University Departments
Introduction
DEPARTMENTS MUST PROVIDE A C-FOAP TO HOLD SPACE.
The reservation facility request form can be downloaded and emailed to the appropriate Event Coordinator. Please see below. If you need assistance before completing the form, please email Thea Ward (thea@uic.edu) for Student Center East and Sarah Thomas (sthoma38@uic.edu) for Student Center West and Student Services Building inquiries.
- Events are not considered confirmed until the person making the request has received an email confirmation.
Room Rate Qualifications:
- The Department rate is granted when a University Department hosts an event with attendees who are University Faculty, Staff, or Students.
- Events organized by a University Department that are open to the general public and include non-university attendees will be billed at an Affiliated rate.
- Meetings & Conferences staff reserve the right to make final determinations regarding the rates and fees applicable to event reservations.
Payment
- C-FOAP is required at the time of reservation. The C-FOAP will be charged once the event has passed.
Reservation Request Form
Tentative Holds & Cancellations
Tentative Hold Policy
Space can be held tentatively for up to two weeks. After two weeks, you must either confirm the space or the tentative hold will expire. To ensure fair access to our spaces, a single client may hold no more than three concurrent dates for the same event. All holds remain subject to the standard two-week expiration rule.
Rooms confirmed for more than 2 weeks are subject to the following cancellation fees based on the venue and timeframe:
Illinois Rooms/Thompson Rooms/Student Services Building
- 1 to 21 days prior notice: Billed at 100% of the room cost.
- 22 to 31 days prior notice: Billed at 50% of the room cost.
Cardinal Room & Room 301
- 1 to 14 days prior notice: Billed at 100% of the room cost.
- 15 to 21 days prior notice: Billed at 50% of the room cost.
All Other Meeting Spaces
- 1 to 7 days prior notice: Billed at 100% of the room cost.
- 8 to 14 days prior notice: Billed at 50% of the room cost.
⚠️ Critical Deadline Note
Cancellations submitted after 12:00 PM the day prior, day-of, or resulting in a no-show are billed at 100% of the room cost plus all scheduled amenities and equipment.