Meeting Room Policies
All users of the Illini Union are expected to comply with its policies. Please review the policies presented below prior to submission of a Request to Use University Premises form for Illini Union space or an online request to the Illini Union for space. A complete listing of all Illini Union policies may be reviewed in the Director’s Office, 227 Illini Union, 1401 West Green Street, Urbana.
ACCIDENT REPORTING, PATRONS (VI B- 1.)
All accidents involving patrons should receive immediate attention and proper documentation.
The Building Supervisor will be contacted in the event of an accident involving a patron. The Building Supervisor will, if appropriate, contact the University Rescue Squad (3-1216) to make arrangements for transporting the individual to a hospital.
The Building Supervisor will fill out the University of Illinois Property Damage/Public Injury Report. Any accident regardless of severity or the patron’s own wishes, will result in this form being filled out. If a patron declines assistance, the Building Supervisor will still obtain the patron’s name and address for the Building Supervisor’s report.
ALCOHOLIC BEVERAGES ON CAMPUS (VIII B- 1.)
Alcoholic beverages are permitted in the Illini Union in accordance with the State of Illinois Policy and Regulations for the sale and use of alcoholic liquors on the University of Illinois campus (as stated in the Campus Administrative Manual).
Liquor service must have official approval five working days prior to the event. Requests for such approval are directed to Food Service.
Approval is subject to the following conditions:
Bars are limited to three consecutive hours. A bartender will be provided for each function and a fee assessed by Food Service.
The Illini Union and Food Service reserve the right to card and/or refuse service to individual patrons at a catered event. The right to close bar services is also reserved.
AUDIO VISUAL EQUIPMENT RENTALS (IV S 1.)
Users of equipment, and/or services in the Illini Union are subject to fees which vary according to the status of the sponsoring organization. Reservations for equipment are taken by the Multimedia Department in accordance with University Regulations.
Chapters I, II and III of the Code on Campus Affairs and Regulations Applying to All Students will be consulted and followed. In addition the following Illini Union procedures will be implemented.
Requests for audio visual equipment can be made in conjunction with or after a “Request for Use of University Premises and Facilities” has been submitted and approved by the Event Services office.
Information on billing address and account, Federal Employee Identification Number, or Social Security number will be requested subsequent to approved reservation and will then be used for invoicing.
BUILDING USE, GENERAL (VII A- 1.)
Use of the Illini Union is limited to students, faculty, staff, alumni, retirees and guests of the University of Illinois. Visitors must have scheduled business in the building or be accompanied by a student, faculty/staff member or retiree.
All persons using the Illini Union are expected to behave appropriately and in a manner that is not disruptive to others. An individual may be asked to provide proof of affiliation if he/she is seeking a reduced rate due to said affiliation (for example, a student rate for bowling) or when he/she is behaving in an inappropriate or disruptive manner. Individuals who are not affiliated, as defined above, and are not on scheduled business will be asked to leave the premises by staff or, if necessary, by the University Police.
BUILDING USE, NON-STUDENTS LESS THAN 18 YEARS OF AGE (VII A- 1a.)
A parent, guardian, or responsible adult must accompany non-University of Illinois students under the age of 18.
In compliance with the Campus Administrative Manual, Section VIII-1 (Use of University Premises and Facilities on the Urbana-Champaign Campus), non-University of Illinois students under the age of 18 have limited privileges.
Such individuals are welcome in the Illini Union with appropriate supervision to participate as invited guests in supervised activities developed especially for them; to attend scheduled public events and to participate in supervised educational programs. The Illini Union is not available for use by non-University of Illinois students under the age of 18 under any circumstances. Such individuals will be asked to leave the premises by staff or, if necessary, by the University Police.
COLLECTION OF SURVEY INFORMATION (VII S-1)
The Illini Union will permit individuals to collect surveys from students at a predetermined location under certain conditions. (1) The survey topic must relate directly to a current or proposed service intended for the University of Illinois students and a University department must be coordinating such a survey project; or (2) The survey is related to data collection for a University of Illinois student's class project, thesis or dissertation.
