University Use of Facilities & Public Spaces Procedure

Illinois State University buildings and grounds are intended for use by students, faculty, and staff in support of the University's mission of teaching, scholarship, and service. Individuals, groups, or organizations may use University buildings and grounds in accordance with University procedures, policies, rules, and regulations.

The following procedures apply to scheduling and use of facilities, conduct of events/activities, and unscheduled expressive events and activities in all areas controlled and/or scheduled by the University. This applies to all buildings, facilities, grounds, and other indoor/outdoor spaces owned, leased, maintained, or controlled by Illinois State University (collectively referred to as "facilities and grounds"). These procedures apply to all individuals, including all Illinois State University employees, students, University affiliates, registered student organizations, contractors, and visitors.

Procedures

The following information assists with ensuring compliance with all applicable Illinois State University policies and procedures and seeks to ensure that individual and group rights of expression, assembly, dissent, and protest are not infringed or abridged. In addition, this procedure seeks to support and preserve the means to maintain the safety of all members of the University community and visitors to the campus and to enable the University to fulfill its mission of teaching, scholarship, and service. Finally, it provides all members and visitors of the University community with the broadest possible latitude to speak, write, listen, challenge, and learn. The following procedures outlined below provide content-neutral, minimally necessary standards to achieve these goals.

Attachments – Venue Specific

Event Management, Dining, and Hospitality (EMDH)
Campus Recreation
Illinois State University Athletics
Center for Performing Arts
University Galleries
Conference Services (General Revenue Space for Non-Academic Use Including: Classrooms, Quad, Milner Plaza, Redbird Plaza, People's Park, Lobby Tables, and The Laboratory Schools)
Alumni Center
Housing

1. Unscheduled Expressive Events and Activities

Individuals may engage in unscheduled expressive events and activities in outdoor areas of the campus controlled or scheduled by University departments with the exceptions noted below.

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, including impromptu activities, unless the protest or assembly does the following:

It conflicts with a previously scheduled event in the same location.
It is being held in a restricted location (e.g. a laboratory or other area where activities may create safety or health risks).
It is identified as engaging in one or more of the prohibited behaviors described below in Section 4.

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.

To ensure space is available for an activity, individuals and organizations are encouraged to schedule space in non-restricted areas as indicated below.

2. Scheduling and Using University Facilities

a. Reserving Facilities

To schedule or reserve University Facilities please use the appropriate reservation process for each area listed at https://illinoisstate.edu/about/facility-space-use/reservation.

b. Cost Incurred

The individual or organization sponsoring the event shall be responsible for any cost incurred on the part of the University, including clean-up, special construction, set-up costs, and extra security as deemed necessary unless such costs are specifically waived by the University.

In the event an activity is causing damage or destruction of property or imminently threatening to cause such damage or destruction, a University official or Illinois State University Police may ask that the event or activity be relocated to an alternative space at the University. If this is not possible, a University official or Illinois State University Police may ask that the event be rescheduled. If this is also not possible, a University official or Illinois State University Police may ask that the event cease and desist.

3. Administration and Procedural Application

a. Reviewing and Prioritizing Requests

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 (i.e. security staff, EMS personnel, other security, insurance requirements and related loss prevention measures). Several factors will be considered for the proposed event or activity, included but not limited to:

anticipated size, crowd density, crowd control, public or private, tickets or general admission
noise likely to be generated and impact, if any, on academic activities or other University activities in the vicinity
impact on traffic and parking
adequacy and suitability requested to the location
event history, hours, performer history, first-time event
compliance with applicable laws, rules, regulations and policies
potential risk to the health or safety of participants, observers, or others
presence of minors, alcohol, animals, cash, media, or pyrotechnics
any other similar, content-neutral factors that are related to any standard in this section

Subject to the priorities outlined in this procedure, reservations for facilities and grounds 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 sponsors or organizers of the displaced activity to find suitable alternative locations and times that are reasonable under the circumstances. If special precautions or arrangements may be necessary, the event will be reviewed by the University Event Review Committee. This committee generally consists of representatives from:

Illinois State University Police
Emergency Management
Environmental Health and Safety
Office of General Counsel
Risk Management
Additional departments as the need arises

b. Event Staffing

Every event is unique, bringing with it specific risks and requirements. When assessing an event, those reserving the space, those involved in planning the event, and/or those hosting the event must evaluate the likelihood and consequences of potential risks.

