Illini Union

Reservations for all Illini Union space, with the exception of Hotel Guest Rooms and the Courtyard Café, are processed by the Event Services office. All reservations are processed and approved based on availability and impact on priorities of the Illini Union. Space is reservable by Registered Student Organizations (RSOs), university departments, public groups, or as outlined in this policy.

• RSOs must submit a space request and have their events approved by Student Engagement to reserve a room in the Illini Union or on Anniversary Plaza.
• Student Engagement is a department within Student Affairs formed to bring together a variety of units to enhance and support student involvement at Illinois. RSOs are overseen by the Student Engagement office. Find out more about engaging students on their website.

The Southeast & Southwest vestibules into the Illini Union, Anniversary Plaza Quad space and Diana Fountain may be reserved for tabling by RSOs and University departments only. A representative of the RSO or University department must complete the space request form, show an electronic or paper reservation confirmation and be present during the event's planning and duration.

Anniversary Plaza and Quad broadwalk spaces are 10’ x 10’, and permitted tabling activities are for information or fundraising purposes directly supporting the RSO that is listed on the space request form and comply with the Campus Administrative Manual and Student Code.

• The Quad broad walk spaces are the overflow space for large events and are in conjunction with a reservation on Anniversary Plaza.

All reservation requests for the main Quad must adhere to the Limited Use and Reservation of the University Quadrangle policy in the Campus Administrative Manual (CAM).

Illini Union facilities and services will be made available for use for weddings/wedding receptions for affiliates of the University. 

• For this policy, an affiliate would include a member of the university community (student, faculty, staff, or former faculty, staff, or student). 
• Use of Illini Union facilities for wedding receptions is limited to the period after May Commencement weekend through two weeks before the first day of fall semester. In addition, receptions will be allowed during the Fall, Winter, and Spring breaks while the building is open.

Lounge space in the Illini Union is at a premium and is therefore designated for general use by the university community. Lounges may be reserved for events only by administrative exception. Special requests for use of lounge space in the building are submitted to the Illini Union Event Services Office, which manages all exception requests with Illini Union senior management. The following rubric provides general guidelines for granting lounge event usage, including but not limited to the following:

• College career fair events;
• Illini Union Board programming, benefiting the student body as a whole;
• Campus or University Administration special events;
• College specific special events, such as faculty investiture; 
• Weddings pursuant to this policy.

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 under the following guidelines, but is not limited to:

• The client requests scope changes to the original request which cannot be met either due to lack of available infrastructure, staff, or space.
• Building, public, or campus emergencies take available event space off-line for repairs and restoration.
• The client has not paid outstanding balances for prior reservations. For changes and cancellations, the contact person will be notified of any such changes by the Event Services Office.

The Illini Union reserves the right to revoke a group’s reservation privileges for outstanding balances or violations of policy. 

Same weekday reservations for Illini Union meeting rooms are scheduled directly through the Event Services office. This policy applies only to meetings with an attendance of 92 or fewer and the request is taken and processed by Illini Union Event Services in accordance with university regulations.

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. It excludes all lounges, the Illini Rooms, the Ballroom, and Rooms 314 and 210.

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

• Same-day request is made during Illini Union Event Services regular operating hours. Monday-Friday 8 a.m.-8 p.m. during the spring and fall semesters, Monday-Friday 8 a.m.-5 p.m. during breaks and the summer semester.
• Meeting start time is at least 30 minute after the space request has been approved.
• The request is made with a “Same-Day Meeting Room Reservation Request Form” The form is available through the Illini Union Event Services Office.
• The standard or existing set-up is acceptable.
• No additional resources are necessary to facilitate the use of the room (i.e., custodial, set-up crew, engineering support, multimedia or/and catering).
• Use of the room does not interfere with an existing or subsequent reservation or set-up.
• 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.
• The individual making the request agrees to vacate the room upon request from the Event Services Office.

For RSO requests: currently not accepting same weekday reservations. All events must go through SODA

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. 

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.

Illini Union Tabling Policies

Registered Student Organizations and university departments may reserve information tables to help promote an event or program in designated locations on Anniversary Plaza, Illini Union Southwest vestibule, and the Illini Union Southeast vestibule.

Registered Student Organizations seeking guaranteed tabling reservations must initiate the reservation process with the SODA office at least 14 days in advance to ensure availability and preferred booth spaces. Same-day reservations are also available through the Event Service Office during business hours (M-F: 8am – 5pm) but are not guaranteed.

