Wonsook Kim College of Fine Arts Facilities

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 College of Fine Arts.  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 with the exceptions noted in the Illinois State University policies and procedures. Outdoor areas such as the quad are under the oversight of Conference Services.

Scheduling and Using College of Fine Arts Spaces

Center for the Performing Arts

To schedule or reserve space in the Center for the Performing Arts, please complete the Center for the Performing Arts Request Form. All reservations for CPA spaces shall adhere to the CPA Venue Rental Policy. This includes a signed contract outlining all costs incurred and a signed Outside Group Protection of Minors policy for external organizations. All ticketing, rental, and labor fees will be negotiated and agreed upon before the event.

The individual or organization sponsoring the event will 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.

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. 

Centennial East – Kemp Recital Hall, Classroom Spaces

To schedule or reserve space in Centennial East, including Kemp Recital Hall, contact the School of Music Office Support Specialist, Peggy Dehaven, at 309-438-3839, or email at pldehav@ilstu.edu.

Centennial West – Westhoff Theatre, Classroom Performance Spaces

To schedule or reserve space in Centennial West, contact the School of Theatre and Dance Office Manager, Natasha Warloe, at 309-438-8784, or email at nmwarloe@ilstu.edu.

Anyone wishing to reserve space controlled by The School of Theatre and Dance must complete a room request form.

Please note that space is very limited during the academic year and all School of Theatre and Dance requests take precedence.

Administration and Procedural Application

Reviewing and Prioritizing Requests

When reserving facilities for events or activities, the coordinator of the space will consider (a) priority for requests within the College of Fine Arts over non-College of Fine Arts requests, (b) whether the space is suitable and appropriate for the event or activity, and (c) 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:

  1. Anticipated crowd size, density, and control, public/private, ticketed or G.A. event.
  2. Noise likely to be generated and impact on other University activities in the vicinity.
  3. Impact on traffic and parking.
  4. Adequacy and suitability requested to the space.
  5. Event history, hours, performer history, first-time event.
  6. Compliance with applicable laws, rules, regulations, and policies.
  7. Potential risk to the health or safety of participants, observers, or others.
  8. Presence of minors, alcohol, animals, cash, media, or pyrotechnics.
  9. 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 College of Fine Arts spaces are generally decided on a first-come, first-served basis.  Occasions may arise when an official University or College activity takes precedence for use of an already scheduled space. In the event rescheduling is necessary, the coordinator of the space will work with the individual or organization sponsoring the displaced activity to find a suitable alternative date and time reasonable under the circumstances. 

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. Ultimately, it is the decision of the coordinator of the space to determine what measures or requirements are necessary.  An appeal of this decision may be made to the Dean of Fine Arts or designee.

The individual or organization sponsoring the event will 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.

If certain risks are associated with the proposed event or activity, the following offices may make recommendations to the Coordinator of the space as necessary.

  • Illinois State University Police Department
  • Environmental Health and Safety
  • Emergency Management
  • Risk Management

The coordinator of the space may adjust staffing levels as necessary based on changing conditions/needs. A final decision will be made after consideration of all recommendations.

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.

Events Involving Minors

If the proposed event or activity will involve minors, the sponsor or group must complete the University Program/Activities Involving Minors registration and comply with the University Protection of Minors Policy.

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 in a College of Fine Arts space should take active responsibility for the event by being visible, proactive, and accessible.

The outside speaker, performer, or group may be given permission to use College of Fine Arts 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.