General Revenue Facilities

General Revenue Facilities include classroom buildings, Alumni Center, lab schools, and outdoor spaces.

Scheduling of General Revenue facilities for non-academic use is coordinated by the University’s Conference Services. To ensure fulfillment of Illinois State University’s mission relative to teaching, research and service and to offset ongoing equipment, maintenance and janitorial costs, the University assesses user fees for this space. User fees for General Revenue space will be applied to the following categories. Classification of the appropriate category will be made by the Conference Services Non-Academic Scheduling Coordinator.

User Fee Rate Classification

Public

“Public” refers to a person or public organization not affiliated with Illinois State University. Public events would occur if the event is not sponsored by a University Department as part of official University business, by a Registered Student Organization currently registered with the Student Involvement Center, or by a Faculty/Staff member serving in a professional capacity such as a member of a professional organization which is educational in nature and directly related to the mission of the University.

University Organizations

“University Organization” means Illinois State University department/school/unit, college, division, or University-related organization. University organization events are those sponsored by a University Department as part of official University business, by a Registered Student Organization currently registered with the Student Involvement Center, or by a Faculty/Staff member serving in a professional capacity such as a member of a professional organization which is educational in nature and directly related to the mission of the University.

Notes

A University Department, Registered Student Organization, or Faculty/Staff member serving in a professional capacity (such as a member of a professional organization which is educational in nature and directly related to the mission of the University), who sponsors an event where an entry fee, admission fee, registration fee, voluntary donation for admission, or any other type of income collected or accepted at the event or in advance, will be assessed an on-campus user fee. If a fee, admission, or income is not collected, there would be no user fee assessed.

Reservation Information

The availability of facilities may be verified by calling Conference Services (438-2403). A Facility Request form must be completed with waiver signature, and completion of the minors policy to confirm the reservation. Reservations for facilities and outdoor spaces are generally decided on a first-come, first-served basis. The consideration of requests is made after academic scheduling is 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 event. Requests received less than ten (10) working days prior to event will not be considered. Reservations are not considered final until a confirmation email is returned to the applicant. The University reserves the right to determine and/or limit space assignments for scheduled events.

Conference Services 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, insurance requirements, and related loss prevention measures. 

Risk assessment factors may include but are not limited to: anticipated attendance, venue capacity, street closures/traffic impacts; whether the event is designed to include minors; whether the event involves the serving of alcoholic beverages, public safety permits, third party vendors, or public safety officers; whether the event involves the use of fireworks/pyrotechnic devices, temporary structures, or modification to the infrastructure of the venue. Parties reserving facilities will be informed of terms and conditions of use, including potential insurance requirements or need for security, before a reservation is finalized.

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

1. University Police recommends necessary security staffing levels at all events.
2. Environmental Health and Safety recommends necessary Emergency Medical Technician (EMT) staffing levels at all events.
3. Emergency Management recommends an Emergency Management Plan if necessary. 
4. Risk Management recommends required insurance and/or other loss prevention/risk management measures.
5. Conference Services recommends any additional operational needs or measures necessary.

Conference Services may adjust staffing levels as necessary based on changing conditions/needs. 

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

Any individual or organization whose request is denied may appeal the denial to the Provost or designee.

Unscheduled Expressive Events

Individuals may engage in unscheduled expressive events and activities in outdoor areas (Quad, Milner Plaza, People’s Park, Stevenson Plaza, Redbird Plaza, etc.) of the campus controlled or scheduled by Conference Services 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:

1. It conflicts with a previously scheduled event in the same location.
2. It is being held in a restricted location (e.g. a laboratory or other area where activities may create safety or health risks).

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.

Cancellation, No Show, Deposit

The organization must contact the Conference Services Scheduling Coordinator regarding cancellations. 

A cancellation fee of 50% of room rental will be assessed with less than 30 days of notice. A cancellation fee of 100% of room rental will be assessed with less than 10 days of notice. The organization/sponsor will also be assessed charges for labor, requested equipment, or other costs incurred by the University for the canceled event.

The University, at its discretion, may require organizations to post a partial or full advance payment/deposit when the facility is reserved, or at least ten (10) days in advance of the event. The deposit will be returned to the User if the facility is left in good condition following the event or will be returned to the User if notice of the event cancellation is received 30 days in advance of the event.

Billing

After the completion of the event, Conference Services will provide the User an invoice listing the user fees. Some events which require supervisory services may be invoiced separately by other departments. The User will pay the University for all unpaid invoices within 30 days after date of invoice. Accounts not paid in full within 30 days will be subject to 1 1/2 % interest per month and the User will waive the right to future space or equipment use. The User will be invoiced according to the original Facility Request form. Therefore, the user must notify the Scheduling Coordinator of any changes to the original Facility Request form at least five (5) working days in advance of the event. The individual or organization sponsoring the event shall be responsible for all costs incurred, but not limited to, clean-up, special construction, set-up, security, EMT, insurance, and facility operations as the University deems necessary.

