POLICY

Users of equipment, and/or services in the Illini Union are subject to fees which vary according to the status of the sponsoring organization.  Reservations for equipment are taken by the Multimedia Department in accordance with University Regulations.

PROCEDURE

Parts 3, 4, and 5 of Article 2—General Policies and Regulations of the Student Code will be consulted and followed.  In addition, the following Illini Union procedures will be implemented.

Requests for audio visual equipment can be made in conjunction with or after a “Request for Use of University Premises and Facilities” has been submitted and approved by Event Services.

Approved equipment reservations are shown on the Daily Events Schedule listing location, time, event, estimated attendance, and any special setup requests.  This sheet is circulated to involved Illini Union departments.

Policy contact: Multimedia at 333-0891

POLICY

Banner placement on the exterior of the Illini Union is limited to approved locations for campus entities. 

PROCEDURE

University departments and RSOs can reserve space on the Quad Banner sign from location, which is located on the NW side of the Illini Union facing the Quad. Click here for complete details.

All scheduled banners should be delivered to the marketing office (Illini Union 420 P) no later than five days prior to placement and picked up no later than two days after removal after which time the banner will be disposed. The Illini Union is not responsible for lost or damaged banners.

Banners for specific dates must clearly identify the sponsoring organization and the event date(s) and location. The Illini Union reserves the right to decline a request if content, form and format is contrary to the Illini Union mission and purpose.  Banners must be clearly marked on the outside cover with the organization’s name, dates the banner will be displayed and a contact phone number.

Policy contact: Marketing Department at 244-3415

POLICY

Banner placement in The Illini Union is limited to the interior of reserveable spaces for dates and times space is assigned to the requesting organization. 

PROCEDURE

All banner requests must be made through the Event Services office. Requests for banners should be made at the time of reservation or no later than ten days in advance of placement. The Illini Union will be responsible for placing and removing banners for a minimum fee of $75. Banners requiring a lengthy installation time may be assessed for and additional fee. Banners must be made available to the Event Services office to allow sufficient time for hanging. Banners left behind after the event will be destroyed in the absence of an expressed request to “save”. Saved banners must be picked up from the Event Services Office within two days after the event.  The Illini Union is not responsible for lost or damaged banners. Form, construction and dimension of banners should be determined in consultation with Illini Union Staff. The Illini Union reserves the right to decline a request if banner material, content, construction, or language is contrary to the Illini Union mission or purpose.

Policy contact: Event Services at 333-0691

POLICY

The Event Services Office will maintain the Illini Union’s lost and found service. The Illini Union Bookstore will maintain its own lost and found service.

PROCEDURE

All items found in the Illini Union will be turned in to the Event Service Office during its hours of operation.  When the Event Services Office is closed, items will be given temporarily to the Hotel Desk. Items not retrieved within six months of receipt will be disposed of appropriately. 

Policy contact: Event Services at 333-0691

POLICY

Users of space, equipment, and/or services in the Illini Union are subject to fees which vary according to the status of the sponsoring organizations.

PROCEDURE

All requests for space in the Illini Union are subject to the provisions contained in Article II, Part 5 of the Student Code.

A detailed listing of procedures pertaining to rental of Illini Union space is available at the Event Services Office.

Registered Organizations and Registered Student Organizations should contact the Office of Registered Organizations at 244-2357.

POLICY

Reservations for all Illini Union space, with the exception of Guest Rooms and the Courtyard Café, are taken and processed by the Event Services Office in accordance with University regulations.

PROCEDURE

Chapters I, II and III of the Student Code will be consulted and followed. In addition, the following Illini Union procedures will be implemented.

All users’ requests for space are submitted on the “Online Space Request Form” available online here. 

Upon determining availability of space and the eligibility of the person or group requesting space, the Event Services Office either approves or denies the request and a confirmation is sent to the requestor.

Approved reservations that require catering or Multimedia are given instructions to contact the respective department.

Approved reservations are listed on the Daily Events Sheet with locations, times, events, estimated attendance, and any special equipment or setup requests.  This sheet is circulated to involved Illini Union departments.

The Illini Union reserves the right to change the room assignment on a reservation with the understanding that, if possible, comparable facilities will be provided.  It also reserves the right to cancel a reservation when necessary.  Changes and cancellations, however, will seldom be made less than four weeks prior to the scheduled event.  The contact person will be notified of any such changes by the Event Services Office.