Written requests to collect surveys from students must be submitted in writing to the Director’s Office at least 5 business days prior to the proposed date(s). All decisions regarding the appropriateness of the survey will be made by the Director's Office. The required forms will be available in the Director's Office and the Event Services Office. A copy of the survey to be distributed must accompany the request. Proof of university approval is required.
If a request is approved, the Illini Union will provide one table and up to four chairs in a pre-determined location. Survey collection activity may not extend beyond the table area. Distributing give-away items is not permitted. No more than two requests will be approved for any given date.
COURTYARD CAFE (IV T 1.)
The Illini Union’s Courtyard Café was created to provide students with a unique service operation, which has three distinct purposes or “personalities” throughout a given week. All events will have students as the target audience and must be open to all University of Illinois students.
- During the day, the Courtyard Café is a place to visit informally, purchase a beverage or snack between commitments, listen to programmed music, watch television or attend a noon time program.
- On Thursday, Friday and Saturday nights, the Courtyard Café becomes a “student nightclub” featuring popular, contracted entertainment, providing a social alternative to the campus bar scene for large numbers of students.
- On other nights, student events like lectures, debates, and performances are presented.
The Courtyard Café is different from other rooms in the Illini Union, as it cannot be reserved as a location for an event. As an operation, the Courtyard Café selects program ideas from various sources to develop a full schedule of events for the students at the University of Illinois.
Individual students, Registered Student Organizations, and University departments submit program ideas to the Courtyard Café manager in writing. The Courtyard Café manager makes all program selection decisions.
DAMAGE TO PROPERTY (VII B - 1.)
All groups and individuals using Illini Union facilities are responsible for any and all damages they might cause.
Extra charges for labor will be incurred when an excessive amount of cleaning is required to return the areas used to a condition adequate for continued use.
The use of tape, glue, thumbtacks, adhesive, or other items on the walls, ceilings, frames, columns, staging or other areas is forbidden. Suspending materials from the ceilings, light fixtures, etc. is also prohibited, as are decorations, displays, or exhibits which require flame or water. Pictures are not to be removed from walls, nor is furniture or other equipment to be moved without prior permission.
The Illini Union assumes no responsibility for damage to or loss of any materials or equipment left in the building, on display, or in storage.
Persons in charge of events are responsible both for the safety of persons attending and for the maintenance of the room’s original condition.
DECORATIONS/DISPLAYS (VI H- 1.)
Decorations and/or displays must not compromise public safety or increase the risk of property damage.
Entrances and exits must be kept free of obstacles of any nature and must permit evacuation in the event of an emergency.
Displays and/or decorations must be freestanding. They may not be fastened in any manner to walls, ceilings, floors, woodwork, light fixtures, drapes, window blinds, etc., except where pegboards or bulletin boards are requested for this purpose.
Candles are permitted only if used in hurricane-type holders at a catered event. The use of candles requires the prior approval of the Event Services office. It is not permissible to carry lighted candles.
All materials used as decorations must be fire resistant or flame proofed in accordance with the bulleting Flame proofed Textiles-NEPA No. 701.1969 (available from the Division of Environmental Health and Safety).
All decorations /displays must be removed after the event occurs.
EXTENSION OF REGULAR BUILDING HOURS (VII N-1)
The regular building hours of the Illini Union have been established to meet the anticipated needs of the campus community.
An exception to regular building hours may be granted to a registered organization, university department, or outside sponsor for an open or closed event if there are compelling reasons for such an extension. Procedures and event management standards will differ for open, public events and closed, invitation only events.
Special requests for an extension of regular building hours are submitted to the Illini Union Event Services Office and usage must comply with the policies and procedures on Meeting Room Rental and Meeting Room Reservations. Sponsoring organizations requesting such an extension will be expected to demonstrate a direct relationship between the success of the event and the need for extended hours.
Open events have been defined as events which are publicly advertised and have no pre-established list by which entry will be granted. Closed events have been defined as events having a pre-established invitation list or registration list by which entry will be granted (e.g. wedding receptions, some conferences events).
Open events which will involve an extension of building hours will be limited to the Ballroom. Closed events which will involve an extension of building hours will not be limited to any given location.
