Attachment 5: University Galleries

The client must sign an agreement and complete any other forms or applications required to comply with the agreement. The availability of University Galleries may be checked by contacting University Galleries at (309) 438-0789 or gallery@ilstu.edu.

Intended/Priority Use

Spaces are reserved with the following priority: Wonsook Kim College of Fine Arts events, University level events, Wonsook Kim College of Fine Arts RSOs, other ISU requests, external requests.

Client Type

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

University Department Clients

Illinois State University department clients can request to use University Galleries' spaces, services, and equipment at reduced rates. University department clients must meet the criteria listed below. Contact the event planner to determine your client type if you do not meet all the criteria.

  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 generallyuniversity-funded, and planned primarily for members of the ISU community. Affiliated entities, guests, invitees, and non-affiliated entities may attend these university sponsored events.
  4. 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 and banquet event order.

University Department Clients:

  • Facility Use Agreement
  • Rate Sheet

Public

A person or public organization can request the use of University Galleries spaces, services, and equipment at a standard rate.

  • Facility Use Agreement
  • Rate Sheet

Public Non Profit

A group or entity with a charitable purpose, instead of a profitable one. Proof of non-profit must be provided at the time a reservation is made.

  • Facility Use Agreement
  • Rate Sheet

Sponsored RSO

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

  • Facility Use Agreement
  • Rate Sheet

Independent RSO

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

  • Facility Use Agreement
  • Rate Sheet

Reserving Facilities

To request space at University Galleries, complete the Facility Request form.

This request must be submitted to University Galleries at least ten business days before the proposed event. If the event includes catering, a workshop, an invited speaker, and/or minors, we require a minimum of fifteen business days notice. The facility cannot book past 8 p.m. Clients may not reserve a gallery for weekly or monthly meetings due to the shifting nature of available space determined by the exhibitions on view.

Exhibition Liability

University Galleries regularly rotates exhibitions. The number of staff required to tend to the artwork and the insurance value of artworks changes with the exhibitions. For this reason, University Galleries' definition of whether events are appropriate for the space also changes.

University Galleries cannot host dances, weddings, or fashion shows. We do not allow fog machines, candles, or pyrotechnics of any kind. Clients may not reserve a gallery for dance, theatre, martial arts, or other physical practices that may pose a risk to the artwork on view or events that are not in line with the purpose of the space.

Capacity

University Galleries reaches capacity at 192 people. Events that require capacity beyond 175 throughout the space will be denied. Events that require lecture seating beyond 90 guests will likely be denied without further documentation.

Town of Normal

University Galleries' space is leased from the Town of Normal. We do not approve events scheduled for the outside of our facility. Any events or happenings outside of the facility must be approved by the Town. Please request contact information if needed.