Like students who attend the University, registered organizations can be sanctioned should they violate the Student Code, state, federal, or municipal laws. The process is outlined in the Student Code.

• A registered organization may be sanctioned for one or more of the following causes:
  • Knowingly sponsoring, urging, or engaging in actions by individuals or organizations that violate University rules or regulations, including this Part.
  • Knowingly sponsoring, urging, or engaging in actions on campus by individuals or organizations that violate local, state, or federal law.
  • Knowingly sponsoring, urging, or engaging in actions that substantially disrupt or interfere with the normal operation of the University or with the lawful activities of organizations or individuals authorized to use University facilities.
• No registered organization may be sanctioned except by action of the appropriate University authority after notice and opportunity for hearing in accordance with procedures adopted by the Senate Committee on Student Discipline.
• The sanctions may include but are not limited to one or more of the following: warning; probation for a specified time; suspension of registered organization status for a specified time; revocation of registered organization status.

The Student Code outlines some strict policies regarding registered organizations and alcohol. While it is not impossible for your organization to have an approved event with alcohol on-campus (such as a reception or meal) it must be planned months in advance so the appropriate approvals may be granted. Registered organizations may never use their find account to pay for alcoholic beverages.

Other regulations regarding registered organizations and alcohol:

As stated in the Student Code (symbolized by §) 1-306(c), all University of Illinois at Urbana-Champaign students and registered organizations are subject to the alcoholic beverages policies stated in §§ 1-306 to 1-308. Both individual students and registered organizations may be subject to disciplinary action for violations of these policies (See § 1-301(d)).

In addition, the following regulations apply to registered organizations:

• Registered organization events supported in part by alcoholic beverage distributors, manufacturers, and retailers must be conducted in compliance with procedures and guidelines available from the Office of Registered Organizations.
• Consistent with § 2-406(a), in promoting sponsored programs, a registered organization may not use materials that: 1) advertise the availability of alcohol, or 2) contain information associated with solicitation for profit (for example, coupons, discounts, or commercial advertisements).
• Events involving the use of alcohol at registered organization sponsored programs should subscribe to the philosophy of responsible and legal use of the beverages. Functions with alcohol should neither encourage any form of alcohol abuse nor place emphasis on quantity and frequency of use.
• A registered organization may not use University resources to advertise or promote any event, the sole or primary purpose of which is the illegal consumption or overconsumption of alcohol. Such events include, but are not limited to, “bar crawls” and “happy hours.” If an event is challenged by the Office of Registered Organizations as a violation of this subsection, the burden is on the registered organization to prove that its sole or primary purpose was conduct other than the illegal consumption or overconsumption of alcohol.

According to Illinois law, a person commits hazing by knowingly requiring another person in any educational institution to perform an act for the purpose of joining any organization connected with that institution, if such act results in bodily harm to anyone.

The University of Illinois defines hazing as an act that endangers the mental or physical health or safety of any person OR that defaces, destroys, or removes public or private property, for the purpose of initiation into, admission into, affiliation with, or continued membership in, any group or organization. It is obviously a much broader definition than state law.

Examples of Hazing:

The U of I Interfraternity Council has set forth some examples of hazing. They include, but are certainly not limited to, the following:

• Alcohol use
• Paddling
• Excessive fatigue
• Scavenger hunts
• Road trips
• Conspicuous apparel
• Humiliating activities

Many of them are clearly not likely to result in bodily harm of any sort, but are simply not wholesome or uplifting standards of behavior.

For further information regarding hazing, please go to the following here.

The use of water-soluble chalk, easily removed by rain, for the purposes of promoting events, encouraging participation in student elections and expression of current issues is permissible on University side- walks. Chalking is prohibited:

• On University property including, but not limited to, all vertical surfaces, buildings, walls, planters, doors, trash receptacles, steps, fountains, benches, tables, signs, poles, columns, bus stops, light posts, and trees.
• Underneath any covering where chalk would not be washed away by rainfall.

The Student Code outlines the campus posting policy: Any individual may post and distribute leaflets, handbills, and other types of materials intended to provide information about sociopolitical or educational issues and events, without prior approval, under the following conditions:

1. Such materials must not advertise the availability of alcohol, or include information associated with solicitation for profit (i.e., coupons, discounts, commercial advertisements). Their content and display must also be consistent with the provisions of § 2‑405 and § 2‑406.
2. Posting
   1. Residence Halls. With the exception of materials posted in “free-will space,” only residence hall staff will post such materials in University residence halls. University organizations (see § 2‑301), campus boards, and residence hall organizations, as well as residence hall staff, may have materials posted without approval. All other organizations must seek approval to have items posted in the residence halls. In all cases, the posting process is coordinated in the Office for Residential Life, 300 Clark Hall. Some residence halls may allow for-profit and other materials to be placed in their free-will space. Contact 300 Clark Hall for locations and guidelines regarding such free-will space.
      
