Registered Student Organizations

Meetings & Conferences reserve meeting rooms in the Student Centers. Details on meeting rooms, setups, and capacities can be found on the Meetings & Conferences Registered Student Organization Page. The Inner Circle, East Terrace, Pier Room, and Montgomery Lounge are not available for booking.

Only a registered officer of the organization is permitted to reserve rooms. That includes the President, Treasurer, and Officer-SOR. The room is not considered reserved until a confirmation with a reservation number is received from the Meetings and Conferences department.

Registered Student Organizations are granted 6 hours per week for weekly and regular meetings.

• For regular Saturday and Sunday events, please be sure to submit your request 10 business days in advance so that our department can ensure staffing for that weekend.

Special Events

Special events require approval from an Event Coordinator and a consultation at least three weeks before the event date. A special event is an event beyond the organization’s regular meetings or activities, often with a specific purpose and requiring careful planning and execution. Examples include larger social events, performances, competitions, cultural festivals, blood drives, among others.

Meetings & Conferences reserve the right to determine if your event is considered a special event, which may or may not count towards the granted 6 hours.

Special events in the Illinois Room and the Thompson Room can be reserved from 6:00 p.m. to 9:30 p.m. The Cardinal Room and Room 301 may also be used for special events. Please ensure that you vacate the event space by the reservation time to avoid overtime charges.

Registered Student Organizations can reserve a table at the Student Center East Concourse for three hours once a week. The table can be reserved for either a morning or an afternoon slot.

• Morning Slots: 3 hours between 8:00 am and 12:30 pm
• Afternoon Slots: 3 hours between 12:30 pm and 5:00 pm

Tabling events are subject to shutdowns if the following usage rules are violated:

1. The sale or distribution of food and beverages is prohibited.
2. Any non-food fundraising that does not have approval from CSI
3. No covering windows, bulletin boards, or doors.
4. Using tables not provided by the Student Center.
5. Rearranging/relocating tables.
6. Standing in front of the tables is prohibited.
7. Disruptions to the concourse, including loud music, are not permitted.

The exceptions to this rule are Student Involvement Fair Days, Sweetest Day, and Valentine’s Day.

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 non-UIC attendees will be subject to the UIC Affiliated rate for room 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 $575 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%.

Special events in the Illinois Room can be reserved from 6:00 p.m. to 9:30 p.m. Time requests outside of this time frame are $55 per hour.

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:  $30.00
• Wireless microphone:  $30.00
• Mixer (required for all events with more than two microphones):  $30.00

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 $30.00 late add fee per item.

All charges on the confirmed reservation will be due after the 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 payments with cash, credit, or debit card at the Meetings & Conferences office.
• A paper 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 will result in the loss of privileges to reserve event rooms and the cancellation of future reserved events until the balance is paid.

Cancellations must be made via email to rsoevents@uic.edu.

• Cancellations for Illinois Room or Thompson Room events must be submitted ten business days in advance. Failure to provide cancellation within this time will result in a full charge ($575). If the cancellation is made less than 48 hours before the event, a $325 fine will be added to the full charge.
• Cancellations for the Cardinal Room or Room 301 must be submitted five business days before the event. Failure to provide cancellation in writing within this time will result in a $75 fine.
• Cancellations for smaller meeting spaces must be submitted three business days before the event. Failure to do so will result in a $25 fine.

Late cancellations and No-Shows will result in disciplinary action and a fine.

Attendance Policy

Any event hosted by a student organization is subject to affiliated organization rates if the attendees are non-UIC students.

Capacity Policy

Each meeting room has a maximum capacity, determined by state, federal, fire, and safety regulations, based on the space and setup. Groups that begin to exceed the room capacity will be monitored for safety. Meetings & Conferences reserve the right to ask additional guests to leave or cancel the event if the event is deemed unsafe.

Decoration Policy

Items such as helium balloons, glitter, confetti, bubbles, slime, or similar products are prohibited. Open flames, candles, and/or incense are not allowed at any time. Do not attach decorations or other materials to walls using anything that may leave behind residue, peel paint, or otherwise damage the surface. The organization will be charged for the repair of any damage to walls/tables/floors caused by signs, decorations, or the event. Your Event Coordinator will be happy to work with you about approved methods to help display items for your event.

Furniture Policy

Meeting rooms must remain “as is” per the agreed-upon setup for your event. Furniture rearranging is prohibited and will result in disciplinary action. For special setup needs, please work with your Event Coordinator to prepare a diagram for your specific setup. If additional furniture is needed on the day of the event, please contact the On-Call Student Manager for assistance and approval.

Safety Policy

The Registered Student Organization is responsible for exercising due care and reasonable control to ensure the safety and protection of persons or property at the event. They shall cooperate with and comply with the efforts of Meetings & Conferences and the University of Illinois Chicago to ensure the same.  If it is determined that adequate safety and protection of persons or property at the event cannot be ensured through reasonable security or other precautions, the permission to use the facility may be denied or withdrawn.

Smoking Policy

UIC is a tobacco-free campus. The policy applies to all forms of tobacco, including but not limited to cigarettes, cigars, vapes, pipes, water pipes (hookahs), chew, electronic cigarettes, and smokeless tobacco products anywhere within campus boundaries.

Alcohol Policy

The University of Illinois Chicago is committed to maintaining an alcohol-free environment for its students and employees in compliance with applicable federal, state, and local laws. No one under the age of 21 may possess, sell, or consume alcoholic beverages on any property under UIC’s control, including campus housing.

The University signed an exclusive contract with the Chicago Catering Company to cater in the meeting rooms in the Student Centers. All catering for events inside the Student Centers (SCE, SCW, & SSB) must be supplied by said company. Student menu is located at this link: https://meetings.uic.edu/services/catering/

Using any of the food vendors located within the Student Centers is permitted in the Meetings & Conferences meeting rooms. Please notify your Event Coordinator when you have food at your events, so it can be noted within the reservation.

Any unauthorized outside food (not purchased from SodexoMagic or the Student Center vendors) within the meeting rooms will result in disciplinary action.

Please note that the RSO hosting the event is required to clean up any leftover catering food and/or garbage after the event to avoid disciplinary notice and fines.

Catering Exemption

All exemption requests must be started 14 days (or more) before your event; otherwise, the request will be denied. Please contact Kim Tran, Office Support Associate, at ktran42@uic.edu to start the process. The date of starting the exemption will be noted, and the contact information to meet with the Chicago Catering Company/UIC Catering will be provided. They can accommodate a variety of diverse ethnic food requests. If UIC Catering cannot fulfill your food requests, an exemption may be granted by Dining Services.

If Catering agrees to the exemption, the exemption form will be provided to send to Dining Services for approval. If Dining Services approves the catering request, the organization will need to provide the required documentation to obtain final approval for the catering exemption. All paperwork and forms must be turned in four (4) days before your event; otherwise, the request will be denied.

The approved catering will be stated on the event confirmation sheet. The organization is required to clean the tables/room after the event to avoid a fine. Please note the penalty for bringing in outside food not approved is an automatic 30-day suspension.