program/event, please contact (name, host department) at (phone number, e-mail). Early requests are strongly encouraged to allow sufficient time to meet your access needs.”

Setup & Cleanup

If you are using the built-in audiovisual equipment in a classroom: For rooms with a resident computer, 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, connect your device using the cables in the room. For questions or further assistance, call Technology Services at (217) 244-7000, email consult@illinois.edu, 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 the Campus Instructional Facility, Foellinger Auditorium, Lincoln Hall Theater, and Gregory Hall 112.

Contacts

Contact Facility Scheduling and Logistics 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.

Outdoor events

These guidelines serve to encourage optimal use of the University’s premises and facilities for outdoor 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 organizations, campus boards, registered organizations, Registered Student Organizations, and related organizations at the University of Illinois at Urbana-Champaign and includes designated campus outdoor areas reserved under the jurisdiction of Facility Scheduling and Logistics.

Authority

The Office of the Vice Chancellor of Administration and Operations, Facility Scheduling and Logistics (FSL) unit.

Policy

University organizations, campus boards, registered organizations, Registered Student Organizations, and related organizations may reserve the designated campus outdoor spaces for events in compliance with related policies in the Campus Administrative Manual and the Student Code.

Definitions

University organizations, campus boards, registered organizations, Registered Student Organizations, and related organizations are defined in Article 2, Part 3, §2-301 of the Student Code. Review a list of designated campus outdoor spaces under the jurisdiction of Facility Scheduling and Logistics.

Reservations

Reservations must 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 duration of the event to communicate with University personnel.

FSL reserves the right to cancel or, when possible, relocate outdoor events as a result of heavy rain, water puddles, flooding, unanticipated wear, or emergency repairs. The group sponsor is also responsible for an inclement weather plan (a guide will be included in all event confirmations).

Guidelines

Activities may not disrupt or obstruct current or future teaching, research, administration, disciplinary procedures or other University activities, nor may they block or provide an obstruction to any walkway, building entrance, or exit. Activities must be contained to the designated reserved space.

Upon approval from FSL, groups may offer food and drinks. Groups must complete a food service request for approval from Safety and Compliance unless the event sponsor has completed the Safe Food Handling Course available through Compass. All catered events require the use of University-approved vendors but do not require additional approval from Safety and Compliance. Glass containers are prohibited at all times.

Alcohol is generally prohibited. If an exception is granted by FSL, the group sponsor is responsible for compliance with the University’s alcohol management policy and approval from the campus Beverage Administrator.

Effective January 1, 2014, the University of Illinois at Urbana-Champaign is a smoke-free campus. This includes all outdoor lawn spaces reserved through FSL. In addition, State of Illinois law prohibits smoking inside public buildings and from within 15 feet of a building entrance.

No motorized vehicles (cars, mopeds, scooters, motorcycles, etc.) are permitted on grassy lawn spaces unless they are pre-approved.

The Division of Public Safety must approve course routes for all races or walks that occur on campus streets prior to the event. Submit course maps or routes along with your space request.

Amplified sound must be requested and approved prior to the event. In accordance with the Campus Administrative Manual, amplified sound is permitted on the Foellinger Auditorium Terrance Monday through Friday between noon and 1:00 p.m. Amplified sound is permitted on the Anniversary Plaza Monday through Friday between noon and 1:00 p.m. and between 5:00 p.m. and 11:00 p.m. and is subject to approval on the weekends. Amplified sound in these locations is subject to approval by the Illini Union Event Services. Amplified sound in other reservable outdoor spaces is considered on a case-by-case basis.

For all events with an expected attendance of over 100 people, the event sponsor should seek permission from the Facility Manager of the nearest building(s) to use restrooms for the event. There may be a charge for restroom or building lobby cleanup. The event sponsor should also be aware of the building hours and work with the Facility Manager to secure building hour extensions if needed.

We encourage all event organize to include requests for accommodations in their promotional and registration materials. A sample statement:

“If you will need disability-related accommodations in order to participate in this program/event, please contact (name, host department) at (phone number, e-mail). Early requests are strongly encouraged to allow sufficient time to meet your access needs.”

Setup & Cleanup

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

Tents are permitted in some of the reservable outdoor areas. Refer to the outdoor space inventory for locations. Groups must enlist tent services through one of the University’s approved vendors. The University does not offer tent setup services.

Groups are responsible for keeping the immediate area free from litter and for removing all event materials upon the immediate conclusion of the event. Should the event generate a significant amount of trash onsite, the group must contact Facilities and Services to make special arrangements for waste removal. If the group fails to make special arrangements and excessive waste removal is required, the group will be responsible for any and all charges associated with the cleanup.

The group is responsible for damages to University property. This includes trees, grass, and shrubs, which shall not be altered, damaged, or destroyed as a result of an event.

Exceptions

Refer to the policy on Limited Reservations of the University Quadrangle for information regarding the main quad.

Contacts

Contact the FSL unit 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 units such as University Housing, Campus Recreation, and the Division of Intercollegiate Athletics manage the outdoor space connected with their departments. Organizations or persons seeking use of outdoor space managed by those departments must contact those departments directly.