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

Reservation Opportunities

University organizations, campus boards, registered organizations, Registered Student Organizations, and related organizations as defined in the Student Code may reserve the designated campus outdoor spaces. External parties are not eligible to reserve designated campus outdoor spaces.

A list of reservable spaces is available here.

The Facility Scheduling and Logistics (FSL) unit in the Office of the Vice Chancellor for Administration and Operations has scheduling oversight for these spaces.

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.

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

Outdoor spaces reservations are limited to a maximum of five consecutive dates.

Group Representative/Client

The individual(s) requesting the space will be considered the event sponsor, is responsible for all guests and serves as the representative in charge of the reservation/event and communicate all relevant policies to the group. If this individual will not be in attendance, another representative must be designated prior to the reservation/event.

Facility Policies

Outdoor spaces may be reserved between the hours of 6am and 11pm daily unless an exception for overnight activity is approved by the Chancellor’s Special Event Advisory Committee.

Activities must not substantially and materially disrupt, impair, or interfere with the following:

  • The teaching, study, research, or administration of the university;
  • The authorized use of university property, including meetings of university students, faculty, staff, administrators or guests; or
  • The rights and privileges of other university community members.

Activities must comply with all applicable University policies and procedures. Activities must be contained to the designated reserved space and may not block or provide an obstruction to any walkway, building entrance, or exit.

Activities destructive to the grounds are not permitted (e.g. football, rugby, soccer, and other contact sports).

Pools, water games, and dunk tanks are not permitted on lawns.  If special permission is granted, water activities are restricted to hardscapes, and plazas where a drain is in close proximity.

Motorized vehicles (cars, mopeds, scooters, motorcycles, etc.) are not permitted on grassy lawn spaces unless they are pre-approved by Facilities and Services.

Amplified sound must be requested and approved prior to the event and be in accordance with the Expressive Activity on Campus policy.

The event sponsor should make note available open buildings for restroom access during the event. Events exceeding 500 participants 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.

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. Tents may only be set up for a maximum of three continuous days (72 continuous hours) to prevent damage to the lawn. All tent setups must be approved by F&S Safety and Code Compliance before a reservation is confirmed.

The event sponsor must prepare an inclement weather plan and communicate safety measures relative to the dangers involved.

The University of Illinois Urbana-Champaign is a smoke-free campus. This includes all outdoor spaces reserved through FSL.

Submitting a Request

In accordance with the Student Code, registered organizations should first fill out a form with the Student Org Development & Administration (SODA) office online through the Involved portal. Information on accessing and filling out the request form can be found here. Once the SODA office provides event approval, your request will then be routed to FSL electronically for space consideration.

University Organization (a college, department, division, or other academic administrative unit), should use this event request form available thru the Ad Astra scheduling application.

Pricing Structure

The outdoor spaces governed by this policy are available at no charge.

Cancellation Policy

Groups should notify FSL three-business days prior to the event date of cancellation unless the cancellation is prompted by the onset of weather conditions.

FSL reserves the right to cancel or, when possible, relocate outdoor events because of heavy rain, water puddles, flooding, unanticipated wear, or emergency repairs.

Contracts

A Facility Use Agreement (FUA) may be required depending on the nature of the event and risk involved. FSL will work with the Purchasing and Contract Management office to determine when an FUA is required.

Guests

Attendees are the responsibility of the event sponsor. Reference the Protections of Minors policy if the event is designed to include minors.

Staffing

FSL does not provide event staff for reservation of these outdoor lawn spaces.

Food/Beverages

Upon approval from FSL, groups may offer food and drinks. Groups must complete a food service request for approval from Safety and Compliance. All catered events require the use of University-approved vendors but do not require additional approval from Safety and Compliance. In addition, University Catering is an approved caterer and can be contacted at (217) 333-0126. Glass containers are prohibited.

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.

Clean-up

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 (F&S) 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 charges associated with the cleanup.

Damages

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

Signage

See related policies for restrictions on free-standing displays and lawn signs.

Special Requests

Groups should coordinate all requests for equipment or set-up (tables/chairs, PA systems, fencing etc.) with the F&S Public Functions (217-333-1490) at least two weeks prior to the event. Fees may apply.

Other General Information

Accessibility

To help ensure accessibility in all events, we encourage reference to the accessibility guidelines found in the Illinois Accessibility Code. Additional information can be found with the Office for Access & Equity.

All event organizers should include requests for accommodations in their promotional and registration materials. Below is a sample statement that could be included in these materials:

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

Parking

It is essential for groups to be aware of campus parking regulations including rental spaces, meter enforcement and other restrictions. Visit parking.illinois.edu for more information. It is possible that special arrangements may be made with Campus Parking for offsite or permit parking with advanced notice. Fees may apply. FSL is not responsible for parking citations.

Review of Risk

Consider the need for University Police at your event by reviewing their website. University of Illinois Police Department

Please review how the University manages fire and life safety programs and the existing building and fire code compliance functions.  Campus Code and Compliance & Fire Safety

Also, note that the Office of Risk Management’s efforts for the University of Illinois System encompass both strategic risk and financial, operational activities. Risk Management is the insurance agent for the system, serving its universities, regional sites, Extension offices, and system offices. For more information contact the Office of Risk Management.

Certificate of Insurance

In some cases, event sponsors must provide a certificate of insurance naming the Board of Trustees as an additional insured. FSL will work with the Office of Risk Management to determine when insurance is required. All clients not affiliated with the university are required to provide proof of insurance.

Campus Resources

Additional Policy Information: 

Student Engagement

Student Engagement is a department within Student Affairs with various units to enhance and support student involvement at Illinois. Registered Student Organization (RSO’s) are overseen by the Student Org Development & Administration (SODA) office. Find out more about engaging students at their website. University of Illinois Student Engagement.

Date Issued: October 2022

Next Revision Date: October 2025