Event Management, Dining and Hospitality
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 Event Management, Dining, and Hospitality (EMDH). 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.
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.
Unscheduled Expressive Events and Activities
Individuals may engage in unscheduled expressive events and activities in outdoor areas of the campus controlled or scheduled by EMDH 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.
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 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.
Scheduling and Using EMDH Facilities
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.
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 Officer 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 Officer may ask that the event be rescheduled. If this is also not possible, a University official or Illinois State University Police Officer may ask that the event cease and desist.
Administration and Procedural Application
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 (e.g., security staff; Emergency Medical Service personnel; other security; insurance requirements; and related loss prevention measures). Several factors will be considered for the proposed event or activity including, but not limited to:
- anticipated size, crowd density, crowd control, public or private, ticketed event or general admission
- noise likely to be generated and impact 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 individual or organization sponsoring 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 Department
- Environmental Health and Safety
- Emergency Management
- Event Management, Dining, and Hospitality
- Risk Management
- Office of General Counsel
- Additional departments as the need arises
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 event planner will determine if the event requires review by the University Event Review Committee. The committee will review the event details, assess the event, and determine what measures or requirements are necessary. The committee must grant approval to all events referred for review before a reservation is finalized and confirmed.
The individual or organization sponsoring the event shall be responsible for all costs incurred including, 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:
- Illinois State University Police Department 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 Emergency Management Plan if necessary.
- Risk Management recommends required insurance and/or other loss prevention/risk management measures.
- EMDH recommends any additional operational needs or measures necessary.
Illinois State University Police Department, Environmental Health and Safety, Emergency Management, and EMDH may adjust their staffing levels as necessary based on changing conditions/needs.
Reasons for Delaying or Denying Reservation Requests
Some typical reasons for delaying or 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 is not received sufficiently in advance of the proposed event or activity to permit necessary evaluation and to determine the appropriate location.
- 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 request to use space conflicts with a preexisting reservation, other events on campus, or lack of staff availability and no reasonable alternative time or place is available on the date requested.
- The request to reserve space contains a misrepresentation or false information.
- 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 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.
Any individual or organization whose request is denied may appeal the denial to Vice President for Student Affairs or their designee.
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.
Outside Speakers and Groups
An individual or organization associated 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.
Violations or Non-Compliance Behaviors
Violation of this procedure 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 Community Responsibilities, 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.