University Rights and Regulations

Events with signed contracts or letters of agreement entered into between the University and the event sponsor will be honored. However, many University requirements, such as scheduled instruction and officially sponsored meetings, are sometimes not known when a request for University space is made. Therefore, the University reserves the right to re-locate events to comparable space when necessary, no less than ten (10) working days in advance of the event. 

Special Information About Metcalf Laboratory School and University High School

When school is in session, the University reserves the right to re-locate events to comparable space when necessary, or to cancel the reservation if the space is required for official University use no less than five (5) working days in advance of the event. Although the Lab Schools are included in the General Revenue Space inventory, they are first and foremost an elementary school and a high school. As such, they have extracurricular, after school and related activities unique to their educational purposes during the school year. These events include scheduled instruction, officially sponsored meetings, and athletic and post-season tournaments in which the schools are a participant.

The University requires users to provide Conference Services with event entry forms, registration forms, brochures and/or other advertising materials used to promote the event in advance for approval.

The University may exercise the right to enter any room for the purpose of inspection, repair, or emergency.

The User is required to adhere to all University policies, regulations, guidelines, and all local, state and federal laws. Failure to comply with these regulations may result in denial of future use of University facilities and services.

If a User provides false or misleading information, the University has the right to refuse future use of University facilities.

In addition to these guidelines, the University expects the individual or organization using General Revenue facilities to comply with any additional policies and regulations of the specific facility. Registered Student Organizations need to also comply with any additional policies and regulations as determined by the Dean of Students Office.

If the proposed event or activity involves minors, the sponsor or group must complete the University Program/Activity Involving Minors online application available at the Environmental Health and Safety website. This form will be reviewed and must be approved by the Minors Activity Committee in advance of the event. This confirmation should be sent to Conference Services.

The University may permit exceptions to these guidelines and may develop additional guidelines as appropriate.

Indemnity and Damages

The User shall assume full responsibility for the conduct of all participants attending the User’s event. As such, the User is liable for all damages resulting from participant utilization of the facilities and equipment provided by the University. The User will reimburse the University for all damages to facilities and equipment, including audio-visual equipment, including repair or replacement, resulting from the use of those facilities and equipment by the User and/or its participants. The University assumes no responsibility for loss or theft of personal property, or damage to personal property of the User or any of its participants. The User shall indemnify and hold harmless the University, its offices and employees, against any and all claims for loss, injury or damage to persons or property arising out of activities conducted by the User or its guests on or in University facilities. The University assumes no liability whatsoever for any property placed by the User in University facilities.

Insurance

User shall procure and maintain Commercial General Liability (including contractually liability) in a minimum amount of $1,000,000 per occurrence and $2,000,000 annual aggregate. Sexual abuse/molestation shall not be excluded.

If alcohol will be served, User shall procure and maintain applicable liquor liability insurance, and assure that those that serve alcoholic beverages have completed TIPS/BASSET training.

All insurance carriers must have an A.M. Best rating of B+ or better and a financial rating of VI or better for Commercial General Liability and Liquor Liability insurance.

Evidence of insured coverage should be delivered to: Non-Academic Scheduling Coordinator, Conference Services, Illinois State University, Campus Box 8610, Normal, IL 61790-8610 at least thirty (30) days prior to the date of the scheduled event. If such evidence is not received within ten (10) days prior to the event, the event may be subject to cancellation.

Safety and Supervision

Attendance at any event is limited to the fixed seating of the room or the established capacity in rooms where seats are not used. Standing in the aisles and behind seats during any program is prohibited except for those staffing the event.

Exits must be open and accessible at all times. No required exit door may be fastened so that the door cannot be opened from inside by use of the door handle or by pressure on the crash bar. Exit ways serving the room must always be adequately lighted when the room is occupied.

All materials used as decorations must be fire resistant or flame-proof. Nothing may be attached to windows, walls, drapes, posts, or furnishings without prior approval from the Scheduling Coordinator. Open flames are prohibited in all indoor facilities! Open flame requests for outdoor venues will be reviewed by Grounds and Environmental Health and Safety. 

Supervisory personnel for events requiring a supervisor, lifeguard, or technician will be assigned by the Conference Services Scheduling Coordinator and scheduled by either the Scheduling Coordinator, Recreation Services, or Classroom Technology and Learning Spaces. Costs for supervisory personnel will be paid by the user and are in addition to the user fee.  

The approval of the Facility Request is dependent upon the availability of the supervisory personnel.

Alcoholic beverages are not allowed in General Revenue space. Any violation will result in denial of future use of University facilities.

Smoking

Illinois State University is designated as a smoke-free campus. See Policy 5.1.7.

These guidelines apply to General Revenue Facilities. Inquiry should be made to the appropriate facility director for regulations and policies regarding other facilities.

Violation of the 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.