Registered Student Organizations
SPRING SEMESTER 2021: Updated rooms and capacities are listed HERE.
Facial coverings must be worn and social distance maintained for all events in SCE and SCW.
Meetings and Conferences is happy to have partnered with the Center for Student Involvement to streamline the process for reserving rooms for registered student organizations. All requests for space in the Student Centers and Outdoor Events must be made on UIC Connection. Only administrators of your organization can request room space.
In order to reserve space, please complete a space request form in UIC Connection at http://connect.uic.edu. 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 reserving officer and be posted in UIC Connection!
Only the president, vice president, and treasurer are authorized to request event space. If you do not see the “create an event” green button, you are not authorized to request space.
Please click here for more information on creating an event.
Events are not considered confirmed until the person making the request has received an email confirmation.
For assistance, please call 312-413-1780, email 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.
The Illinois Room is not available for the semester due to Covid Saliva Testing.
Weekly and General Body Meetings
Due to increased time needed for additional sanitizing requirements, weekly events and general body meetings have been limited to the following rooms with predetermined set ups and times.
302: 3pm – 5pm; 6pm – 7pm; 8pm – 9pm
Set-up: Auditorium for 42
605:, 3pm – 5pm; 6pm – 7pm; 8pm – 9pm
Set-up: auditorium for 34
613: 3pm – 4pm, 5pm – 6pm, 7pm – 9pm
Set-up: auditorium for 23
713: 3pm – 4pm, 5pm – 7pm; 8pm – 9pm
Set-up: Conference for 10
White Oak: 3pm – 4pm; 5pm – 6pm; 7pm – 9pm
Set-up: Auditorium for 12
The Office of Meetings and Conferences reserves the right to assign the best room appropriate for your attendance expectations, and may
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 – 9:00pm, Monday – Sunday. Time allotted for special events will be determined by the nature of the event and the set up requested.
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.
All Illinois Room events are subject to a $500 conference/performance 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.
Chartwell’s also 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. https://orgsync.com/63688/forms
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.