Anytime an individual or organization is to be paid by an RO for services rendered (performance, lecture, judging, training, etc.), the sponsoring RO must complete a Letter of Agreement and a University of Illinois Vendor Information Form. The RO and the individual will enter into the Letter of Agreement as a contract for services and a specific dollar amount. The individual(s) being paid will complete the Vendor Information Form providing data that is required by the University on the W9 tax form. Because this payment is considered income/revenue, a W9 is generated by the University for tax purposes. 

The RO will submit an RO Voucher (signed by the treasurer) along with the Letter of Agreement and the Vendor Information Form to the RO Office for processing. The Office of Registered Organizations will review all documentation and process with University Payables the requisite payment. 

Please note that if the RO is contracting with a Foreign National, the RO must meet with an Office of Registered Organizations staff member in advance to go over the required documentation needed for payment to these individuals. There is considerable documentation required for Foreign Nationals, and if we can work with you in advance, it eases the process for payments to be issued.

Gambling activities, events, and gaming equipment in which participants will pay a participation fee and/or have the chance to win prizes – including charitable/fundraiser activities that incorporate casino/poker nights and gambling-type activities – are not permitted on University Premises without the requisite Charitable Games License issued by the Department of Revenue. These types of events may be sponsored by RO’s if there is no participation/entry fee and/or donation given. In addition, participants and/or winners may not be rewarded with anything “of value” (prizes, gift certificates, payments, etc.). If there are further questions, please contact the Office of Registered Organizations.

Yes, raffles are permitted pending the sponsoring RO has secured the appropriate University approvals (via the Space Request form process) and secured the requisite Raffle Permit from the city in which the drawing will be held. Raffle permits may be applied for in Champaign at the City Clerk’s Office, 102. N. University. Raffle permits may be applied for in Urbana at City Clerk’s Office, 400 S. Vine. Raffle permits require a fee to be paid to the city and the permit asks basic questions about the nature and type of raffle being conducted. Once the raffle permit has been secured, the Office of Registered Organizations will need the Raffle Permit Number to be included with the space request form

Background
Providing a forum for student expression is vital to the learning environment of the University. As a state institution, the University of Illinois adheres to the protections guaranteed by the First Amendment to the Constitution of the United States. Free speech, free expression, and peaceable assembly are basic to the exchange of ideas and beliefs. Academic progress and freedom flourish when the rights of free expression are assured, particularly at an institution of higher education. 

In accord with the Campus Administrative Manual, Anniversary Plaza (the formal space between the Illini Union and the Quad) has been designated as a public forum due to its high visibility to the student body, easy access, and its location as being less likely to disrupt or obstruct University activities and functions (when activity occurs there). Anniversary Plaza is approximately 30’x25’ in size. A sample of programming events that typically occur in Anniversary Plaza include, but are not limited to, speeches, rallies, protests, demonstrations, vigils, large scale educational displays, and visits by local and national political figures. 

Although the University can enforce time, place, and manner restrictions on expression, this is done without regard to the views expressed during the program and any restrictions must be viewpoint neutral and serve a legitimate University purpose. 

Adjacent to Anniversary Plaza is the Illini Union/Quad crosswalk. This pedestrian crosswalk space is utilized by Registered Organizations and is more appropriate for basic events like information tables/distribution, fundraising, and event publicity. While not formally occurring on Anniversary Plaza, this space follows the same policies and basic reservations process as the programmed events on Anniversary Plaza. 

Registering to use the Illini Union/Quad Crosswalk for Tabling
Organizations who want to have space reserved for events such as information distribution and fundraisers shall submit an online Space Request Form. These type of activities are simple in nature and do not necessarily constitute formal programming. Upon processing the Space Request Form, if the Registered Organization is in good standing, space may be assigned to the group for their event. Groups utilizing space for this type of event shall not use the formal Anniversary Plaza location, but may setup tables adjacent to Anniversary Plaza. While amplification is not permitted with these types of reservations, small radios may be utilized so long as the volume level is maintained at a volume that is reasonable and does not inhibit another group from conducting their event or disturb the academic environment. 

