Registered Student Organizations

Illinois Rooms

Illinois Rooms ABC can be reserved from 6 p.m. to 10 p.m. for special events such as dinners and performances. Groups are only allowed access to the space during the confirmed registration time. Performance events should end by 9:30 p.m. to clear the space by 10:00 p.m. Requests for daytime programming are also available from 8 a.m. to 4 p.m.

Special Events

Special events include guest lecturers, dinners, receptions, gaming events, conferences, and other events that do not fall into the abovementioned categories. They may be held from 7:00 am. to 10:00 pm. Monday through Sunday. The time allotted for special events will be determined by the nature of the event and the set-up requested. Room 301 and the Cardinal Room are available for special events.

Registered student organizations receive a 100% discount on room rental rates. Basic equipment is also offered with a 100% discount, while other equipment is provided at an extremely discounted rate. These discounts are only offered for RSOs hosting events for UIC students and the UIC Community. The RSO’s reserving officer must be the event’s primary organizer.

Events organized by a UIC RSO with an attendance of more than 50% non-UIC attendees will be subject to the UIC Affiliated rate for room charges and equipment charges.

Events reserved by an RSO that a campus department organizes will be subject to the University Department rate for all room fees and equipment.

Meetings and Conferences reserves the right to determine the rate that your organization will be charged.

All Illinois Room (SCE) and Thompson Room (SCW) events are subject to a $550 audiovisual fee. This fee covers the event, audiovisual equipment, and all equipment offered at Meetings & Conferences. If additional equipment needs to be rented, your organization will charge a cost + of 30%.

Up to two wired microphones with portable sound systems are offered at a 100% discount for all other spaces. A portable sound system is also provided at a 100% discount with appropriate cords for any audio inputs. We offer the following equipment at discounted rates:

• Data projector with screen:  $28
• Wireless microphone:  $30.00
• Mixer (required for all events with more than two microphones):  $30.00
• Uplight:  $50.00

Any event that requires a dedicated audiovisual technician or event manager may be charged $55/hour for a minimum of four hours, including one hour before and after the event. All events requiring audiovisual equipment on Sundays require an AV Technician and may require an Event Manager and will be charged with a Sunday rate. The Office of Meetings and Conferences will determine if event staff or audiovisual equipment is required for events Monday through Saturday.

Any equipment added on the day of your event is subject to the cost of the equipment as well as a $25.00 late add fee.

Students will receive a confirmation upon approval for their event on Campus Groups. Payments will be due after your event to accommodate additional requests and audiovisual equipment. Once the updated invoice has been sent, payments must be made within 30 days after the event.

Student organizations have the following options to fulfill their payments:

• Direct pay with a credit or debit card.
• A physical check made out to the University of Illinois Chicago.
• Submit the final invoice to UIC Connect upon receipt of the invoice to pay using your COF Account.

Failure to pay within 30 days may result in losing privileges to reserve event rooms and cancellation of future reserved events until the balance is paid.

Cancellations/No Shows

Cancellations must be made via email to uicmeetingsandconferences@gmail.com.

• Cancellations for smaller meeting spaces must be submitted at least three business days before the event.
• Cancellations for Illinois Room or Thompson Room events must be submitted ten business days in advance.

Failure to provide cancellations in writing will result in a $25 fine for smaller meeting spaces, a $325 fine for Illinois Room and Thompson Room events, and possible suspension of meeting space privileges.

If Illinois Room or Thompson Room events are canceled with less than 48 hours’ notice or if you fail to attend a confirmed event, your organization will be charged the entire room fee at the campus department rate.

Attendance and Room Capacity

Room capacity is determined by state and federal fire and safety regulations and enforced by Meetings and Conferences staff. Admittance of more persons than can be freely and safely moved within the contracted space is strictly prohibited.

Meetings and Conferences staff reserve the right to monitor occupancy and may deny entry after reaching capacity. Room capacity will vary based on setup requirements. Any event a student organization hosts is subject to outside organization rates if more than 50% of attendees are not UIC students.

Decoration Policy

Items such as glitter, confetti, or similar products are prohibited. Candles and open flames are strictly prohibited.

Signs and banners may only be hung using approved methods. Affixing banners, signs, or decorations on walls using anything other than painter’s tape may result in damage charges.

Food & Catering Policy

Unless a catering exemption has been approved, only food prepared by UIC Catering or purchased from a food vendor inside the Student Centers is permitted in the rooms.  Any organization that brings in outside food without prior permission is subject to disciplinary procedures.

Furniture Policy

Meeting rooms must remain “as is” per the agreed-upon setup for your event. Furniture rearranging is prohibited. For special setup needs, please work with an Event Coordinator to prepare a diagram for your specific setup.

Safety Policy

The reserving organization is responsible for exercising due care and reasonable control to ensure the safety and protection of persons or property at the event. It shall cooperate with and comply with efforts of Meetings and Conferences and the University of Illinois Chicago to ensure the same.  Suppose it is determined that adequate safety and protection of persons or property at the event can not be ensured through reasonable security or other precautions. In that case, permission to use the facility may be denied or withdrawn.

Smoking Policy

The University of Illinois Chicago is a smoke-free campus. Smoking is prohibited anywhere on the premises, including vaporizers and smokeless tobacco products inside the facial area and UIC property.

All food in our meeting spaces must be catered through the university’s contracted caterer, Sodexo. Sodexo offers a discounted student menu for RSOs hosting events for UIC students. RSO-sponsored events with faculty and staff or non-UIC attendees must use the standard menu.

To view menus and to order online, please visit catertrax.uic.edu.

Exemptions for food service may be granted in certain instances. Catering exemptions are generally only allowed for menu items Sodexo does not provide. You may request a catering exemption by contacting Thea Ward (thea@uic.edu) to initiate the process.

Your organization must first meet with a representative from Sodexo. If they agree to the exemption, you must then provide the following:

• Food Service Certificate
• Business License
• Certificate of Liability Insurance, naming UIC as the certificate holder

The exemption will not be approved until these items have been received.