Policies

These policies are directly related to procedures for reserving meeting rooms and space in the Illini Union. PLEASE NOTE: This is not the Illini Union Policies and Procedures Manual in its entirety.

Audio Visual Equipment Rentals

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

Parts 3, 4, and 5 of Article 2—General Policies and Regulations of the Student Code 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 Event Services.

Approved equipment reservations are shown on the Daily Events Schedule listing location, time, event, estimated attendance, and any special setup requests.  This sheet is circulated to involved Illini Union departments.

Policy contact: Multimedia at 333-0891

Exterior Building - Placement of Banners

POLICY

Banner placement on the exterior of the Illini Union is limited to approved locations for campus entities. 

PROCEDURE

University departments and RSOs can reserve space on the Quad Banner sign from location, which is located on the NW side of the Illini Union facing the Quad. Click here for complete details.

All scheduled banners should be delivered to the marketing office (Illini Union 420 P) no later than five days prior to placement and picked up no later than two days after removal after which time the banner will be disposed. The Illini Union is not responsible for lost or damaged banners.

Banners for specific dates must clearly identify the sponsoring organization and the event date(s) and location. The Illini Union reserves the right to decline a request if content, form and format is contrary to the Illini Union mission and purpose. Banners must be clearly marked on the outside cover with the organization’s name, dates the banner will be displayed and a contact phone number.

Policy contact: Marketing Department at 244-3415

Interior Building - Placement of Banners

POLICY

Banner placement in the Illini Union is limited to the interior of reserved spaces for dates and times space is assigned to the requesting organization. 

PROCEDURE

All banner requests must be made through the Event Services office. Requests for banners should be made at the time of reservation or no later than ten days in advance of placement. The Illini Union will be responsible for placing and removing banners for a minimum fee of $75. Banners requiring a lengthy installation time may be assessed for and additional fee. Banners must be made available to the Event Services office to allow sufficient time for hanging. Banners left behind after the event will be destroyed in the absence of an expressed request to “save.” Saved banners must be picked up from the Event Services Office within two days after the event. The Illini Union is not responsible for lost or damaged banners. Form, construction and dimension of banners should be determined in consultation with Illini Union Staff. The Illini Union reserves the right to decline a request if banner material, content, construction, or language is contrary to the Illini Union mission or purpose.

Policy contact: Event Services at 333-0691

Lost and Found

POLICY

The Event Services Office will maintain the Illini Union’s lost and found service. The Illini Union Bookstore will maintain its own lost and found service.

PROCEDURE

All items found in the Illini Union will be turned in to the Event Service Office during its hours of operation. When the Event Services Office is closed, items will be given temporarily to the Hotel Desk. Items not retrieved within six months of receipt will be disposed of appropriately. 

Policy contact: Event Services at 333-0691

Meeting Room Rentals

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 Article II, Part 5 of the Student Code.

A detailed listing of procedures pertaining to rental of Illini Union space is available at the Event Services Office.

Registered Organizations and Registered Student Organizations should contact the Office of Registered Organizations at 244-2357.

Campus units and all others should contact Event Services at 333-0691.

Meeting Room Reservations

POLICY

Reservations for all Illini Union space, with the exception of Guest Rooms and the Courtyard Café, are taken and processed by the Event Services Office in accordance with University regulations.

PROCEDURE

Chapters I, II and III of the Student Code will be consulted and followed. In addition, the following Illini Union procedures will be implemented:

All users’ requests for space are submitted on the “Online Space Request Form” available online here

Upon determining availability of space and the eligibility of the person or group requesting space, the Event Services Office either approves or denies the request and a confirmation is sent to the requestor.

Approved reservations that require catering or Multimedia are given instructions to contact the respective department.

Approved reservations are listed on the Daily Events Sheet with locations, times, events, estimated attendance, and any special equipment or setup requests.  This sheet is circulated to involved Illini Union departments.

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. The contact person will be notified of any such changes by the Event Services Office.

Policy contact: Event Services at 333-0691

Parking-Reserving Metered Spaces

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 five (5) meters.  Reserved space in Lot D-10 is dependent on the operational needs (which have priority) of the Illini Union Guest Rooms.

B. Lot D-10 passes

The Illini Union Director or designees may issue a temporary pass allowing an individual to park in Lot D-10 free of charge. Issuance of these passes is kept to an absolute minimum.  Passes are only to be used in connection with Illini Union business.

PROCEDURE

All inquiries regarding bagged meters will be directed to the Assistant Director for Operations.

Policy contact: Assistant Director for Operations at 244-4195 

Cancellations/No Shows to Facilities Reservations

POLICY

Cancellations/No shows will be charged a fee if they are made within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for larger meeting spaces(314,210 and exempt spaces),the Ballroom and I-Rooms. This policy is intended to help our customers accurately plan their events, ensure space is made available to those organizations that need it, and help the Illini Union operate efficiently while providing the highest level of customer service. This policy fee structure will reset July 1st of each year.

