Registered Student Organizations
Fall 2021 Semster:
Registered Student Organizations for 2021-2022 may reserve weekly meetings and special events. If you are not registered for 2021-2022, please go to the Center for Student Involvement (CSI) website to learn more about the annual registration process.
Weekly meetings can be reserved in Rooms 603, 605, 610, White Oak, and Rathskellar. Room 613 can be used for dance practices or other events that need a cleared space. Rooms 302 and Cardinal can be reserved for special events. Illinois Rooms AB can be reserved from 6pm - 10pm.
HOW TO RESERVE SPACE
In order to reserve space, please complete a space request form in UIC Connection at http://connect.uic.edu by using the “Create event” function. Under the organizational tools, only the president, vice president, and treasurer of your student organization can request room space. Under “Events”, if you do not see the “Create Event” button, you are not authorized to request space.
The first page is basic event information. On the second page, you will complete additional event information depending on the type of space you are requesting. Upon event approval, your event will be emailed to the person who requested the space and be posted in UIC Connection!
Events are not considered confirmed until the person who requested the space has received an email confirmation from the Office of Meetings & Conferences.
Events are not considered confirmed until the person making the request has received an email confirmation.
PLEASE NOTE: Rooms are provided free of charge and equipment is offered at a discounted rate only for Registered Student Organizations using the space for their organization or with other UIC students. If your organization is partnering with a campus department, the campus department rate will be charged for both the room costs and equipment costs. If your organization is partnering with a non-university group, you will be charged at the affiliated rate for rooms and equipment. If your event has more than 50% non-UIC attendees, you will be charged the affiliated rate for rooms and equipment. Meetings and Conferences reserves the right to determine the rate that your organization will be charged. If you reserve space for your organization and it is determined at a later date that the event was coordinated with a campus department or outside organization, the costs listed will be added to your reservation.
COVID Restrictions: Facial coverings must be worn for all events in SCE and SCW, regardless of vaccination status. Social distancing is recommended, but not required for vaccinated people. People who are not vaccinated are required to maintain 6' social distance. Violation of UIC COVID -19 protocols will result in an automatic 2 week suspension. Food is only allowed at events with a 6' social distance set up. See HERE for UIC COVID information.
Contact Meetings and Conferences:
For assistance, please call 312-413-1780, email Janina Castillo-Rojas at firstname.lastname@example.org, or visit us in Room 380A Student Center East.
The Office of Meetings and Conferences is happy to assist you in planning your event. We have space for weekly and general body meetings, signature events, performances, conferences, and special events.
We are available to assist you in planning your event. We focus not just on your reservation, but in determining the appropriate space and the appropriate set up to reach the desired outcome of your event. All Illinois Room events and other special events require a premeeting three weeks in advance of your event.
Time Restrictions And Set Ups
Illinois Rooms AB can be reserved from 6pm to 10pm for special events such as dinners and performances. Please note that Illinois Room C and Fort Dearborn will NOT be in use during the fall semester. Requests for daytime programming are also available from 8am till 4pm.
Weekly and General Body Meetings
Due to increased time needed for additional sanitizing requirements, weekly events and general body meetings have been limited to 2 hours. Spaces will be limited due to the cleaning requirements. Weekly meetings can be reserved between 3pm and 10pm in the following rooms with the predetermined set-up listed:
610: Conference for 10
603: Conference for 24
605: Auditorium for 98
613: Cleared/Dance Space
White Oak: Auditorium for 42
Rathkellar: Auditorium for 60
The Office of Meetings and Conferences reserves the right to assign the best room appropriate for your attendance expectations, and may not assign you to your preferred room.
Special events include guest lecturers, dinners, receptions, gaming events, conferences, and any other events that do not fall into the categories listed above. Special events may be held from 7:00am – 10:00pm, Monday – Sunday. Time allotted for special events will be determined by the nature of the event and the set up requested. Room 302 and 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 offered at an extremely discounted rate. These discounts are only offered for RSOs hosting events for UIC students and the UIC Community. The reserving officer of the RSO must be the primary organizer of the event. 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 a RSO that are organized by a campus department 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 events are subject to a $500 audio-visual fee. This cost covers the event and audio-visual staff as well as all equipment offered by Meetings and Conferences. If additional equipment needs to be rented, your organization will be charged cost + 30%.