      
   2. Other General Campus Bulletin Boards. University organizations, campus boards, registered (student, faculty, staff) organizations, registered campus-community organizations, and Religious Workers Association members may post materials on other general campus bulletin boards. In order to allow all users a fair and equal chance for space on the boards and provide maximum service to the readers of the boards, poster size may be restricted. Posters must include the name of the sponsoring organizations, the date of the event, and the place of the event. Posters should only be placed on general University bulletin boards and Illiosks. They should not be placed on doors, walls, windows, trees, sidewalks, or trash cans. Improperly posted materials will be removed at the violator’s expense. Any legal ramifications regarding posters are the responsibility of the individual or group posting the notice. All non-current materials will periodically be removed and disposed of. Questions regarding general campus bulletin boards should be directed to the Office of the Registrar. Certain buildings, due to the nature of the activities within them, are governed by separate policies (including but not limited to those listed in § 2‑503(a).
3. Distribution
   1. Distribution of such materials inside University buildings, other than residence halls (see § 2-406), is permitted in common areas (e.g., foyers, vestibules, or hallways), provided that such distribution does not impede traffic flow or disrupt University business such as classes, laboratories, meetings, or office work. The interiors of classrooms, auditoriums, museums, theatres, lecture halls, offices, gymnasiums, retail shops, and dining or social reception halls, as well as mailboxes, are not considered “common areas” for this purpose.
      
      Distribution outside the entrances to University buildings is permitted so long as it does not impede traffic flow.
      
      For most campus buildings, the Office of the Registrar is responsible for implementation and enforcement of this policy and questions regarding it should be directed to that office.
      
      Certain buildings, due to the nature of the activities within them, are governed by separate policies (including but not limited to those listed in § 2-503(a). For those buildings, appropriate restrictions as to time, place, and manner for distributing materials may be established by the agency responsible for the building. These may include, for example, requiring prior permission to distribute inside the building, or restricting distribution to designated areas only. Buildings hosting performance or athletic activities, such as the State Farm Center, Foellinger, Huff Hall, Krannert Center, or Memorial Stadium, do not allow distribution of such materials past the turnstile or ticket-collection point during those activities. The agencies in charge of these buildings are responsible for implementation and enforcement of this policy and questions regarding it should be directed to them.
      
      Appeals relating to this policy may be made to the Dean of Students.
      
      
   2. Those distributing such materials are expected to refrain from littering and may be held responsible for costs incurred as a result of littering. “Distribution” here is defined as individuals handing such materials to other individuals who may accept them or refrain from receiving them. Leaving a stack of materials to be picked up, or placing materials on vacant lecture hall seats, etc., is considered littering, not distribution, under these rules.
      
      
   3. Those distributing such materials should be aware that nothing in this policy in any way relieves them of personal responsibility for violation of any civil laws.

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, gambling-type activities and sports gambling such completing basketball brackets – are not permitted on University property.

Registered organizations may hold these events off-campus, but are subject to the rules set forth by the Illinois Department of Revenue.

Registered organizations may sponsor card-playing events (to include Texas Hold ‘Em style tournaments) under the following conditions:

• No participation/entry fee or donations are collected from participants;
• No prizes are awarded for participating/ winning;
• “Anything of value” cannot be awarded for participating/winning;
• Event is held in the “normal place of operation” of the sponsoring organization.

If you need further information about these rules, please visit: Illinois Department of Revenue, Title 86: Revenue, Part 435 - Charitable Games Act here.

(Compiled website database with all pertinent information regarding Charitable Games, including: introductions, definitions, licenses, operation, restrictions, limitations, and criminal and civil penalties.)

Film Agencies:

Swank Motion Pictures

• This agency represents most major studios and also has a large number of pre-release films available, or films that are not out on DVD and still in theaters, as well as a lot of older favorites.

Criterion Pictures

• This agency also represents most major studios and has pre-release films available.

California Newsreel

• This agency represents mostly documentary films and films about social change movements.

Registered Organizations often submit space and event requests for showing a film on campus. It is important to understand that when showing a film for an event, there are strict federal laws about film licensing and screening films for a public audience. Films that you rent at a video store are licensed for private use, meaning they are licensed for the renter to watch at home with friends or family, but not for a renter to screen at an event or for a larger audience.

To be able to legally screen a film for an event or for a larger audience, your organization will need to obtain permission in the form of a film license (from an agency that is legally permitted to license and grant permission to publicly screen films) or from a waiver from the film’s studio (which is typically only granted with smaller independent or international studios).