  • Late Cancellations/No Show
    1. RSOs and ROs  
      Failure to notify Event Services of a cancellation within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for larger meeting spaces(314,210 and exempt spaces),the Ballroom and I-Rooms or not showing up for a reservation will result in a first time warning and on second and subsequent occurrences a fee. 
      First occurrence - a warning will be sent by email.
      Second occurrence - a cancellation fee equal to the department rate for the reserved room(s) will be assessed to the organization. 
      Third and any subsequent occurrence - a cancellation fee equal to the public rate for the reserved room(s) will be assessed to the organization. 
    2. Departments  
      Failure to notify Event Services of a cancellation within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for larger meeting spaces(314,210 and exempt spaces),the Ballroom and I-Rooms or not showing up for a reservation  will result in a cancellation fee equal to the department/public room rental rate as well as all associated charges. 
      First occurrence - a cancellation fee equal to the department rate for the reserved room(s) will be assessed to the department.
      Second and any subsequent occurrence - a cancellation fee equal to the public rate for the reserved room(s) will be assessed to the department.
    3. Public  
      Failure to notify Event Services of a cancellation, within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for the Ballroom and I-Rooms or not showing up for a reservation will result in a cancellation fee equal to the public room rental rate as well as all associated charges.

Appeals to this policy should be directed to the Director of the Illini Union or his/her designee who has the authority to permit exceptions to this policy. 

Policy contact: Event Services at 333-0691

Same Weekday Meeting Room Reservations

POLICY

Same weekday reservations for Illini Union meeting rooms are scheduled directly through the Event Services Office with no pre-approval needed from the RSO office. This policy applies only to meetings with an attendance of 92 or fewer and the request is taken and processed by the Illini Union Event Services Office in accordance with University regulations.

PROCEDURE

The Campus Administrative Manual and the Student Code of Conduct will be consulted and followed: PART 5. USE OF UNIVERSITY PREMISIES AND FACILITIES.

In addition, the following Illini Union procedures will be implemented. This policy is limited to meeting rooms and excludes lounges, the Illini Rooms, the Ballroom, and Rooms 314 and 210.

A meeting room may be reserved the day of the request if:

  1. Same-day request is made during Illini Union Event Services regular operating hours. Monday through Friday 8 a.m. until 8 p.m. during the spring and fall semesters, Monday through Friday 8 a.m. until 5 p.m. during breaks and the summer semester.
  2. Meeting start time is at least 30 minute after the space request has been approved.
  3. The request is made with a “Same-Day Meeting Room Reservation Request Form” The form is available through the Illini Union Event Services Office.
  4. The standard or existing set-up is acceptable.
  1. No additional resources are necessary to facilitate the use of the room (i.e., custodial, set-up crew, engineering support, multimedia or/and catering).
  2. Use of the room does not interfere with an existing or subsequent reservation or set-up.
  3. The individual making the request agrees to the limitations for time and use as specified by the Event Services Office at the time they are allowed access.
  4. The individual making the request agrees to vacate the room upon request from the Event Services Office.
  5. For Registered Student Organization (RSO) request:
    • Only groups in good standing may submit a request for space.  Once per month, the RSO office will supply Event Services with a list of RSOs that are not in good standing.
    • Event Services will consult that list, and then check U of I Connections (CollegiateLink) to confirm that the requesting individual is an authorized agent of the RSO they are representing.
  6. For Department requests:
    • A current and valid CFOPAL is available at the time of the request.
    • The requestor’s affiliation will be verified through the campus directory.
    • Campus departments and units with an outstanding balance of more than 30 days at the Illini Union will not be able to make same-day reservations. 
  7. For Public requests:
    • Public clients may only make same-day reservations Monday-Friday, 8 a.m.-5 p.m.
    • Payment by credit card must be made prior to using the room.
    • Organizations or individuals with an outstanding balance of more than 30 days at the Illini Union will not be able to make same-day reservations. 

Upon determining availability of space and confirming eligibility of the person or group requesting space, Event Services either approves or denies the request.

Policy contact: Event Services at 333-0691

Accident Reporting - Patrons

POLICY

All accidents involving patrons should receive immediate attention and proper documentation.

PROCEDURE

The Building Supervisor, or the appropriate staff person, will be contacted in the event of an accident involving a patron.  The Building Supervisor, or appropriate staff person, will if appropriate, contact the Rescue Squad (911) to make arrangements for transporting the individual to a hospital.

The Building Supervisor, or appropriate staff person, 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, or appropriate staff person, will make every effort to obtain the patron’s name and address for the Building Supervisor’s report.

The Building Supervisor, or appropriate staff person, will check the area around the accident to see if any foreign objects, water, etc., were present.

Policy contact: Assistant Director for Operations at 244-4195