Registering to Use Anniversary Plaza
Organizations that want to host formal programs including but not limited to demonstrations, rallies, speeches, concerts, vigils, and film screenings on Anniversary Plaza must submit an online Space Request Form and receive prior approval for the proposed event from the Office of Registered Organizations. Approval is contingent upon the organization being in good standing and may include a meeting with the Director. Upon being allocated the space for the proposed event, the sponsoring organization must adhere to the Student Code and follow the “Anniversary Plaza Registration Rules” and abide by all “Rules Governing the Use of Anniversary Plaza.” 

Registered organizations who want to sponsor these types of events may do so as long as the event does not disrupt or interrupt the regular and essential operation of the University; interfere with the rights of others; and/or destroy property. Registration of such events through the Office of Registered Organizations is encouraged as it will help insure that there is an orderly scheduling of facilities, the opportunity for adequate preparation for the event, and that the demonstration and/or rally is conducted in a manner appropriate to the University community. Failure to properly register the event and receive event approval may result in sanctions being imposed upon the sponsoring organization. No multi-media services will be provided by the University if the event has not been previously approved and scheduled. 

The registration of the demonstration and/or rally is further requested to avoid the problem of competition for space. This process serves as a means to facilitate the coexistence of students' rights to speak and the rights of others to access academic programs and scheduled functions of the University. Since the Anniversary Plaza is a popular programming space, if more than one event is planned for the same area, priority is given to registered organizations who registered their assembly with the Illini Union Office of Registered Organizations. 

Sound equipment may be used on Anniversary Plaza but is regulated to prevent interference with academic programs or other scheduled events (see “Rules Governing the Use of Anniversary Plaza” below for specific information regarding time). Amplifying equipment for musical instruments is not permitted. A Request for Use of University Premises and Facilities form (Space Request Form) is available from the Office of Registered Organizations, 280 Illini Union. 

If you have a question about whether your organization’s proposed event needs to be registered with the Office of Registered Organizations, you should contact the Office at (217) 244-2357 for clarification. 

Procedures and Rules Regarding Anniversary Plaza and the Illini Union/Quad Crosswalk: 

Steps for Reserving and Using the Illini Union/Quad Crosswalk 

Failure for an organization and/or individual to abide by any of the above rules or policies may result in their removal from Anniversary Plaza and/or prohibition from reserving the space in the future. Any questions regarding student use of Anniversary Plaza or its registration may be directed to the Office of Registered Organizations in the Illini Union, room 284 or (217) 244-2357.

Administrative Management of Events/Programs Occurring on Anniversary Plaza and/or the Illini Union/Quad Crosswalk 
The Illini Union, as a unit within the Division of Student Affairs, provides administrative oversight to the programs that occur on Library Plaza to ensure registered organizations have the right to assembly, that campus policies are upheld, and that public safety is maintained. The Illini Union Office of Registered Organizations and provides direct event and logistic management of these programs and this venue to ensure the sponsoring organization is adhering to the policies and procedures set forth for their use and for the type of programs being sponsored. The Illini Union Office of Registered Organizations and shall be responsible for primary interaction with the authorized agents of the sponsoring organization and shall remain in communication with these agents prior to, during, and following any program. Th Director of the Office of Registered Organizations, per the Student Code, retains the authority to sanction to the sponsoring organization shall any violation of these policies occur.

Many University facilities are available for registered organizations to use for their programs, meetings, events, and activities. A “Request for Use of University Facilities & Premises” (Space Request Form) must be submitted to the Office of Registered Organizations (284 Illini Union) to reserve any University facility. The Office of Registered Organizations provides “event approval” and then the form is forwarded to the appropriate university facility and/or reservations office for reserving and assigning the space for the event. 

The sponsoring RO must receive “event approval” and “space approval” prior to having access to University facilities for their event. Most space request forms are processed by the Office of Registered Organizations in one business day. 

The following are primary spaces utilized by RO’s for on-campus programming. These departments have specific links and information regarding their respective facility policies, available spaces, rental/user fees, and contact information:

• Illini Union 

• Academic Buildings 

• Campus Recreation

Specific questions regarding the availability of University facilities and the proposed program/event sponsored by the RO may be directed to the Office of Registered Organizations. It is quite possible that the Assistant Director will need to meet with the sponsoring RO to discuss the nature and management plan for some programs prior to the event being approved to occur on campus. 