Policy contact: Event Services at 333-0691

POLICY

A. “Bagged” meters

With prior approval, the Illini Union will bag metered parking spaces in the Circle Drive and Lot D-10 for a fee.  Reserved space in the Circle Drive is generally limited to five (5) meters.  Reserved space in Lot D-10 is dependent on the operational needs (which have priority) of the Illini Union Guest Rooms.

B. Lot D-10 passes

The Illini Union Director or designees may issue a temporary pass allowing an individual to park in Lot D-10 free of charge.  Issuance of these passes is kept to an absolute minimum.  Passes are only to be used in connection with Illini Union business.

PROCEDURE

All inquiries regarding bagged meters will be directed to the Assistant Director for Operations.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

The Illini Union Campus Vending office will coordinate vending operations in all academic and administrative buildings on campus and will accept requests for refunds of monies lost in vending machines and change machines.

PROCEDURE

Refunds are made available at over 75 campus locations.  When monies are lost in the Illini Union, patrons will be referred to the Hotel desk.

Patrons requesting refunds must fill out appropriate documentation issued by Campus Vending. Monies given to patrons will be replenished by the appropriate vendor responsible for the malfunctioning machine through the Illini Union Accounting Department.

Policy contact: Campus Vending at 300-5914

POLICY

Cancellations/No shows will be charged a fee if they are made within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for larger meeting spaces(314,210 and exempt spaces),the Ballroom and I-Rooms. This policy is intended to help our customers accurately plan their events, ensure space is made available to those organizations that need it, and help the Illini Union operate efficiently while providing the highest level of customer service. This policy fee structure will reset July 1^st of each year.

1. Late Cancellations/No Show
   
   
   1. RSOs and ROs  
      Failure to notify Event Services of a cancellation within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for larger meeting spaces(314,210 and exempt spaces),the Ballroom and I-Rooms or not showing up for a reservation will result in a first time warning and on second and subsequent occurrences a fee. 
      First occurrence - a warning will be sent by email.
      Second occurrence - a cancellation fee equal to the department rate for the reserved room(s) will be assessed to the organization. 
      Third and any subsequent occurrence - a cancellation fee equal to the public rate for the reserved room(s) will be assessed to the organization. 
   2. Departments  
      Failure to notify Event Services of a cancellation within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for larger meeting spaces(314,210 and exempt spaces),the Ballroom and I-Rooms or not showing up for a reservation  will result in a cancellation fee equal to the department/public room rental rate as well as all associated charges. 
      First occurrence - a cancellation fee equal to the department rate for the reserved room(s) will be assessed to the department.
      Second and any subsequent occurrence - a cancellation fee equal to the public rate for the reserved room(s) will be assessed to the department.
   3. Public  
      Failure to notify Event Services of a cancellation, within 72 hours of the scheduled start time for small meeting rooms and 30 days before the scheduled start time for the Ballroom and I-Rooms or not showing up for a reservation will result in a cancellation fee equal to the public room rental rate as well as all associated charges.

Appeals to this policy should be directed to the Director of the Illini Union or his/her designee who has the authority to permit exceptions to this policy. 

Policy contact: Event Services at 333-0691

POLICY

Same weekday reservations for Illini Union meeting rooms are scheduled directly through the Event Services Office with no pre-approval needed from the RSO office. This policy applies only to meetings with an attendance of 92 or fewer and the request is taken and processed by the Illini Union Event Services Office in accordance with University regulations.

PROCEDURE

The Campus Administrative Manual and the Student Code of Conduct will be consulted and followed: PART 5. USE OF UNIVERSITY PREMISIES AND FACILITIES.

In addition, the following Illini Union procedures will be implemented. This policy is limited to meeting rooms and excludes lounges, the Illini Rooms, the Ballroom, and Rooms 314 and 210.

A meeting room may be reserved the day of the request if:

1. Same-day request is made during Illini Union Event Services regular operating hours. Monday through Friday 8 a.m. until 8 p.m. during the spring and fall semesters, Monday through Friday 8 a.m. until 5 p.m. during breaks and the summer semester.
2. Meeting start time is at least 30 minute after the space request has been approved.
3. The request is made with a “Same-Day Meeting Room Reservation Request Form” The form is available through the Illini Union Event Services Office.
4. The standard or existing set-up is acceptable.

