Registered Student Organizations

Illinois Rooms

The Illinois Room is open for daytime programming from 8:00am – 4:00pm.  Evening performance events are limited to the hours of 6:00pm – 10:00pm.  You are only allowed access to the Illinois Rooms during the time of your reservation, so any decorating, rehearsing, or other pre-event needs must be planned within these time frames.  Exceptions to these time frames may be made for weekend events, but are subject to availability and set-up of other events and may incur additional staffing charges.

Weekly and General Body Meetings

Weekly events and general body meetings may be requested anytime between the hours of 7:00am – 10:00pm.  Meetings are limited to two hours per meeting not to exceed 4 hours of meeting space per week.

In order to accommodate as many groups as possible, we have predetermined set ups for certain meeting rooms from 6:00pm – 10:00pm, Monday through Friday.  During these times, we schedule meetings back to back, so it is important that you are out of the room by your scheduled end time.  The predetermined set ups are:

Room 603:  U-shape Conference for 30

Room 605:  Auditorium for up to 150

Room 610:  Conference for 14

Room 611:  Conference for 20

Room 613:  Auditorium for up to 80

The Office of Meetings and Conferences reserved the right to assign the best room appropriate for your attendance expectations, and may relocate weekly meeting space if you have been consistently having a lower attendance than reported or expected.  Any changes will only be made in order to accommodate more events.

Additional rooms may be available for weekly meetings during these times with different set -ups, but are subject to availability of space and set ups of other scheduled events.

Weekly meeting space requests during times other than 6pm – 10pm, M-F are welcome and will be granted based on availability and set up needs.

Dance Space

Room 713 is the only room where dance rehearsals are permitted.  Room 713 is available for rehearsals every Monday – Friday from 6:00pm – 10:00pm, with a two hour maximum per rehearsal, not to exceed four hours per week.  Requests for Room 713 during other times during the day, M-F, will be granted based on availability.  You may also request Room 713 on weekends and requests will be granted based on availability.  Weekend requests may be made for up to four hours.

Bake Sales

Bake sales are only permitted in the Ward Lounge Bake Sale area.  To maximize fundraising opportunities for registered student organizations, we offer 2 bake sale time slots, 8:30am – 12:30pm and 1:00pm – 5:00pm, Monday – Friday.  Each registered student organization can have three bake sales per semester, which must be on three separate dates.

Information Tables

Informationtables are located in the East and West Concourse areas in Student Center East.  There are no specific time slots allocated.  RSOs can request 16 information tables per semester.

Performance Events

While most performance events are held in the Illinois Rooms, other rooms may be available for smaller performance events.  Requests for these events is subject to availability and how the event may affect other nearby events.  Performance events on weekdays are limited to 6:00pm – 10:00pm.  Longer time frames may be granted for weekend requests and will be granted based on availability and event needs.

Signature Events

Signature events include events that market or promote your organization.  Many times, these are a series of events lasting for a short time period, typically a week.  Time restrictions are temporarily lifted during this time.  Events may be held between 7:00am – 10:00pm, Monday – Sunday.  Signature events in the Illinois Room are still subject to the time restrictions of that space.

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.

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 (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.

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 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.