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• Sponsoring an Event
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• Sept. 15, 2012- For events programmed from November 1- May 1 (Allocation Meeting: Sept, 24, 2012)
• Nov. 1, 2012- For events programmed from December 1- May 1 (Allocation Meeting: Nov 5, 2012)
• Jan. 28, 2013- For events programmed from March 1- May 1 (Allocation Meeting, Feb. 4, 2012)
• February 11, 2013- For events programmed from April 1-May 1 (Allocation Meeting (Feb. 18, 2012)

1. All programs held with Illini Union Programming must be open to the entire University community.  Participants must be UIUC students or 18 years of age with valid id.

2. Programs are selected based upon program proposals that describe program content and all related details. The Illini Union Programming manager and/or Multimedia Manager must approve program proposals.  Program proposals should be submitted in accordance to Illini Union Programming deadlines.

3. Program sponsors may not use the space for activities that:

1. Violate or incite others to violate any law, policy of the Board of Trustees, or University regulations,
2. Involve direct commercial solicitation.
3. Involve raising funds for the benefit of any off-campus organizations or individuals.

4. A sponsoring organization must be a Registered Student Organization (RSO) in good standing, a University department or the Illini Union Board.  A RSO must have its events approved by the RSO office (280 Illini Union) before the Illini Union Programming Manager or Multimedia Manager receives the program proposal (See #2). Organizations or individuals not affiliated with the University may not sponsor programs or events in Illini Union Programming venues. 

5. Facility and technical costs to the sponsoring organization are as follows:

1. Organizations sponsoring programs that charge an admission fee must pay to the Illini Union 15% of all ticket/admission sales.
2. When no admission is charged for an event, the sponsoring organization will be billed $55 for facility rental.
3. All sponsored events require one technician and one staff worker minimum and additional techs and staff workers depending on the event. The sponsoring organization will be billed for all tech time (for both free and charge admission events) and staff worker times (for both free and charge admission events).

1. Technician Fees:  $12.88 per hour (Counting set up and take down time)
2. Staff/Ticket Taker:  $11.50 per hour.

4. The Illini Union Board will not be assessed a facility or staff worker fee, but will be responsible for the payment of technical fees.

6. Approval to sponsor programs presumes that the sponsoring organization will abide by “University Regulations Governing the Use of University Premises.”  Program sponsors must abide by all University and Illini Union regulations.

7. Audio-visual equipment is available on a limited basis and should be requested when proposing an event. (Ask for details.)  Sound and lighting equipment is also available and requires operation by Illini Union staff.  All sponsoring organizations will be charged for labor costs associated with operating the audio-visual, sound and light equipment.

8. Persons in charge of sponsored events are responsible for the safety of persons attending and for the maintenance of the room’s original condition.

1. Attendance at any event is limited to the established capacity of the room (449 people).

1. Smoking is prohibited in the Illini Union.
2. There is no alcohol allowed in the building.
3. Moshing, crowd surfing and/or similar behaviors are prohibited.
4. Attendees must be UIUC students or 18 years of age with valid id.
5. Exits must open readily and be accessible at all times.  During the period of use, no required exit door may be fastened so that the door cannot be penned readily from the inside by use of ordinary doorknobs or by pressure on the crash bar.  Exit ways serving the room must be adequately lit at all times during which the room is occupied.
6. Materials used as decorations must be fire resistant or flame proofed in accordance with the bulleting Flame Proofed Textails – NEPA No. 701.1969.  Copy is located at the Division of Environmental Health & Safety.
7. The use of candles as lights or for decorative purposes is prohibited.

9. The use of tape, glue, thumbtacks, or adhesive on the walls, ceilings, frames, floors, columns, or staging to attach any material is not permitted.  Suspending materials from the ceiling or light fixtures are prohibited, as are decorations, displays, or exhibits that require flame or water.  Pictures may not to be removed from the walls.

10. The Illini Union does not assume responsibility for damage to or loss of any materials left in the building on display or in storage.