Library Plaza Background 
Providing a forum for student expression is vital to the learning environment of the University. As a state institution, the University of Illinois adheres to the protections guaranteed by the First Amendment to the Constitution of the United States. Free speech, free expression, and peaceable assembly are basic to the exchange of ideas and beliefs. Academic progress and freedom flourish when the rights of free expression are assured, particularly at an institution of higher education. 

In accord with the Campus Administrative Manual, Library Plaza Public Engagement Area, herein referred to as the Library Plaza has been designated as a public forum due to its high visibility to the student body, easy access, and its location as being less likely to disrupt or obstruct University activities and functions (when activity occurs there). Library Plaza refers to the formal space located at the ground level north of the library vestibule between the risers/stairs approaching the library overlook and Foellinger Auditorium. 

Although the University can place time, place, and manner restrictions on expression, this is done without regard to the views expressed during the program and any restrictions must be viewpoint neutral and serve a legitimate University purpose. 

Included in the Library Plaza programming capabilities is the ability for Registered Organizations to conduct basic events like information tables/distribution, fundraising, and event publicity. While there are different restrictions and limitations for formal programs and information-based distribution, the same policies and basic reservations process are in place for all events that occur on Library Plaza. A sample of programming events that could be supported on Library Plaza include, but are not limited to, speeches, rallies, protests, demonstrations, vigils, and large scale educational/awareness displays. 

Library Plaza has been equipped with outdoor speakers and a microphone jack for use with programs that require amplified sound. Amplified sound is restricted to a single microphone and projection of voice only through the installed equipment. Consistent with the University’s policy on amplified sound, the equipment is programmed to operate from 12-1pm only. 

Registering to use the Library Plaza for Tabling
Organizations who want to have space reserved for events such as information distribution and fundraisers shall submit a Space Request Form to the Office of Registered Organizations, 280 Illini Union. These type of activities are simple in nature and do not necessarily constitute formal programming. Upon processing the Space Request Form, if the Registered Organization is in good standing, space may be assigned to the group for their event. Groups utilizing space for this type of event shall be located specifically on the Library Plaza, north of the stairs leading to the Undergraduate Library vestibules and extending out and around the landscaping bollards. Sponsoring organizations may not extend above the stairs approaching the library overlook. Sponsoring organizations may setup tables for their information-based purposes. While amplification is not permitted with these types of reservations, small radios may be utilized so long as the volume is maintained at a reasonable level that does not detract from another group’s activity. 

Registering to Use Library Plaza 
Organizations that want to host formal programs including but not limited to demonstrations, rallies, speeches, concerts, vigils, and film screenings on Library Plaza must submit a Space Request Form to and receive prior approval for the proposed event from the Office of Registered Organizations. Approval is contingent upon the organization being in good standing and may include a meeting with the Director. Upon being allocated the space for the proposed event, the sponsoring organization must adhere to the Student Code and follow the “Library Plaza Registration Rules” and abide by all “Rules Governing the Use of Library Plaza.” 

Registered organizations who want to sponsor these types of events may do so as long as the event does not disrupt or interrupt the regular and essential operation of the University; interfere with the rights of others; and/or destroy property. Registration of such events through the Office of Registered Organizations is encouraged as it will help insure that there is an orderly scheduling of facilities, the opportunity for adequate preparation for the event, and that the demonstration and/or rally is conducted in a manner appropriate to the University community. Failure to properly register the event and receive event approval may result in sanctions being imposed upon the sponsoring organization. No multi-media services will be provided by the University if the event has not been previously approved and scheduled. 

Registration of the demonstration and/or rally is further requested to avoid the problem of competition for space. This process serves as a means to facilitate the coexistence of students' rights to speak and the rights of others to access academic programs and scheduled functions of the University. Since the Library Plaza is a popular programming space, if more than one event is planned for the same area, priority is given to organizations who registered their assembly with the Illini Union Office of Registered Organizations. 

