University Housing Services

Including Watterson, Cardinal Court, Hewett, Manchester, Haynie, Wright, Wilkins Buildings.

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 University Housing Services. 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 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, 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 University Housing 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 where activities may create safety or health risks.

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 as indicated below.

Scheduling and Using Facilities for University Housing Services

Reserving Facilities

To schedule or reserve space, in public areas in Hewett, Manchester, Watterson Towers, Cardinal Court, Wilkins, Wright and Haynie Residential spaces, please fill out a Facility Request Form.

For any questions regarding scheduling or facility use in these spaces, please call:

Watterson Towers: (309) 438-0549

Tri-Towers (Wilkins, Wright, Haynie Halls): (309) 438-0639

East Campus (Hewett and Manchester Halls): (309) 438-6038

Cardinal Court: (309) 438-0639

Costs Incurred

The University establishes fee rates for use of University facilities and spaces based on the relationship between the University and the person or organization using the facility. Rental rates may vary depending on whether the individual or organization is considered an RSO, a University organization, an Alumni organization, the public, or a nonprofit charitable organization.

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 damage or destruction, a University official or Illinois State University Police 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 may ask that the event be rescheduled. If this is also not possible, a University official or Illinois State University Police may ask that the event cease and desist.

Administration and Procedural Application

Reviewing and Prioritizing Requests

When reserving facilities for events or activities, the Coordinator of Events 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.) Several factors will be considered for the proposed event or activity, including but not limited to:

  1. Priority Use of the facility will be given to University Housing Services staff, University Housing Services Organizations, Registered Student Organizations, study groups. Groups with a higher priority may override a reservation.
  2. 51% of attendees must be residents of University Housing Services.
  3. Anticipated attendance, crowd density, crowd control, public or private, and entry fee or registration charge.
  4. The person making the room reservation must be a member of the Registered Student Organization for which they are making the request.
  5. Noise that could be generated from the event and the impact, if any, on academic activities or other University activities in the vicinity or residents in adjacent locations.
  6. Impact on traffic and parking.
  7. Adequacy and suitability requested to the location.
  8. Event history, time of the activity, performer history, first time event.
  9. Set-up or clean-up needs, and equipment requested.
  10. Compliance with applicable laws, rules, regulations, and policies.
  11. Potential risk to the health or safety of participants, observers, or others.
  12. Presence of minor, food or beverages, animals, media, or technology needs.
  13. 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-serve 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 Coordinator of Events will work with the sponsors or organizers of the displaced activity to find suitable alternative locations and times that are reasonable under the circumstances. Any individual or organization whose request is denied may appeal the denial to the Vice President for Student Affairs or designee.

Event Staffing

Every event is unique, bringing 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.

University Housing Services will review the event details, assess the event, and determine what measures or requirements are necessary.  University Housing Services must grant approval to all events referred for its review before a reservation is finalized/confirmed.

If certain risks are associated with the proposed event, the following offices may make recommendations to University Housing Services:

  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. University Housing Services recommends any additional operational needs or measures necessary.

Staffing levels may be adjusted, as necessary, based on changing conditions/needs. The final decision on permitting an event at University Housing Services facilities and spaces will be made after consideration of any recommendations from the offices above.

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

Any individual or organization whose request is denied may appeal the denial to the appropriate Vice President(s) 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.

Food on Campus

Food, beverage, and/or catering is not permitted within University Housing facilities unless pre-authorized to do so in writing. A Food Permit may be required as stated in the University Policy on Sale/Distribution of Food on Campus.

Verification of food permit will be submitted to University Housing Services by the client at least seven (7) business days prior to the event. If not received, no food will be permitted.

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.

The registration form will be reviewed and must be approved by the Minors Activity Committee in advance of the event. This confirmation should be sent to University Housing Services.

Solicitation and Sales

Promotion or sales of merchandise is prohibited in University Housing Services facilities. An exception may be made for events with written pre-authorization from University Housing Services. Requests for an exemption should be made no less than seven (7) business days prior to the event or activity.

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 programs without written authorization.

Violations or Non-Compliance Behavior

Violation of this policy 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 (RSO’s) will be handled through the Student Code of 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.