11. All groups will be responsible for any and all damages in the area, no matter how caused (normal wear and tear expected).  There will be extra charges for labor when an excessive amount of cleaning is required to return the area to a condition adequate for continued use.  Alteration of room set-ups without approval may also result in labor charges.

12. The sponsoring organization will be responsible for complying with the Americans with Disabilities Act (ADA).  ADA mandates that interpreters be made available to those attending programs in facilities.

1. Organizations sponsoring must include the following statement on all promotional materials:  Accommodation for hearing-impaired patrons is available upon request.  Please call the Illini Union Programming Manager at 244-8938 at least seven (7) days in advance of the event.           
2. When a patron contacts the Illini Union Programming manager to make arrangements for a specific program (within the guidelines described above), the Illini Union Programming manager will forward requests to the contact person from the sponsoring organization. 
3. The Illini Union Programming manager will be able to help in making the arrangements (either with the listening-assisted device or with a list of interpreters to use as a reference resource), but responsibility for costs associated with the arrangements is with the sponsoring organization.

13. The sponsoring organization will provide a RSO account number, University account number or credit card number and will be responsible for all costs associated with the event including, but not limited to:

1. Staff required by the Illini Union.
2. Interpreters for hearing-impaired patrons.  (See Provision  #12.)

14. The sponsoring organization will be responsible for providing adequate volunteers/staff, as determined by the Illini Union, to monitor the activity of persons attending and to insure the safety of the persons attending and of University property.  Crowd control and exiting of the building at closing will be the responsibility of the sponsoring organization.

15. The sponsoring organization will be responsible for all pertinent arrangements, including loading or unloading of performer(s) and their equipment, under the approval and direction of the Illini Union.

16. Copy of contracts and contractual agreements for sponsored events, including contracts with performers or their agents, must be made available to the Illini Union Programming manager prior to program approval.

17. Ticket sales at the door will be conducted by Illini Union staff unless the Illini Union Board sponsors the event. An RSO member may be present while tickets are being sold.

18. If the RSO wishes to sell tickets in advance only tickets provided by Illini Union Programming can be used for admission of this event. If a special design is being considered, this must be submitted through marketing 5 weeks in advance.  Please note that it can take more than 2 weeks to provide customized tickets.

1. Advanced ticket sales, or any tickets sold by the Illini Union Ticket Office, will be done in accordance with Ticket Office policy and procedure.

2. All costs associated with the sale of tickets will be the responsibility of the sponsoring organization.

1. Organizations sponsoring programs that charge an admission fee must pay to the Illini Union 15% of all ticket/admission sales.
2. Ticket prices must be consistent; one ticket price for all University of Illinois students.  Faculty, staff, and guest tickets may be sold at a higher rate than that charged for students, but the price must be uniform to the group and to the event.

1. Two copies of lists of complimentary guests must be provided in typed format to the Illini Union 7 days in advance of the event.

1. Ticket sales and complimentary guests may not exceed the established room capacity.

20. All events scheduled in the Illini Union will begin no sooner than one hour after building opening and will end no later than one half hour before building closing.  The Illini Union closes at midnight Sundays through Thursdays and 1am on Fridays and Saturdays.

21. Representatives from the sponsoring organization must provide copy of all promotional literature they will distribute or post to the Illini Union Programming manager at least two weeks prior to the event.  Program sponsors must also include the statement outlined in Provision #12-a.

22. While it is generally understood that food will not be provided to event participants due to the existence of a retail operation, the Illini Union Programming manager will consider requests to include food as a component of the program content.  In these situations, the Illini Union Programming manager will offer Espresso Royale the first opportunity to provide catering. If Espresso Royale agrees to provide catering for the event, the sponsoring organization may then work with Expresso Royale on the details of said catering.  If Expresso Royale declines, the sponsoring organization may contact Illini Union Catering for assistance with said catering.

Failure to abide by these policies, or failure to abide by University regulations, may result in cancellation of currently scheduled programs, or may prohibit organization from scheduling future events.                                                                     

Revised 10/29/12