Sound equipment may be used on Library Plaza but is regulated to prevent interference with academic programs or other scheduled events (see “Rules Governing the Use of Library Plaza” below for specific information regarding time). Amplifying equipment for musical instruments is not permitted. A Request for Use of University Premises and Facilities form is available from the Office of Registered Organizations, 280 Illini Union. If you have a question about whether your organization’s proposed event needs to be registered with the Office of Registered Organizations, you should contact the Office at (217) 244-2357 for clarification. 

Procedures and Rules Regarding Library Plaza: 

Steps for Reserving and Using Library Plaza for Tabling/Information-Based Purposes:

Failure for an organization and/or individual to abide by any of the above rules or policies may result in their removal from Library Plaza and/or prohibition from reserving the space in the future. Any questions regarding student use of Library Plaza or its registration may be directed to the Office of Registered Organizations in the Illini Union, room 284 or (217) 244-2357. 

Administrative Management of Events/Programs Occurring on Library Plaza 
The Illini Union, as a unit within the Division of Student Affairs, provides administrative oversight to the programs that occur on Library Plaza to ensure registered organizations have the right to assembly, that campus policies are upheld, and that public safety is maintained. The Illini Union Office of Registered Organizations and provides direct event and logistic management of these programs and this venue to ensure the sponsoring organization is adhering to the policies and procedures set forth for their use and for the type of programs being sponsored. The Illini Union Office of Registered Organizations and shall be responsible for primary interaction with the authorized agents of the sponsoring organization and shall remain in communication with these agents prior to, during, and following any program. The Program Director of the Office of Registered Organizations, per the Student Code, retains the authority to sanction to the sponsoring organization shall any violation of these policies occur. 

University Library officials may confer with the Office of Registered Organizations on events occurring at Library Plaza and disclose information about the nature of events observed. 

University Library Patron Policies
The University of Illinois at Urbana-Champaign Library's mission is to encourage scholarly research by maintaining an environment conducive to study in all units of the University Library system. Library users are expected to act responsibly, appropriately, and courteously to preserve the library facilities, environment, and collections. All programming on the Library Plaza may not disrupt the functions within the University Library system and all programs on the Library Plaza are expected to adhere to the Library Patron Policies. In addition, all Library Sign Posting Policies must be adhered to, including prior authorization by the Library for signs to be affixed to exterior walls, doors, entrances, and any indoor venue.

The Quad is deemed a “non-reservable/non-programming” venue for campus events and activities, with the exceptions of Quad Day and Homecoming celebrations. 

However, RO’s may reserve space on the crosswalk between the Illini Union and the Quad for information distribution, sales, solicitations, recruitment, fundraisers, and basic programming efforts. 

To reserve this area for basic programming, the sponsoring RO must submit a Space Request Form identifying what the RO would like to do (i.e. information table, flier distribution, sale of food, ticket sales, etc.) and receive prior approval for the proposed event from the Office of Registered Organizations. On the space request form indicate “QUAD” as the Space Desired. Even though the request is not literally for the Quad, this is a simple and consistent indicator of the general area that RO’s can use. 

The Office of Registered Organizations will review the space request and assign dates as available for the specific event.

The University has identified Anniversary Plaza (the formal space between the Illini Union and the Quad) and the Library Plaza (the formal space north of the Undergraduate Library) as the programming space for such programs. On weekdays further amplified sound (microphone and speakers) are available from 12-1:00pm for use of these types of programs. The University will make available a free microphone which connects to the installed outdoor speakers for these events. Upon receiving event approval, the equipment must be reserved through the Illini Union Multimedia Department—call 217-333-0891. Amplified music, DJ, band, etc. (except for a small radio) is prohibited in these venues for day-time events. 

To reserve either venue, a Space Request Form must be submitted to the Office of Registered Organizations for review, event approval, and space assignment. On the space request form, the sponsoring RO must identify the scope of the program and what type of activities will be incorporated into such an event. Typically, the Assistant Director of the Office of Registered Organizations will meet with the sponsoring organization to discuss the program and provide an overview of applicable University policies, procedures, and services pertinent to these types of program.