It is through this process of planning, organizing, leading, and assessing activities that the individual, organization, and University minimize adverse effects of accident or loss and protect their interests and assets.

The University event planner/scheduler will determine if the event requires review by the University Event Review Committee. The University Event Review Committee will review the event details, assess the event and determine what measures or requirements are necessary. The University Event Review Committee must grant approval to all events referred for its review before a reservation is finalized/confirmed.

The individual or organization sponsoring the event shall be responsible for all costs incurred but not limited to clean-up, special construction, set-up costs, security, EMT, insurance, and facility operations as the University deems necessary.

The following offices make recommendations to the University Event Review Committee:

University Police recommends necessary security staffing levels at all events.
Environmental Health and Safety recommends necessary Emergency Medical Technician (EMT) staffing levels at all events.
Emergency Management recommends an Incident Action Plan if necessary.
Risk Management recommends required insurance and/or other loss prevention/risk management measures.
Event Management, Dining, and Hospitality recommends any additional operational needs or measures necessary.

University Police Department, Environmental Health and Safety, Emergency Management, and Event Management, Dining, and Hospitality may adjust their staffing levels as necessary based on changing conditions/needs.

c. Reasons for Delaying/Denying Reservation Requests

Some typical reasons for delaying/denying a reservation request may include, but are not limited to, the following:

The applicant has not completed the appropriate reservation process for the desired location.
The request to reserve space contains a misrepresentation or false information.
The request is not received sufficiently in advance of the proposed event or activity to permit necessary evaluation and to determine the appropriate location.
The use of the space or activity intended by the request is prohibited by law or proposes behaviors or conduct proscribed as prohibited in Illinois State University Policies.
The applicant has a past due balance for non- payment or for failure to pay for past damage that is more than 90 days overdue from the date of invoice.
The applicant is not in good booking status for scheduling events with the University and has been provided previous notice of this revoked status.
The use of activity would present an unreasonable health or safety risk.
The applicant 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 institution does not have the staffing capacity for the date and time requested. If this occurs, an event planner will work to find alternative dates.
The request to use University facilities or grounds conflicts with a preexisting reservation, and no reasonable alternative time or place is available.
The facility / space requested is not suitable / appropriate for the planned use / event and no alternative suitable space is available.

Any individual or organization whose request is denied may appeal the denial to the appropriate Vice President(s) or their designee.

d. Documentation and Records Retention

Any department responsible for processing reservation requests is required to keep records of requests and actions taken, including reasons for denial, for five (5) years.

4. Prohibited Behaviors

This section establishes the generally prohibited behaviors that apply to use of University facilities and spaces controlled or scheduled by the University. These requirements supplement existing University policies that establish safety requirements or standards of behavior for members of the University community, including but not limited to the Code of Student Conduct. The University also reserves the rights to establish additional requirements with respect to specific University venues.

In general, the University will not interfere with events, meetings, assemblies, rallies, demonstrations, vigils, or protests in public areas of University facilities and spaces unless participants engage in one or more of the following behaviors:

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.
Continue to engage in behaviors prohibited in this section after a University official or University Police has declared that the conduct violates University policies or an applicable law and has instructed the participants to modify or terminate their behavior.

In carrying out their duties and responsibilities under this rule, University officials and University Police shall take appropriate steps to identify themselves and the capacity in which they are acting before giving directions or instructions to others.

The University may respond to disruptions pursuant to Policy 5.1.12 Proper Operation Of University In Case Of Disruptive Activity should it become necessary based on individual circumstances.

5. Outside Speakers and Groups

An individual or organization associate with the University that invites or sponsors non-University speakers, performers, or groups to conduct activities or events on campus should take active responsibility for the event by being visible, proactive, and accessible. The organization will assist with the overall "hosting" of the event, as well as the clearing of the room and building.

The outside speaker, performer, or group may be given permission to use specific facilities through a written contract under terms and conditions that protect the University's institutional interests. Such groups may not state or imply University sponsorship of the organization or its program without written authorization.

Other University Policies/Procedures

a. University Policies

University Policies and Procedures can be found at: https://policy.illinoisstate.edu/

b. University Space Use and Reservation Policy

Illinois State University fosters a campus environment that recognizes individual and cultural difference and is strongly committed to the ethical and legal principle that each member of the University community and campus visitors enjoy the constitutional right to free speech. The right of freedom of expression and the open exchange of ideas stimulate debate, promote creativity, and are essential to a rich learning environment. The University is committed to protecting the rights of expression, assembly, protest, and dissent and to making University facilities and spaces available for these activities.

