Meeting Room Policies
Policy
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.)
POLICY
All accidents involving patrons should receive immediate attention and proper
documentation.
PROCEDURE
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.)
POLICY
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).
PROCEDURE
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.)
POLICY
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.
PROCEDURE
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 Reservation 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.)
POLICY
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.
PROCEDURE
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.)
POLICY
A parent, guardian, or responsible adult must accompany non-University of
Illinois students under the age of 18.
PROCEDURE
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)
POLICY
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.
PROCEDURE
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 Reservations 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.)
POLICY
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.
PROCEDURE
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.)
POLICY
All groups and individuals using Illini Union facilities are responsible for any and
all damages they might cause.
PROCEDURE
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.)
POLICY
Decorations and/or displays must not compromise public safety or increase the risk of
property damage.
PROCEDURE
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 Reservations 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)
POLICY
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.
PROCEDURE
Special requests for an extension of regular building hours are submitted to the
Illini Union Reservations 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.)
POLICY
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.
PROCEDURE
When placing a reservation for space, individuals planning events and meetings at
the Illini Union are expected to notify the Reservations 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 Reservations Office may assess a sponsoring organization cleaning
charges for any event.
LATE NIGHT DANCES (VII C - 1.)
POLICY
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.
PROCEDURE
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.)
POLICY
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.
PROCEDURE
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.)
POLICY
The Campus Main Desk will maintain the Illini Union’s lost and found service.
PROCEDURE
All items found in the Illini Union will be turned in to the Campus Information
Desk during its hours of operation. When the Info Desk is closed, items
will be moved temporarily to the Guest Rooms Desk.
LOUNGE USE (VII E - 1.)
POLICY
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.
PROCEDURE
Special requests for closed use of public lounge space in the building are
submitted to the Illini Union Reservations Office and usage must comply
with the policies and procedures on Meeting Room Rental and Meeting Room Reservations.
MEETING ROOM RENTALS (IV H- 1.)
POLICY
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.
PROCEDURE
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 Reservations Office.
MEETING ROOM RESERVATIONS (IV I- 1.)
POLICY
Reservations for all Illini Union space, with the exception of Guest Rooms,
Room 292 and the Courtyard Café, are taken and processed by the Reservations
Office in accordance with university regulations.
PROCEDURE
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.
All users’ requests for space are submitted on the “Request for Use of University
Premises and Facilities” form. RSOs and university departments can hold space
via a telephone call to the Reservations Office, but a form must be submitted to
confirm space within 5 days of inquiry.
Upon determining availability of space and the eligibility of the person or group
requesting space, the Reservations 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.)
POLICY
Telephone service may be provided in meeting rooms at a basic change to the
requesting organization.
PROCEDURE
All requests for telephone service in the meeting rooms will be submitted to the
Reservations office.
PARKING – RESERVING METERED SPACES (IV K- 1.)
POLICY
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 Guest Rooms.
PROCEDURE
All requests for reserved parking should be submitted to the Guest Rooms Manager.
POLITICAL CANDIDATES (VII P- 1.)
POLICY
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.
PROCEDURE
Requests are submitted to the Illini Union Reservations Office.
SALE OF ITEMS BY EVENT SPONSORS (VII R-1)
POLICY
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.
PROCEDURE
Event sponsors are expected to report plans to sell items to attendees to the Illini
Union Reservations 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 Reservations 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.)
POLICY
With the exception of designated Guest Rooms, the Illini Union is a
non-smoking facility.
PROCEDURE
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)
POLICY
Registered Organizations may place table tents in the Food Court/Commons area.
PROCEDURE
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 Reservations
office for further approval.
Size and length of display are restricted. Interested organizations should
contact the Reservations office for more information.
WEDDINGS (VII M- 1.)
POLICY
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).
PROCEDURE
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
Reservations Office.
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