Tabling Policies for all locations:

• The organization making the reservation must be the sole organization at the table:
  • Organizations cannot make a reservation and allow a different organization or external entity to use the table. Solicitation is not permitted by any person or organization that did not reserve a table.
  • The table must always be staffed by a representative of the reserving organization.
  • The representative must be a member of the University of Illinois Urbana Champaign community (student, faculty, staff).
  • Upon request, the RSO or department representative must provide a copy of their reservation confirmation.
• Outdoor tables for RSOs are provided by the Student Engagement office and pickup/drop off must be arranged with the SODA office.
• Canopies are not provided through the SODA office or Illini Union Event Services:  
  • Canopies supplied by the reserving organization to tabling events must be in good repair and include safety anchors (fitted weights or sandbags provided by the tabling organization).
  • Illini Union reserves the right to prohibit pop-up canopies or large freestanding banners and displays when winds are forecasted to gust 20 mph or more.
• Goods (food, t-shirts, etc.) may be sold only if the transaction is for the benefit of a Registered Student Organization.  
• Organizations serving hot or warm food must abide by the following guidelines:
  • Electric appliances (hot pots, crock pots, air fryers, etc.) are allowed, provided all equipment is clean, undamaged, and in good working order:
    • All electrical supply on Anniversary Plaza North and South is offered as-is.
  • The use of chaffing burners for warming food is permitted by the Illini Union provided:
    • RSOs must confirm through SODA that their training for the use of chaffing dishes follows the Campus Sterno Safety Guidelines.
  • Grilling over open flame will only be permitted by the Illini Union for approved Campus-wide events which meet the Open Flame Policy requirements for Outdoor Grilling.
  • Reserving organizations assume all responsibility and liability for any damage arising out of the organization serving food, including any damage, injury, or illness related to food safety, allergic reactions, and/or damage to property.
• Freestanding banners or displays may be used with a table reservation but cannot impede traffic or block entryways and meet the following conditions:
  • The displays cannot be wider than 6 feet wide by 8 feet tall and must be safely anchored with sandbags or weights provided by the reserving organization.
  • The organization holding the reservation must always have one member present.
• Amplified sound is permitted for tabling events under the following conditions:
  • Amplified sound is restricted to outdoor tabling events.
  • No outdoor amplified sound of any kind is permitted during reading days and final exam periods as set forth in the university’s academic calendar.
  • Hand-held, battery powered bullhorns may be used outdoors throughout the day:
    • They must be at least 50 feet away from the nearest building.
    • The horn must be directed away from any academic buildings and the Illini Union.
  • Open use of amplified sound is allowed between Noon–1pm on Anniversary Plaza with an approved space reservation. (Refer to Expressive Activity on Campus Policy for further information).
  • Amplified sound devices for personal use are permitted if not disruptive to university activities, not above the ambient sound level threshold (generally, 50 to 75 decibels), and not otherwise prohibited by university policy.
  • Illini Union reserves the right to direct organizations holding tabling events with amplified sound to cease/desist if it is deemed disruptive to the operations of the university or Illini Union operations.
• In the event of inclement weather, tabling reservations will be cancelled.
  • Tables will be set up in the Illini Union Southwest and Southeast vestibules if they are not already reserved or otherwise in use.
  • Space is limited to the usual indoor spaces available on a first come first served basis.
• Cancellations must be made at least one business day in advance. 
• Patio furniture (tables, chairs, umbrellas, etc.) are not to be moved unless with prior special arrangement with Illini Union Facilities and Operations.
• Failure to follow any of the above requirements may result in cancellation or denial of tabling reservation requests.

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, which may be RSOs, university departments, or public groups.

• RSOs are discounted room rental fees. The request must first be made through the Student Engagement Office.
• University departments and public clients are charged a fee based on the room reserved.

Current rates and room capacities for each room. The fee structure resets July 1 of each year.

Cancellations/No shows will be charged a fee if they are made within 72 hours of the scheduled start time for meeting rooms and 30 days before the scheduled start time for the Ballroom and I-Rooms. 

Groups who “no show” or cancel their reservation without adequate notice are subject to a fee. The cancellation notice requirements are as follows:

• Meeting Rooms – written notice of cancellation must be provided at least 72 hours in advance of the scheduled reservation start time.
• Ballroom and I-Rooms – written notice of cancellation must be provided at least 30 days in advance of the scheduled reservation start time. 

RSOs

• Failure to provide adequate cancellation notice or not showing up for a reservation will result in a first-time warning. Subsequent occurrences will result in a fee applied for each instance as outlined below.
  • 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. Additionally, the organization may lose their reservation privileges for up to one year per the Student Code and Student Org Development and Administration (SODA) policies and procedures. Event Services will coordinate directly with SODA to recover room charges in the rare instance that an RSO is non-compliant.

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 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. Additionally, the department may lose their reservation privileges for up to one year.

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. In addition, the organization may lose their reservation privileges for up to one year. Client will be notified via email with attached electronic memo on University of Illinois letterhead. Violations will be tracked by the department on a rolling calendar basis in a spreadsheet.

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

Confirmation emails will act as a contract for your event.

Payment for RSO events with multimedia equipment will be paid by an approved purchase request, which must be submitted through the Student Org Finance Center (SOFC). 

• If an RSO is denied a purchase request, the Illini Union will not supply the group multimedia equipment.