If an extension is granted, the sponsoring organizations will be expected to comply with event management standards established by the Illini Union. Additionally, the sponsor will assume all costs related to the extension of building hours.
FOOD & BEVERAGES IN MEETING ROOMS (VII Q- 1.)
Only food and beverages that are purchased from Housing Dining Services or food vendors that are located in the Illini Union may be served at meetings and events scheduled in the building.
When placing a reservation for space, individuals planning events and meetings at the Illini Union are expected to notify the Event Services Office of their intention to offer food and/or beverages.
Catering is permitted in all meeting rooms; however, only simple service catering is permitted in the fourth floor meeting rooms. Catering is provided by Housing Dining Services exclusively.
Food vendors in the Illini Union may offer delivery service to all meeting rooms except the Ballroom, Colonial Room, General Lounges, Illini Rooms, 314 and any lounges.
Individuals may purchase cash and carry items from food vendors located in the Illini Union and offer them to meeting participants in all meeting rooms except the Ballroom, Colonial Room, General Lounge, Illini Rooms, 314 and any lounges.
The Illini Union Event Services Office may assess a sponsoring organization cleaning charges for any event.
LATE NIGHT DANCES (VII C - 1.)
An exception to regular building hours has been granted by the Chancellor for the Black Greek Council (BGC) and certain other designated groups to hold late night weekend dances.
Space for late night dances is confined to the Illini Union Ballroom and restricted to Fridays and Saturdays only.
Dates for late night dances are established by the Illini Union in advance of the academic semester in accordance with the time schedule outlined in the Code on Campus Affairs and Regulations Applying to All Students. A list of dates for late night dances is provided to eligible groups.
LEAFLETS AND FLYERS (VII D - 1.)
The distribution by hand of leaflets, flyers and other handout materials will be permitted in public areas throughout the facility. Said distribution must be by an affiliate of the University of Illinois at Urbana Champaign as defined in the Illini Union building policy; must be person-to-person in nature; may not disrupt scheduled activities or building operations; and may not be of a commercial nature. The depositing of materials on furnishings as a means of passive distribution is not permitted.
Individuals who are affiliated with the University of Illinois at Urbana-Champaign may distribute materials in public areas and at public events without prior approval. Individuals who wish to distribute materials during a scheduled meeting or event must: be invited to said event by the event sponsor; or purchase a ticket; or be granted express permission to distribute said materials by the event sponsor. Individuals are expected to behave in an appropriate manner when approaching others to offer materials. Building staff will become involved if the behavior demonstrated by an individual or group distributing materials is deemed inappropriate.
LOST AND FOUND (IV G- 1.)
The Event Services Office will maintain the Illini Union’s lost and found service.
All items found in the Illini Union will be turned in to the Event Services Office during its hours of operation. When Event Services is closed, items will be moved temporarily to the Hotel Desk.
LOUNGE USE (VII E - 1.)
Lounge space in the Illini Union is designated for free use by the university community and may only be reserved for closed events by prior administrative exception.
Special requests for closed use of public lounge space in the building are submitted to the Illini Union Event Services Office and usage must comply with the policies and procedures on Meeting Room Rental and Meeting Room Reservations.
MEETING ROOM RENTALS (IV H- 1.)
Users of space, equipment, and/or services in the Illini Union are subject to fees which vary according to the status of the sponsoring organizations.
All requests for space in the Illini Union are subject to the provisions contained in Chapter III of the Code on Campus Affairs and Regulations Applying to All Students.
A detailed listing of procedures pertaining to rental of Illini Union space is available in the Event Services Office.
MEETING ROOM RESERVATIONS (IV I- 1.)
Reservations for all Illini Union space, with the exception of Hotel Rooms, Room 292 and the Courtyard Café, are taken and processed by the Event Services Office in accordance with university regulations.
Chapters I, II and III of the Code on Campus Affairs and Regulations Applying to All Students will be consulted and followed. In addition, the following Illini Union procedures will be implemented.
Upon determining availability of space and the eligibility of the person or group requesting space, the Event Services Office either approves or denies the request. If the request is approved a confirmation notice is sent.
