What facilities and spaces can be reserved for use by the University community or the public?
A wide variety of facilities and spaces can be reserved for appropriated uses. A listing of types of facilities and spaces as well as contact information to make reservation is available at [insert link].
How do I reserve a facility or space?
While reservation processes may differ slightly between departments and units, a person wanting to use a University facility or space should:
- Contact the scheduling coordinator for the facility or space you want to use to check on its availability. A list of facilities and contact information can be found at [insert link].
- Complete the required forms to reserve the facility or space.
- When reserving facilities for events or activities, the event planner will consider (a) whether the requested location is suitable for the event or activity, and (b) whether health and safety concerns require special precautions or arrangements (e.g., security staff; Emergency Medical Service personnel; other security; insurance requirements; and related loss prevention measures).
- Reservations for facilities and spaces are generally decided on a first-come, first-served basis. Occasions may arise when an official University activity takes precedence for use of an already scheduled space. In the event rescheduling is necessary, the event planner will work with the individual or organization sponsoring the displaced activity to find suitable alternative locations and times that are reasonable under the circumstances.
- Every event is unique, bringing with it specific risks and requirements. Events may be evaluated for the likelihood and consequences of potential risks.
- The department or unit that reserves and oversees the facility or space will provide an agreement to the party requesting the reservation that defines the date, time and location for the event or activity and expectations for security, insurance, and safety regarding the event along with any additional special requirements.
- The reservation is complete when the agreement is signed by both parties and all expectations and requirements are met.
How are decisions made on requests to use University facilities or spaces?
Reservations for facilities and spaces are generally decided on a first-come, first-served basis. Occasions may arise when an official University activity takes precedence for use of an already scheduled space. In the event rescheduling is necessary, the event planner will work with the individual or organization sponsoring the displaced activity to find suitable alternative locations and times that are reasonable under the circumstances.
Risk factors associated with an event will be assessed and reasonable expectations for security, insurance, and safety provided to the party requesting use of a facility or space. Failure to meet these expectations may result in cancelling of a reservation.
Why might my event not be approved?
- The request to reserve space contains missing information, is a misrepresentation or contains false information.
- The intended use of a facility or a space is prohibited by law or proposes behaviors or conduct proscribed as prohibited in Illinois State University Policies.
- The party requesting use of a facility or a space previously committed significant or repeated violation of Illinois State University Policies or rules governing the scheduling and use of University facilities and spaces.
- The intended use of a facility or space would present an unreasonable health or safety risk.
- The party requesting use of a facility or space does not have the appropriate level of insurance, the type of insurance required to host the event, or cannot provide for loss prevention measures requested.
- The University does not have the staffing capacity for the date and time requested. If this occurs, an Event Planner will work to find alternative dates.
Can I appeal a decision to deny my request to host an event in a University facility or space?
An appeal of a denied request to host an event in a University facility or space may be made to the senior administrator with responsibility for that area. A list is provided below:
Dean, Wonsook Kim College of Fine Arts
Center for the Performing Arts, Centennial East, Centennial West
Director of Athletics
Redbird Arena, Horton Fieldhouse, Horton Pool, athletic fields, tennis courts
Vice President for Academic Affairs and Provost
Academic buildings for non-class purposes, Lab schools (Metcalf School, University High School), outdoor space
Vice President for Finance and Planning
Vice President for Student Affairs
Bone Student Center, Braden Auditorium, Bowling and Billiards Center, Student Recreation Building, McCormick Hall, Gregory Street Fields, residence halls, lobbies, meeting rooms, green spaces surrounding residence halls
Vice President for University Advancement
Alumni Center, Ewing Cultural Center
What is the cost to reserve and use a facility or space on campus?
The University establishes fee rates for use of University facilities and spaces based on the relationship between the University and the person or organization using the facility. Rental rates may vary depending upon whether the individual or organization is considered a RSO, a University organization, an Alumni organization, the public, or a nonprofit charitable organization. In addition, the facility or space being used and the requirements for the activity affect the costs.
Can I sell merchandise in a facility or space on campus?
Generally, the University prohibits solicitation and sales in University facilities and spaces. Exceptions to this rule, are found in the Solicitation and Sales in University Facilities and Spaces section [insert link] of the Policy on University Facility and Space Use.
Do protests and demonstrations need to be scheduled with the University?
The University is committed to protecting the rights of expression, assembly, protest, and dissent and to making its facilities and grounds available for these activities. Protecting impromptu and spontaneous assembly for the purpose of expression, protest, and dissent is essential to fulfilling this commitment. Thus, the lack of a reservation to use space is not a basis for terminating any expressive activity. When an unscheduled activity conflicts with an event which was previously scheduled for the same time and space, the unscheduled activity shall be allowed to continue in its existing location until it needs to be relocated to allow for the prior scheduled activity or preparations for it. When those engaging in an unscheduled activity are required to relocate, they may request the appropriate University official to assist in relocating to a space where the activity can continue or in scheduling it for a different time.
When would the University shut down a protest or demonstration?
A protest or assembly might be shut down by the University should the protest or assembly:
- Disrupt, interfere with, or prevent (a) the orderly conduct of a function or activity, including, but not limited to, classes and other instructional activities; research; study; lectures; presentations; performances; meetings; interviews; administrative business; ceremonies; or other public events; or (b) access to any room or space in which such functions or activities are being held.
- Disrupt, interfere with, or prevent access to particular spaces where educational, health, or financial records are stored or located.
- Hold assemblies, demonstrations, protests, rallies, or vigils in:
- Private offices or in private meetings.
- Laboratories and associated facilities;
- Computer centers;
- Milner Library;
- Indoor areas designed for study and designated as quiet spaces or facilities that normally contain valuable or sensitive materials, collections, or records protected by law or by an existing university procedure/policy;
- Health care clinics, and other health care facilities;
- Communication systems facilities, utility facilities, or other facilities conducting services vital to the continued functioning of the University.
- Rooms in reasonable proximity to any of the above University facilities and spaces that would cause a noise disruption or otherwise interfere with University operations.
- Injure persons, damage or destroy property, or threaten to cause such injury or damage.
- Create safety hazards or jeopardize the safety and security of participants or others.
- Occupy without authorization a building when it is normally closed or when individuals are not otherwise authorized to be there.
- Construct structures on University grounds without prior written authorization from the Director of Facilities Management (or designee).
- Violate an applicable federal or state law, local government ordinance, or University policy or procedure.