Registered Student Organizations

Meetings and Conferences reserves meeting rooms in the Student Centers. Details on meeting rooms, setups, and capacities are available on the Meetings and Conferences Registered Student Organization Page. The 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 the Meetings and Conferences department confirms by email, including a reservation number.

The Student Services Building will be available to student organizations if no alternative spaces are available at Student Center East or Student Center West. The Student Services Building is available Monday through Friday, 9:00 am to 4:30 pm. It will be at the Meetings and Conferences’ discretion to decide whether to book the space.

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

• All event requests must be submitted at least three business days before the event date. Reservation requests can only be submitted for the current semester.
• All reservation requests by Registered Student Organizations will be processed on a first-come, first-served basis.
• Please review the details on the event confirmation sheet before your event.
• Late equipment add-on requests will incur a fee, and changes to the event space will incur a $100 room reset fee.

Special Events

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 large social events, performances, competitions, cultural festivals, and blood drives.

Special events require approval from an Event Coordinator and a consultation with both the Event Coordinator and the AV Technician at least three weeks before the event date. During the meeting, please have information prepared regarding equipment needs and event room setup.

Organizations are allowed to provide their own equipment, however the technicians will not source any additional on-site needs. If the organization requests multiple room changes in the Illinois Room or the Thompson Room, it may incur a $250 staffing charge. If the room requires a full reset, the organization will be charged $575.

Meetings and Conferences reserves the right to determine if your event is considered a special event, which may or may not count towards the granted 6 hours. Otherwise, Registered Student Organizations are granted 4 hours per week for special events. Note that a special event may only occur in one event room at a time.

Innercircle

The Innercircle can only be reserved if all other available spaces are fully booked. To secure the Innercircle, the organization must provide advance written justification 10 days prior to the event date and obtain formal approval from the Meetings and Conferences department.

The setup for the Innercircle cannot be altered and is available strictly in its “As-Is” condition. The space can only be booked from 6:00 PM to 9:30 PM. The cost for reserving the Innercircle is a $200 base rate (non-negotiable), and additional fees may apply for AV equipment, staging, or personnel, which can total up to $550.

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:

• The sale or distribution of food and beverages is prohibited.
• Any non-food fundraising that does not have approval from CSI
• No covering windows, bulletin boards, or doors.
• Using tables not provided by the Student Center.
• Rearranging/relocating tables.
• Standing in front of the tables is prohibited.
• Disruptions to the concourse, including loud music, are not permitted.
• Using a table space without a reservation.

The exemption to the food and beverage distribution rule is if the Chicago Catering Company, SodexoMagic, provides the food and beverages. Additionally, the exemption applies if the Center for Student Involvement is hosting the reservations for Student Involvement Fair Days, Sweetest Day, and Valentine’s Day.

Please note that non-compliance or repeated verbal warnings will result in a disciplinary violation from the Meetings and Conferences office, which will affect the organization’s ability to reserve spaces.

Registered Student Organizations (RSOs) can now reserve classroom spaces through the Meetings and Conferences department. To book a classroom, please fill out the RSO booking form and select “Classroom/Lecture Hall.” Please note that setup changes and equipment requests are not available for this type of booking. Organizations may use the equipment that is already in place in the reserved classroom.

Schedule & Availability

• Monday – Friday: 6:00 PM to 9:00 PM
• Saturday & Sunday: Closed
• Booking Window: Availability varies. Rooms cannot be booked more than one month in advance.

Room Restrictions

• Meetings Only: No Programs of any kind are permitted.
• No Series Bookings: Classrooms are available for single-use reservations only; recurring series are not allowed.
• No Food or Drink: Food and beverages are strictly prohibited.
• Noise Control: Quiet, undisruptive meetings only—no amplified sound or music allowed.
• Enforcement: The Meeting and Conferences room disciplinary procedures apply to all classroom bookings.
• Attendance: All in attendance must be UIC Students. Non-UIC students are not allowed in the classrooms.

Booking Deadlines

• 5-Day Notice: All requests must be submitted at least 5 days in advance.
• Strict Denial: Requests made 4 days or less before the date will be automatically denied.

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 and the Thompson Room can be reserved from 5:30 p.m. to 9:30 p.m. If the organization would like to access the event room earlier, there will be a charge of $55 an hour for every hour before 5:30 pm. The Cardinal Room and Room 301 may also be used for special events.

Please ensure that the event space is cleared by 9:30 pm to comply with the building’s closing time. If the event continues past 10:00 pm, a $200 staffing fee will apply, and this may result in disciplinary action.

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 is sent, payments must be made within 30 days of the event.

Student organizations have the following options to fulfill their payments:

• Online payment with a credit or debit card.
• 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.