Reservations involving catering are forwarded to Dining Services.
The Illini Union reserves the right to change the room assignment on a reservation with the understanding that, if possible, comparable facilities will be provided. It also reserves the right to cancel a reservation when necessary. Changes and cancellations, however, will seldom be made less than four weeks prior to the scheduled event. Notification will be mailed to the contact person.
MEETING ROOM TELEPHONES (VII F - 1.)
Telephone service may be provided in meeting rooms at a basic change to the requesting organization.
All requests for telephone service in the meeting rooms will be submitted to the Event Services office.
PARKING – RESERVING METERED SPACES (IV K- 1.)
A. “Bagged” meters
With prior approval, the Illini Union will bag metered parking spaces in the Circle Drive and Lot D-10 for a fee. Reserved space in the Circle Drive is generally limited to three meters. Reserved space in Lot D-10 is dependent on the operational needs (which have priority) of the Illini Union Hotel.
All requests for reserved parking should be submitted to the Assistant Director of Operations.
POLITICAL CANDIDATES (VII P- 1.)
Political candidates for local, state and federal positions may reserve any meeting room in the Illini Union for purpose of addressing the public. Such events must comply with all related university and Illini Union policies and will be handled within the existing room reservations process.
Requests are submitted to the Illini Union Event Services Office.
SALE OF ITEMS BY EVENT SPONSORS (VII R-1)
The Illini Union prohibits the sale of items to the general public by event sponsors. Event sponsors hosting closed events may sell items to event attendees who have paid the established registration fee or admission charge with the following restrictions: (1) no items offered for sale to event attendees may be in direct competition with the Illini Union Bookstore or other retail operations under the auspices of the Illini Union and (2) the event sponsor will be assessed a fee for the privilege of selling items in the facility.
Event sponsors are expected to report plans to sell items to attendees to the Illini Union Event Services Office and to submit a list of items that will be offered for sale at least 30 days in advance of the scheduled event. Failure to do so may result in the cancellation of the related space assignment.
The Illini Union reserves the right to limit items that may be sold to attendees if it is deemed said items are in direct competition with items offered at the Illini Union Bookstore or other retail operations under the auspices of the Illini Union.
An exception to this policy may be granted if the appropriate Illini Union unit is responsible for the sale of said items through an agreement with the event sponsor. A copy of said agreement must be provided to the Event Services Office at least 30 days in advance. Event sponsors are encouraged to contact the Illini Union Bookstore if it is desired to offer books related to the event topic in order to discuss the possibility of Illini Union Staff assuming responsibility for the sale of such items.
Failure to comply with this policy may result in the suspension of privileges related to use of Illini Union meeting and/or banquet rooms.
SMOKING (VI N- 1.)
With the exception of designated Hotel Rooms, the Illini Union is a non-smoking facility.
All staff and patrons are encouraged to support this policy by confronting those who violate the policy. If such confrontation is not successful, a Building Supervisor should be paged to handle the situation.
TABLE TENTS, USE OF (VII L- 1)
Registered Organizations may place table tents in the Food Court/Commons area. Illini Union does not guarantee the longevity of table tent cards being displayed at the Illini Union. Due to heavy usage of all Illini Union spaces, table tent cards typically have a short shelf life, as they can get easily destroyed or lost.
To reserve the right to place table tents in the Food Court/Commons area, Registered Organizations must first have a space request form approved by the Registered Organizations office in room 284.
Approved space request forms must then be submitted to the Event Services office for further approval.
Size and length of display are restricted. Interested organizations should contact the Event Services office for more information.
WEDDINGS (VII M- 1.)
Illini Union facilities and services will be made available for use for weddings/receptions for affiliates of the university. For the purpose of this policy, an affiliate would include a member of the university community (student, faculty, staff or alumni).
Use of Illini Union facilities for wedding receptions is limited to the period following Commencement weekend at the end of the spring semester through the first weekend in August. In addition, receptions may be allowed during the semester breaks.
Use of the facilities for wedding receptions will be consistent with pertinent meeting room policies and procedures.
Detailed information on reserving space for weddings is available from the Event Services Office.
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