If your registered organization is interested in screening a film, you will need to contact a licensing agency to purchase the rights to show the film. The license may often cost anywhere from $250-$950 depending on the title of the film you wish to show. This license, however expensive, will protect your RO from a potential copyright infringement. The University Library does have public performance rights for certain films. Please visit their website for complete instructions regarding these films here. Should your organization find a movie that has public performance rights through the University Library, you must include proof along with your space request. A print-off from the online catalog is sufficient.

To the right are some suggested film agencies where you may be able to purchase a license and also rent a copy of the film you wish to screen.

Please note, when you submit an Event Request Form for a film screening, it will not be approved until you can produce a valid film license (such as from an agency above) or proof of permission to screen a film.

For more information on films and copyright infringement law, click here.

All registered organizations must agree to comply with the University’s policy of non-discrimination, which is highlighted in the Student Code:

• The commitment of the University to the most fundamental principles of academic freedom, equality of opportunity, and human dignity requires that decisions involving students and employees be based on individual merit and be free from invidious discrimination in all its forms.
• It is the policy of the University not to engage in discrimination or harassment against any person be- cause of race, color, religion, sex, national origin, ancestry, age, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military, or status as a disabled veteran or a veteran of the Vietnam era and to comply with all federal and state nondiscrimination, equal opportunity, and affirmative action laws, orders, and regulations. This nondiscrimination policy applies to admissions, employment, and access to and treatment in the University programs and activities. Complaints of invidious discrimination prohibited by University policy are to be resolved within existing University procedures.

Any organization entering into a contract is doing so on its own accord. Because registered organizations do not have a relationship with the University, the Illini Union Office of Registered Organizations is not able to assist with contracts, nor is it able to provide a contract template.

It is a common misconception that registered organizations are officially part of the University of Illinois (see Section I – Introduction). No registered organizations are allowed to use any official logo or trademark of the University. Organization websites, publications, and apparel should be free of trade-marked items. Trademark and copyright infringement are offenses that can be sanctioned according to the Student Code. More information on Trademark and Licensing.

In order to receive approval for any items using University of Illinois trademark and copyright information, the Trademark Request Form must be filled out. This includes, but is not limited to: uniforms, jerseys, social media posts, advertisements, RSO Branding, etc.

From the Student Code:
No registered organization shall be permitted to use the name of or any symbol identified with the University, or to conduct its affairs in such a manner as to imply to anyone dealing with it that it is an official agency or part of the University. Each registered organization shall be required to include in its articles of incorporation, or association, in its bylaws, or its constitution and its contracts or agreements with others, a provision clearly stating that it is not an official agency or a part of the University, and disclaiming the responsibility of the University for its acts and liabilities.

Registered organizations may choose to sponsor events that feature professional entertainers. If that person is being paid more than $5,000, the Student Code has certain restrictions in place:

• Events involving professional performers shall be defined as those entertainment events open to the student body and/or general public in which the per- formers appear before an audience and are paid or normally receive pay for their services. Such entertainment events shall include theatrical productions, closed-circuit television, athletic events, arena spectaculars, artists, and the like that utilize professional musicians, singers, dancers, athletes, or comedians. It shall not include any event in which the total fees paid or normally paid for the performers’ services, including expenses, are less than $2,500. It shall also not include dances, film showings, banquets, or lectures, regardless of any fees that may be involved.
  
  
• Sponsorship of events involving professional performers as defined above shall be restricted to the State Farm Center utilizing its premises, Krannert Center for the Performing Arts utilizing its premises, Star Course, the Illini Union, and the Illini Union Board utilizing either of the above, or other facilities as approved by the Office of the Registrar. Under exceptional conditions, University organizations, campus boards, registered organizations, or related organizations may cosponsor events involving professional performers with one of the above-mentioned authorized agencies in accordance with the limitations of section VIII 1 of the Campus Administrative Manual. Such co-sponsorship, as well as all agreements related to that co-sponsorship, shall be at the full discretion of the authorized agency except that at least 50 percent of all financial interests shall remain with the authorized agency. To qualify for co-sponsorship consideration, an organization must be able to show that its co-sponsorship would enhance the value or facilitate holding the event in a way that cannot be achieved by one of the usual authorized sponsors. Fund raising, regardless of the purpose or benefactor, is not an appropriate reason in itself to allow co-sponsorship.

Raffles are permitted pending the sponsoring organization 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. A copy of the raffle license must be provided with the space request.

For raffles held in Champaign, permits may be applied for in Champaign at the City Clerk’s Office.

For raffles held in Urbana, permits may be applied for in Urbana at City Clerk’s Office, 400 S. Vine. Please note, the Quad is in Urbana.

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, as well as a copy of the license.

All tickets being used for programs/events must be approved by the Assistant Director of Student Programs & Activities and must have the following information upon approval:

• First and Last Name of the President, Treasurer or Authorized Agent #1, #2 or #3
• Illinois email address
• Contact phone number

Find and download the Treasurer's Guide here.

Find and download the Food Safety Guide here.