Illinois State University has established policies and procedures to reasonably regulate the time, place, and manner for use of University facilities and spaces. These policies balance the use of University facilities and spaces to facilitate the regular, orderly operations of the University's teaching, research and service mission and to support the University's values of freedom of expression beyond their facilitation through this central mission. This policy applies to all University facilities and spaces. The policy can be found at: https://policy.illinoisstate.edu/facilities/6-1-1.shtml

c. Alcohol

The Client must have a signed agreement and approved Alcohol Addendum. All events serving alcohol must have the approval of the Associate Director of Event Services and Catering. Events where alcohol is served must include a minimum dollar amount per person of heavy hors d'oeuvres or a catered meal per EMDH rates as found on either the menu or rate sheet. Please refer to the Illinois State University Alcohol Policy available at https://policy.illinoisstate.edu/health-safety/5-1-20 for more details. EMDH staff members have the right and obligation to refuse to provide alcohol to any individual who cannot provide appropriate identification showing they are 21 years of age or older, who is behaving in a threatening, inappropriate, or abusive manner, or who is intoxicated.

d. Protection of Minors Policy

Illinois State University is committed to ensuring a safe and secure environment when University faculty, staff, and students have direct contact with minors. The purpose of the Protection of Minors Policy is to ensure that minors are provided appropriate treatment and protections when participating in programs and/or activities being held on property owned or controlled by Illinois State University, or when agents/representatives of the University including but not limited to employees, students and/or volunteers have direct contact with minors. If the event involves direct contact with minors, the Client must also complete and submit the Protection of Minor's Space Reservation Form for approval.

e.Sales

Each Venue must approve the sale of merchandise for specific events (i.e., antique shows, flea markets, home shows, and concert souvenir tables, etc.) All sales efforts must be consistent with state, local, and University regulations, including payment of any taxes or licensing fees, commonly accepted standards of decency, and must not present any potential danger to the consumer or to the University community. The Venue will not be held liable in any way for the suitability, authenticity, quality, or safety of merchandise sold. Sales for promotional merchandise may be subject to commission.

Event sales must be approved by the event planner at the time of reservation. Events sales and promotional items involving the following are not allowed, including but not limited to:

Credit card companies, selling of alcohol or tobacco products, and gambling
Direct sales by off-campus groups for any services or products
Sales or marketing efforts in direct competition with goods and services provided in the Bone Student Center that may violate any current exclusivity contracts
Selling food or beverages

e. Licensed Media, Games, Movies

Most media, games, and movies are licensed for private or home use only. As a public venue, University facilities are restricted from making available rooms, spaces, and equipment for activities that involve illegal use of media, games, movies, etc. Event sponsors who wish to use games, media, movies, etc. must show proper authorization and licensing before reservations are accepted. The Client's event planner can provide more information.

f. Smoke and Tobacco-Free Campus Policy

The University is a smoke-free, tobacco-free campus. State law prohibits smoking, vaping, and the use of tobacco on campus property. Campus property includes buildings, grounds, and parking lots. Please refer to the Illinois State University Smoke and Tobacco-Free Campus Policy.

g. Weapons and Firearms-Free Policy

All persons are prohibited from possessing any weapon or firearm on the property of the University except as provided in the Illinois State University Concealed Carry and Prohibited Weapons Policy.

h. Animals

Public health laws prohibit animals from food service establishments except for service animals. Please refer to the Illinois State University Dogs, Cats, and Other Animals Policy found at https://policy.illinoisstate.edu/health-safety/5-1-9.shtml and the Student Access and Accommodation Services Policies and Procedures found at https://studentaccess.illinoisstate.edu/policies/.

7. Violations or Non-Compliance Behaviors

Violation of this policy could result in sanctions imposed in accordance with applicable University policies including but not limited to the Student Code of Conduct, University policies applicable to employees, and other available methods. Violations by students and Registered Student Organizations (RSOs) will be handled through the Code of Student Conduct administered by Student Conduct and Conflict Resolution, a unit of the Dean of Students Office. Violations by employees will be handled by Human Resources. Violations by non-affiliates will be handled by the appropriate agency or department.