For outdoor events, the Office of Meetings and Conferences will provide one standing microphone with portable sound system. Any additional equipment can be rented at cost + 30%.
For all other spaces, up to two wired microphones with portable sound system are offered at a 100% discount. A portable sound system is also offered at a 100% discount with appropriate cords for any audio inputs. We offer the following equipment at discounted rates:
Data projector with screen: $26.50
Wireless microphone: $25.00
Concert quality speakers (required for all performance events): $50.00 per speaker
Mixer (required for all events with more than 2 microphones): $50.00
Spotlight/tree lights: $25.00
Any event that requires a dedicated audio-visual staff member or event manager may be charged $50/hour with a minimum of 4 hours, and including one hour prior to and after your event. All events requiring audio visual equipment on Sundays require an AV Technician and may require an Event Manager. The Office of Meetings and Conferences will determine if event staff or audio visual staff are required for events Monday – 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.
If you need assistance funding your event, you may be eligible for assistance through the Student Activity Funding Committee managed by the Center for Student Involvement. Click here for more information. Link: http://campusprograms.uic.edu/safc.shtml
All food in our meetings spaces must be catered through the university’s contracted caterer, Chartwell’s. Chartwell’s 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.
SOR credit will be available starting October 1, 2021. Chartwell’s offers catering event assistance for RSOs. Each semester, Chartwell’s offers $10,000 in funding for RSO events. SOR credit is available up to $200 per organization per semester, and is given on a first come, first served basis. Applications should be submitted as soon as you have your catering order, and must be submitted at least 7 days prior to your event.
The SOR credit application must be submitted online in UIC Connection. The form can be found HERE.
Exemptions for food service may be granted in certain instances. Catering exemptions are generally only allowed for menu items that Chartwell’s does not provide. You may request a catering exemption by contacting Thea Ward (email@example.com) to initiate the process. Your organization must first meet with a representative from Chartwell’s. If they agree to the exemption, you must then provide the food service certificate, business license, and certificate of liability insurance naming UIC as the certificate holder. The exemption will not be approved until these items have been received.
Payments for events should be made prior to the event and must be paid within 30 days of the event. Failure to pay within 30 days may result in loss of privileges to reserve rooms and cancellation of future reserved events and until the balance is paid.
Facility Use Policies
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 a larger number of persons than can be freely and safely move within the contracted space is strictly prohibited. Meetings and Conferences staff reserved the right to monitor occupancy and may deny entry after capacity has been reached. Room capacity will vary bases on set up requirements.
Items such as glitter, confetti, or similar products are prohibited.
Signs and banners may only be hung using approved methods. Affixing and banners, signs, or decorations on walls using anything other than painter’s tape may result in charges for damage.
Candles and open flames are strictly prohibited.
Unless a catering exemption has been approved in advance, only food prepared by UIC Catering or purchased from a food vendor inside of the Student Centers is permitted in the rooms. Any organization that brings in outside food without prior permission is subject to disciplinary procedures.
Meeting rooms must remain “as is”. Rearranging of the furniture is prohibited. For special set up needs, please work with an Events Administrator to prepare a diagram for your specific set up.
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 and shall cooperate with and comply with efforts of Meetings and Conferences and the University of Illinois at Chicago to ensure the same. If it is determined for any reason adequate safety and protection of persons or property at the event can not be ensured through reasonable security or other precautions, permission to use the facility may be denied or withdrawn.
The University of Illinois at Chicago is a smoke free and tobacco free campus. Smoking is not permitted anywhere on the premises. Smoking of any kind, including vaporizers, and the use of smokeless tobacco products are strictly prohibited inside the facility and on UIC property.
Cancellations must be made through UIC Connection five business days prior to the event. Failure to cancel an event and/or not showing up for a reserved event will result in disciplinary actions. The first occurrence will result in a warning. The second occurrence will result in a two week suspension and cancellation of any events during that time period. The third occurrence will result in a sixteen week suspension and cancellation on any events during that time period.