5. No additional resources are necessary to facilitate the use of the room (i.e., custodial, set-up crew, engineering support, multimedia or/and catering).
6. Use of the room does not interfere with an existing or subsequent reservation or set-up.
7. The individual making the request agrees to the limitations for time and use as specified by the Event Services Office at the time they are allowed access.
8. The individual making the request agrees to vacate the room upon request from the Event Services Office.
9. For Registered Student Organization (RSO) request:
• Only groups in good standing may submit a request for space.  Once per month, the RSO office will supply Event Services with a list of RSOs that are not in good standing.
• Event Services will consult that list, and then check U of I Connections (CollegiateLink) to confirm that the requesting individual is an authorized agent of the RSO they are representing.
10. For Department requests:
• A current and valid CFOPAL is available at the time of the request.
• The requestor’s affiliation will be verified through the campus directory.
• Campus departments and units with an outstanding balance of more than 30 days at the Illini Union will not be able to make same-day reservations. 
11. For Public requests:
• Public clients may only make same-day reservations Monday-Friday, 8 a.m.-5 p.m.
• Payment by credit card must be made prior to using the room.
• Organizations or individuals with an outstanding balance of more than 30 days at the Illini Union will not be able to make same-day reservations. 

Upon determining availability of space and confirming eligibility of the person or group requesting space, Event Services either approves or denies the request.

Policy contact: Event Services at 333-0691

POLICY

All accidents involving patrons should receive immediate attention and proper documentation.

PROCEDURE

The Building Supervisor, or the appropriate staff person, will be contacted in the event of an accident involving a patron.  The Building Supervisor, or appropriate staff person, will if appropriate, contact the Rescue Squad (911) to make arrangements for transporting the individual to a hospital.

The Building Supervisor, or appropriate staff person, will fill out the University of Illinois Property Damage/Public Injury Report.  Any accident regardless of severity or the patron’s own wishes, will result in this form being filled out.  If a patron declines assistance, the Building Supervisor, or appropriate staff person, will make every effort to obtain the patron’s name and address for the Building Supervisor’s report.

The Building Supervisor, or appropriate staff person, will check the area around the accident to see if any foreign objects, water, etc., were present.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

Decorations and/or displays must not compromise public safety or increase the risk of property damage.

PROCEDURE

Entrances and exits must be kept free of obstacles of any nature and must permit evacuation in the event of an emergency.

Displays and/or decorations must be freestanding.  They may not be fastened in any manner to walls, ceilings, floors, woodwork, light fixtures, drapes, window blinds, etc., except where pegboards or bulletin boards are requested for this purpose.

Candles are permitted only if used in hurricane-type holders.  The use of candles requires the prior approval of the Event Services Office.  It is not permissible to carry lighted candles.

All materials used as decorations must be fire resistant or flameproof in accordance with the Campus Administrative Manual “Decorations, Displays, and Christmas Trees" policy. 

All decorations /displays must be removed after the event occurs.

Policy contact: Event Services at 333-0691

POLICY

Use of the Illini Union is limited to students, faculty, staff, alumni, retirees and guests of the University of Illinois.  Visitors must have scheduled business in the building or be accompanied by a student, faculty/staff member or retiree.

PROCEDURE

All persons using the Illini Union are expected to behave appropriately and in a manner that is not disruptive to others.  An individual may be asked to provide proof of affiliation if he/she is seeking a reduced rate due to said affiliation (for example, a student rate for bowling) or when he/she is behaving in an inappropriate or disruptive manner.  Individuals who are not affiliated, as defined above, and are not on scheduled business will be asked to leave the premises by staff or, if necessary, by the University Police.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

A parent, guardian, or responsible adult must accompany non-University of Illinois students under the age of 18.

PROCEDURE

In compliance with the Campus Administrative Manual, Section VIII-1 (Use of University Premises and Facilities on the Urbana-Champaign Campus), non-University of Illinois students under the age of 18 have limited privileges.

Such individuals are welcome in the Illini Union with appropriate supervision to participate as invited guests in supervised activities developed especially for them, to attend scheduled public events and/or, to participate in supervised educational programs.  The Illini Union is not available for use by non-university of Illinois students under the age of 18 under any circumstances.  Such individuals will be asked to leave the premises by staff, or, if necessary, by the University Police.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

The Illini Union will permit individuals to collect surveys from students at a predetermined location under certain conditions: (1) The survey topic must relate directly to a current or proposed service intended for the University of Illinois students and a university department must be coordinating such a survey project; or (2) The survey is related to data collection for a University of Illinois student’s class project, thesis or dissertation.

