Font Size    -

+

Quick Links

Reservations

• Reservation Information
• Submit Reservations
• Review Reservations

Policies

• Illini Union Policies
• Student Policies

Event Planning

• Definition of Terms
• Event Checklist
• Room Capacities & Diagrams
• Room Fees
• Catering
• Multimedia Department
• Parking
• Shipping Materials
• Event Management Questionnaire
• Space Request - Major Events

 

Search This Site

University of Illinois at Urbana - Champaign
Student Affairs

• About
• Services
• Programs and Activities
• Event Services
• Food
• Funspots
• Bookstore

System Requirements

1. Web browser must be Internet Explorer 6 or greater to allow the system to function properly. Currently, the system does not work on Netscape.
2. The Active-X components on your web browser need to be enabled in order to view the “Reservation Book” option within the program. In order to enable these, go to Tools/Internet Options/Security tab. Select the custom level button. Enable all of the Active-X components (should be the first 5 items on the list.) If you have questions on this procedure, please speak with your department’s network person.

Overview

The submission of an online request is equivalent to the submission of the paper form entitled “Request for Use of University Premises.”

There are two steps to this on line system: a policy compliance step and a request for space with related services step. Both steps must be completed for each space request. While there is some duplication between the two steps, there is also unique information collected in each one. With future upgrades, we hope to eliminate most of the repetition.

Operating Instructions

1. Select www.union.uiuc.edu (if not already on the website) to access the Illini Union Web page.
2. Select Meeting Room Reservations (if not already there) under the Services listing.
3. Select Submit Online Reservations.
4. You will be presented with a screen listing the university policies that are presented on the “Request for Use of University Premises” form. Please read the information if you are unfamiliar with it.
5. After reviewing the policy information presented, click on the button indicating I Agree for the type of Web user you are .
6. You will be presented with a screen entitled Request for Use of Space. The required fields are marked with red asterisks. The information collected on this screen replicates the information requested on the “Request for Use of University Premises” form. You will notice that the policy-oriented questions have a default reply of YES. At the end of this screen, there is a Remarks text box into which you may enter any and all specific details for your event – setup preferences, equipment desired, etc.
7. Click the Submit button when you have completed the required fields and responded to the policy related questions.
8. You will be presented with a screen entitled Illini Union’s Online Meeting Room Requests. Along the left column, there are various options from which you may choose.
9. Select My Account/Log In from the options on the left column.
10. Enter your email address and the password for the on line account that was established for you by the Illini Union Reservations Office. The system will report to you that you have been logged in successfully. If you receive an error message at this stage, please contact iumeetingrooms and we will check your account information for you.
11. Select Find Available Space from the left column list of options.
12. Please note: The online system will permit multiple requests for a given date, time and location. Each request is date-stamped. The Reservations staff determines the final space assignment based upon the priority system and the timing of the requests.
13. Enter information about your request into the various fields. Most of the fields have pull down lists attached allowing you to point and click rather than type.
    
    • Start Date
    • End Date, if different from start date
    • Start Time
    • End Time
    • Date Pattern, use if this will be a recurring meeting (weekly, monthly)
    • Set Up Type (If you wish to review the definitions of the terms listed, return to the meeting rooms web page. The information is located under the Event Planning tab.)
    • Attendance
    • Features (If there are specific features that you need in the room, you may select them here and the search will only present you with rooms that meet your requirements.)
14. If there are rooms available that meet your needs, you will be presented with a list of rooms. From this list, you may select one or more rooms to request depending on your needs. If there are no rooms available that meet your needs, the system will tell you. In that case, you may return to the previous screen and adjust your criteria.
15. The large event rooms (Ballroom, Illini Rooms, 314) in the Illini Union are not available via a Web request as the events in these rooms often involve a special set up and catering. In order to request one of these rooms, you must submit a jpeg or the paper form, “Request for Use of University Facilities.”
16. After selecting the room(s) you want to request, click the Next button.
17. Enter the information about your request in the fields provided.
    
    
    • Event Name (how it will be listed)
    • Event Type (Please select one. Do not leave it “none.)
    • Other Required Information (Please respond to all questions)
    • Client (If you have requested the ability to request space for more than one department/unit or RSO, there will a pull down menu from which to select one.)
    • 1st Contact (It is likely there are several people who have made space requests for the department/unit or RSO over the past 18 months. There is a pull down menu with those names. If the name you wish to enter is not on the list, you may enter the information in the fields.)
    • Billing Reference (If you will be purchasing services, please enter your university or RSO account number.)
18. After entering your data, click on the Save button. The system will ask you if you are sure and you will need to click Yesor No.
19. You will be presented with a reservation summary. On this screen, you have the opportunity to get an Email Confirmation, Add to Personal Calendar, Edit Reservation, Cancel Reservation, Request Services and/or Add Notes.
20. Request Services allows you to inform the Reservations Office if you will need Equipment (AV), Food, Furnishings, Other services and/or Personnel. After you select, Request Services you will be presented with a list of category types (equipment, furnishings, etc). For each type of support service, there is a pull down menu of items. You scroll down the list and enter in the quantity desired on the small boxes on the right side of the screen. Remember, you may also enter this information in the Remarks text box on the policy related form, call the Reservations Office at 333-0692 or send a message to iumeetingrooms with the details.
21. If you want Food/Catering, you still need to contact University Dining at 333-2164 to place your order. University Dining requests a minimum of 14 days notice prior to your event date.
22. If you want to submit an additional request for a different date or room, you must return to the Submit On Line Reservations button on the Meeting Room Reservations Page and repeat the entire procedure (items #1-22).
23. Note: The online scheduling system does not lend itself to requests for multiple dates at the same time as the system makes a linear review of available space and will only report rooms that are available for all dates listed. In many cases, such requests will be easier for you to manage by submitting the hard copy form as you have in previous years.

What Happens Next?

Upon receiving a Web request, the system automatically sends a message telling you that it has been received.

The RSO Office will review all Web requests from Registered Organizations.

The Reservations Staff will review each web request in the same, careful manner that they review the paper forms.

• If you submit a web request for an event that is less than seven (7) days from the date of your web request, you may be asked to submit a paper form instead.
• If you have not indicated a preference related to room set-up (e.g. conference, theatre), the Reservations Office will assign one based upon your projected attendance and the room you selected.
• Any changes you make to room furnishings and/or any addition of AV equipment or catering may significantly reduce the capacity of the room you selected. A room change and/or a change in your plans may be necessary in such cases. Be sure to tell the Reservations Office about all arrangements.
• If the space requested is available, the Reservations Staff will change the status of the request to Confirmed, if the date falls in the active period, or Tentative, if the date falls in a future period. (According to the Code, the dates upon which space requests may be confirmed are November 1 for spring semester, April 1 for summer, and June 1 for fall semester.)
• If there is a conflict with the space requested, the Reservations Staff will change the status to Web Decline – and they will contact you by telephone to assist you you’re your space needs.
• The system will notify you via email of any change in status.

You are only able to make changes to your request if the event falls more than seven (7) calendar days from the date you attempt to make the change. You will need to call the Reservations Office if there are less than 7 days.

Other Features

Browse Events: Provides a list of events already scheduled in the building. The room numbers are listed for events on the current date. You may select future dates as well. Room numbers are not listed for future dates.