Registered Student Organizations

Illinois Rooms

Illinois Rooms ABC can be reserved from 6pm to 10pm 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 to ensure that the space is cleared by 10:00pm.  Requests for daytime programming are also available from 8am till 4pm.

Weekly and General Body Meetings

Weekly meetings can be reserved between 3pm and 10pm in the following rooms with the predetermined set-up listed:

611:  Conference for 20

610:  Conference for 15

603: U-Shape for 25

605:  Auditorium for 100

613:  Auditorium for 60

713:  Cleared/Dance

White Oak:  Auditorium for 40

Fort Dearborn:   Auditorium for 60

Fort Dearborn:   Round Tables for 40

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

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 301 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 $550 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:  $28

Wireless microphone:  $30.00

Concert quality speakers (required for all performance events):  $60.00 per speaker

Mixer (required for all events with more than 2 microphones):  $60.00

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.

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 (thea@uic.edu) 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.

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. Any event a student organization hosts is subject to outside organization rates if more than 50% of attendees are not UIC students.

Decorations

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.

Food

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.

Furniture

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.

Safety

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.

Smoking

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/No Shows

Cancellations must be made via email to uicmeetingsandconferences@gmail.com.  Cancellations for meeting spaces other than the Illinois Rooms or Thompson Rooms need to be submitted at least 3 business days prior to the event. Cancellations for Illinois Room or Thompson Room events must be submitted at least 10 business days in advance. Failure to provide cancellations in writing will result in a $25 fine for meeting spaces other than Illinois Room or Thompson Room, and a $325 fine for Illinois Room and Thompson Room events, as well as possible suspension of meeting space privileges. For any cancellation of Illinois Room or Thompson Room events with less than 48 hour notice, or failure to show for a confirmed event, your organization will be charged the entire room fee at the campus department rate.