Attachment 6: Conference Services

General revenue space for non-academic use including: classrooms, quad, Milner Plaza, Redbird Plaza, People's Park, lobby tables, and the lab schools.

The client must sign an agreement and complete any other forms or applications required to comply with the agreement.

Reserving Facilities

The availability of facilities may be verified by contacting Conference Services (309-438-2403) or e-mailing scheduling@ilstu.edu. A Facility Request form must be completed with all signatures, and completion of the minor's policy to confirm the reservation and can be found on this link: https://conferences.illinoisstate.edu/scheduling/. The consideration of requests is made after academic scheduling has been completed. Therefore, Facility Requests for Summer and Fall semesters may be submitted in advance, but will not be considered until around February 1. Facility Requests for Spring semester may be submitted in advance, but will not be considered until around September 1. A fully completed Facility Request form is required to be returned to Conference Services at least ten (10) working days prior to the event. Requests received less than ten (10) working days prior to the event will not be considered. Reservations are not considered final until a confirmation email is returned to the applicant once all forms and applicable reviews are completed.

There are space reservation fees in limited situations and the group will be informed of fees when applicable.

Services Offered/Intended Use/Priority Use

There are over 160 classrooms available on Illinois State University's campus available for use. They range in size from 10 seats to auditoriums that seat over 700. Rooms are "as is" for setup. All rooms are equipped with whiteboards. Computers and projectors are available upon request but may incur additional charges. Academic classes and events have priority in all general revenue space, all other events will not be considered until the class schedule for each semester has been completed.

Standard Classrooms - >80 seats

Standard classrooms are offered "as is". Configurations should not be changed, and rooms should be left in condition so that they ready for the next event or class. Activities should not disrupt any events around them as these rooms are surrounded by other classrooms, offices and labs.

Lecture Halls - <80 seats

Lecture halls are offered "as is". Configurations should not be changed, and rooms should be left in condition so that they ready for the next event or class. Activities should not disrupt any events around them as these rooms are surrounded by other classrooms, offices and labs.

Lobby Tables

Tabling is permitted in some academic building lobbies and outdoor locations for promotional use and fundraising. 1 table and 2 chairs are provided free of charge for all registered student organizations between the hours of 9 a.m. and 3 p.m. Academic events and registered student organizations have priority. Public and non-profit groups can request them for promotional purposes only.

Capen Auditorium- 735 seats

Capen Auditorium in Edwards Hall is considered a classroom, not a performance venue. It is surrounded by classrooms, labs, and offices. Activities in this venue must not disrupt other events or individuals in Edwards. There is no stage lighting in Capen and it has the same standard audio/visual equipment as the other lecture halls on campus. Amplification is not permitted, other than use of the house system at reasonable levels. Capen is offered "as is" and must be left in good condition for the next event or class.

University Lab School Space – Classrooms, Gyms, Auditoriums (Hayden and Stroud)

University Lab School space is reserved with the following priority: University Lab School classes and events, University level events, all other RSO and public events. ???

Client Type

Conference Services has sole discretion to determine client type based on information at the time of booking. Conference Services also reserves the right to change the client type if information changes.

University Department Clients

Must meet the criteria listed below.

  1. A faculty or staff member of Illinois State University must book the event, plan the event, be authorized to incur charges on behalf of the department, and sign the use agreement.
  2. The event must be for the benefit of the University, not for personal use. Events for personal use fall under the public or nonprofit client type.
  3. Any function that occurs under the sponsorship of any university academic, administrative, athletic department, unit, center or institute and is generally university-funded, and planned primarily for members of the ISU community.
  4. Affiliated entities, guests, invitees, and non-affiliated entities may attend these university sponsored events.

Public and Nonprofit

Public is a person or public organization outside of Illinois State University. Nonprofit is a group or entity with a charitable purpose, instead of a profitable one. Proof of non-profit must be provided before any payment is made

Sponsored RSO

Registered Student Organization that is sponsored by an Illinois State University academic department.

Independent RSO

Registered Student Organization that is independent of the University and university departments.