Payment for department events will be billed to the university account number included on the request form. Payments are processed after your event.

Payment for public events must be made at least 30 days prior to the event. Payments can be made via check or credit card.

• A Facility Use Agreement may be required based on the University Risk Management Office’s risk assessment for the requested event.
• Checks should be mailed or dropped off at the Event Services 1401 W Green St Urbana, IL  61801.
• Credit card payments can be made at the Event Services Office or over the phone by calling 217-333-0691.

Reservations that use Illini Union multimedia equipment will have a multimedia technician to set up the equipment and be available to assist. If a multimedia technician is requested for the event, it will incur an additional fee.

Large-scale events, events that extend past the Illini Union hours of operation, or events that require additional supervision from the Building Operations Coordinators, Engineer or Building Service Workers may incur a fee.

The Illini Union requires all food and beverages provided for a group in any reserved space to be ordered through either University Catering, which holds the first right of refusal for any event, or an approved Illini Union Dining Partner.

Per Illini Union Policy VII.L, items purchased or brought from home by an individual for their own consumption are allowed when catering is not provided.

Alcohol is only permitted to be served or consumed if provided under a catering contract with University Catering.

DECORATIONS

• Decorations and/or displays must not compromise public safety or increase the risk of property damage. 
• Entrances and exits must be kept free of obstacles and permit evacuation of the building in 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.
• Only LED style candles are permitted. In accordance with the CAM “Open Flames” policy, it is not permissible to use any burning candle or burning material within the building or surrounding grounds as part of a display.
• All materials used as decorations must be fire resistant or flame proofed in accordance with the CAM “Decorations, Displays, and Christmas Trees” policy.
• All decorations/displays must be removed by the end of the scheduled reservation. The Illini Union is not responsible for any items left behind, and the event sponsor may be held liable for any damages, clean up, or disposal fees.

SIGNAGE - Internal

• Groups may display signage within their reserved space during the time of their reservation. Any signage outside of the reserved space must be directional only and approved before the reservation by Illini Union staff.
• All signs intended for public use will be produced by the Illini Union. No other signs are allowed or permitted within the building.
• No signs, posters, or decorations of any kind may be posted or attached to any surface.

SIGNAGE - External

Illini Union Quad Banner display:

• Only official university RSOs, departments, offices, centers, and approved partners are allowed to utilize the Illini Union Quad Banner.
• The Illini Union reserves the right to decline a request if content, form, and format is contrary to the Illini Union mission, purpose, and policies.
• Visit our Marketing Services and scroll to Quad Banner Reservation for pricing and process.

Outdoor Signage/Lawn Signage:

• must follow university policy and have approval from the Illini Union marketing office.

To help ensure accessibility in all programs, courses, and events, the accessibility guidelines found in the Illinois Accessibility Code are strongly encouraged. Additional information can be found with the Office for Access & Equity.

Accessibility Maps (from Facilities and Services) - a map of the Illini Union and other campus locations showing all accessible entrances, evacuation assembly locations, drinking fountains, accessible parking options, and much more.

​​​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.

• 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.

Listing of available equipment items 

It is essential for groups to be aware of campus parking regulations including rental spaces, meter enforcement and other restrictions. Visit parking.illinois.edu for more information. Special arrangements may be made with Campus Parking for offsite or permit parking with advanced notice. Fees may apply.

The Illini Union is not responsible for parking citations. For available parking options at and near the Illini Union, please visit the Illini Union website.

All groups and individuals using Illini Union facilities are responsible for all damage they might cause.

• The individual(s) requesting the space will be considered the event sponsor and is responsible for all guests and will act as the representative in charge of the reservation/event and communicate all relevant policies to the group. If this individual will not be in attendance, another representative must be designated prior to the reservation/event.

Extra charges for labor will be incurred when an excessive amount of cleaning is required to return the property 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 the persons attending and for the maintenance of the property’s original condition. 

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

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 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.

The Office of Risk Management’s efforts for the University of Illinois System encompass both strategic risk and financial, operational activities. Risk Management is the insurance agent for the system, serving its universities, regional sites, Extension offices, and system offices. Contact the Office of Risk Management for more information. 

Consider the need for University Police at your event. 

Please review how the university manages fire and life safety programs and the existing building and fire code compliance functions. Resources include: Campus Code and Compliance & Fire Safety guidelines and the campus “Open Flames” policy.

The Illini Union’s Designated Official (Senior Associate Director for Facilities & Operations or Senior Associate Director for Retail Operations first, and then Director) in conjunction with the Office of Risk Management will determine, in the university’s sole discretion, if a certificate of insurance is required for any outside organization. If insurance is required, the outside organization must provide a certificate of insurance naming the Board of Trustees as an additional insurer. For more information contact the Office of Risk Management.

Protection of Minors Policy  

Alcohol Management Policy  

University Quadrangle (Quad) Use Policy  
Note: All events held on the Quad must be co-sponsored by a university unit.

Student Code

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