Managing Special Events – UIUC
University Premises and Facilities
Refer to the Campus Administrative Policy on Use of University Premises and Facilities on the Urbana-Champaign Campus.
University premises and facilities are available for use by individuals or organizations for purposes relating directly to the University's regular educational or research programs. Any individual(s) or organization wishing to use University premises or facilities for any other purpose must obtain approval from the appropriate campus authorities. Questions relating to such usage should be directed to the Office of Facility Management and Scheduling.
Campus authorities may grant permission to use University premises and facilities to these organizations when the use is generally compatible with the University's teaching, research, and public service missions.
The use of University premises and facilities is not available to individuals or non-University organizations for presentation of public entertainment events. Outside organizations and individuals may not sponsor events when admission fees, profits, or funds raised are to accrue to the individual or the organization, even though the funds are for public benefit.
University premises and facilities shall not be used for benefit events, charitable or otherwise, except with the special approval of the Chancellor. (Benefit events are those events intended to raise money for uses other than the expenses of the sponsoring organization or the support of other university activities.)
Outside organizations may use certain auxiliary service space, such as the Assembly Hall, Krannert Center for the Performing Arts, and housing facilities for meetings, conferences, and conventions if attendance at such events is limited to members of the organization or if admission to the public is free.
Use of University premises and facilities by individuals other than in connection with the University's educational or research programs is normally not permitted. Subject to the approval of the appropriate campus authorities, certain University premises and facilities may be made available for use to the students, faculty, and staff of the University and their families, provided such use does not interfere with the regular educational programs of the University or with the activities of the various eligible organizations previously identified in this directive.
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Special Event approval at UIUC
The University requires outside organizations and individuals using University premises and/or facilities, to maintain liability insurance and other insurance as necessary to reasonably protect the University's financial interests, and in amounts deemed adequate by the University. In order to protect the University’s interests and other parties as necessary, the University may require a Certificate of Insurance prior to the commencement of any scheduled event.
Organizations and individuals using University premises and facilities must comply with all reasonable requests related to such usage made by campus authorities having responsibility for the premises or facilities concerned.
Campus authorities retain the right to assign the most appropriate premises or facilities available for a given event and to determine whether appropriate facilities are available. Prevailing contracts entered into by University units will be honored.
Decisions concerning interpretations of policy on the use of University premises and facilities may be appealed to the Committee on Use of Facilities as specified in Chapter III of the Code on Campus Affairs and Regulations Applying to All Students.
The use of all University premises and facilities is subject to all applicable state and federal laws and must be in accord with the policies of the Board of Trustees.
The Chancellor or his or her designee has the authority to permit exceptions to these regulations and to develop additional regulations as may be appropriate.
University premises and facilities cannot be used for private gain or non-educational purposes, either by individuals or organizations.
University permission for the use of premises and facilities by an organization or individual neither implies approval nor disapproval of the purposes of the individual or organization or events sponsored by that organization or individual.
All questions or requests relating to the use of University premises and facilities should be directed to the Office of Facility Management and Scheduling.
See: http://www.fms.uiuc.edu/Events/EventPlanningGuide
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Last Updated: June 23, 2010