Information on COF Accounts can be found here: https://involvement.uic.edu/manage-org-money/

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. During this time, the event space will be open for other organizations to book. If the organization’s balances are not paid in time before the space is booked, the organization must rebook its original event for a different date.

To cancel a meeting space, email your request to rsoevents@uic.edu so staff can manually review and process it. Deadlines and penalties vary by location and are calculated in business days (excluding weekends and official university holidays).

• Cancellations for the Illinois Room or Thompson Room events must be submitted ten business days before the event date by 5 pm. 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 seven business days before the event by 5 pm. Failure to provide a written cancellation within this time will result in a $75 fine.
• Cancellations for smaller meeting spaces must be submitted three business days before the event by 5 pm. Failure to do so will result in a $25 fine.

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. If the student organization chooses not to use its full reservation time, it must inform the On-Call Student Manager before vacating the space.

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 and Conferences reserves 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, be sure to 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 committed to maintaining a campus that is free from tobacco, smoke, and cannabis. This policy includes all forms of tobacco and cannabis products, such as cigarettes, cigars, vapes, pipes, water pipes (hookahs), chewing tobacco, electronic cigarettes, and smokeless tobacco. Furthermore, the use, burning, or vaping of cannabis products is strictly prohibited anywhere within the 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, SodexoMagic, to cater meetings in the Student Centers’ meeting rooms. All catering for events within the Student Centers (SCE, SCW, & SSB) must be provided by that company.

The Student menu is located at this link: https://uiccatering.catertrax.com/

Using any of the food vendors located within the Student Centers is permitted in the Meetings and Conferences meeting rooms. If you have food from our internal vendors, please notify the On-Call Student Manager to avoid the outside food violation.

Any unauthorized outside food (not purchased from SodexoMagic or the Student Center vendors) within the meeting rooms will result in disciplinary action and immediate 30-day suspension if the food is not removed from the event room.

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.

SOR Credit

Registered student organizations are also eligible to use SOR Credits for UIC catering support, managed by CSI. Applications should be submitted 14 business days before your event. Information on the guidelines and the SOR Credit form can be found here: https://involvement.uic.edu/student-organization-funding/

Catering Exemption

All exemption requests must be started 14 business days (or more) before your event; otherwise, the request will be denied. Please contact Dawn Ridolfi at dawn.ridolfi@sodexomagic.com and Jojo Chavez at jovony.chavez@sodexo.com to start the process. Please note that catering exemptions are evaluated based on service capability, not price. If UIC Catering can accommodate the requested menu or service, an exemption will not be granted. Additionally, donations and sponsorships do not qualify for catering exemptions.

If Dining Services approves the catering request, the organization and Catherine S. Stoutner (cstoutne@uic.edu) must sign off on the Request for Catering Exemption form. The office of Meetings and Conferences must receive the signed form at least 7 business days before the event; otherwise, the request will be denied. The necessary documentation for the catering exemption is noted on the form. All paperwork and forms must be submitted four business days prior to 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 that bringing in outside, unapproved food results in an automatic 30-day suspension.

To ensure fair use of meeting rooms, table spaces, and outdoor spaces, registered student organizations (RSOs) must follow the rules set by the Office of Meetings & Conferences and Building Management in collaboration with the Center for Student Involvement and Student Centers. Non-compliance will result in disciplinary action. The Office of Meetings and Conferences tracks reservation infractions, which include the following:

Disciplinary action will be taken for the following offenses: no-shows, improper use of space, damage to event rooms, failure to clean up after your event, unauthorized use of space or equipment, changes to room arrangement, and failure to follow policy. This includes moving furniture in and out of the event room and retrieving furniture from storage closets. If multiple offenses occur during an event, the organization will receive separate disciplinary notices for each violation.

Please note that bringing in outside, unapproved food results in an automatic 30-day suspension.

Violations are issued to the RSO President and registered offices along with the Faculty Advisor via official written notice under the following Three-Strike System:

• The First Disciplinary Notice: The organization receives an official written warning outlining the policy breach. No penalties are applied.
• The Second Disciplinary Notice: The Registered Student Organization is placed on a 30-day reservation suspension. Existing room, table, and outdoor reservations are canceled, and new booking privileges are frozen.
• The Third Disciplinary Notice: The organization’s space reservation privileges are immediately suspended for 16 weeks. All current and recurring room, table, and outdoor bookings will be systematically cancelled and the suspension period will carry over to the following academic year if it occurs during the Spring Semester.

All disciplinary notices may also include fines, depending on the severity of the offense. Organizations have 48 hours to appeal the suspension by providing new evidence or reasoning to dispute the claim of a rule violation. This must be directed to Kim Tran — Office Support Specialist, at ktran42@uic.edu.

Any violations of the university’s Code of Conduct will be reviewed by the Office of the Dean of Students and may affect the registered student organization’s ability to reserve spaces through Meetings and Conferences.