PROCEDURE

Written requests to collect surveys from students must be submitted in writing to the Director’s Office at least 5 business days prior to the proposed date(s). All decisions regarding the appropriateness of the survey will be made by the Director’s Office. The required forms will be available in the Director’s Office and the  Event Services Office. A copy of the survey to be distributed must accompany the request. Proof of university approval is required.

If a request is approved, the Illini Union will provide one table and up to four chairs in a pre-determined location. Survey collection activity may not extend beyond the table area.   No more than two requests will be approved for any given date.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

The Illini Union’s Courtyard Café was created to provide students with a unique service operation, which has three distinct purposes or “personalities” throughout a given week.  All events will have students as the target audience and must be open to all University of Illinois students.

• During the day, the Courtyard Café is a place to visit informally, purchase a beverage or snack between commitments, listen to programmed music, watch television or attend a noontime program.
• On Thursday, Friday and Saturday nights, the Courtyard Café becomes a “student nightclub”, providing a social alternative to the campus bar scene for students.
• On other nights, student events such as lectures, debates, and performances are presented.

The Courtyard Café is different from other rooms in the Illini Union, as it cannot be reserved as a location for an event.  As an operation, the Courtyard Café selects program ideas from various sources to develop a full schedule of events for the students.

PROCEDURE

Individual students, Registered Student Organizations, and University departments submit program ideas to the Courtyard Café Programming Coordinator via a Request for Use of University Premises and Facilities form.  The Courtyard Café Programming Coordinator makes all program selection decisions.

Policy contact: Courtyard Café and Student Programs and Activities at 333-3660.

POLICY

All groups and individuals using Illini Union facilities are responsible for any and all damages they might cause.

PROCEDURE

Extra charges for labor will be incurred when an excessive amount of cleaning is required to return the property to a condition adequate for continued use.

The use of tape, glue, thumbtacks, adhesive, or other items on the walls, ceilings, frames, columns, staging or other areas is forbidden.  Suspending materials from the ceilings, light fixtures, etc., is also prohibited, as are decorations, displays, or exhibits which require flame or water.  Pictures are not to be removed from walls, nor is furniture or other equipment to be moved without prior permission.

The Illini Union assumes no responsibility for damage to or loss of any materials or equipment left in the building, on display, or in storage.

Persons in charge of events are responsible both for the safety of persons attending and for the maintenance of the property’s original condition.

Policy contact: Event Services at 333-0691

POLICY

The Illini Union Marketing Department administers the digital signage advertising for internal departments and is responsible for the rotation schedule. Illini Union departments take priority over external Student Affairs and university department requests.

The Illini Union Marketing Department will be allowed to sell up to 15 external advertisements at any given time to other Student Affairs and university departments. The external ads will be entered into the current rotation at a ratio that will give Union-related ads the highest level of visibility. 

PROCEDURE

The Illini Union Marketing Department will be responsible for posting and removing ads from the digital signage cycle rotation.  All ads must be sent to the Illini Union Marketing Department for review and posting.

The Marketing Department reserves the right to determine what content is displayed at each digital signage location, including the duration, dates and times content is displayed.

Ads will be shown in rotation with other information of interest to students, staff, faculty and guests of the Illini Union.

Submissions will be prioritized as follows:

1.         Emergency public announcements

2.         Illini Union sponsored events, activities and promotions

3.         Other Student Affairs Units paid advertisements

Types of categories from Illini Union departments appropriate for digital signage:

• Events and retail promotions affiliated with Illini Union venues and programs
• Emergency Notification/Public Service Announcements: campus-wide communication
• Videos: 2-5 minute product videos designed to provide information about products offered in Illini Union retail stores; videos will only be featured inside a retail store
• Other: Illini Union staff achievement that is appropriate for public interest (i.e., You Make A Difference)

The following types of ads will not be posted at any time:

• Endorses a political issue of candidate
• Contains religious content
• Promotes or condones behaviors that violate the University of Illinois policies and/or values, or local, state or federal law
• Encourages the sale or consumption of alcohol or tobacco–related products
• Violates copyright or trademark laws
• Ads not affiliated with the University of Illinois 

EXTERNAL DEPARTMENT POSTINGS

• All external postings are subject to the guidelines established for internal Illini Union department postings.
• Illini Union will allow external postings to be added to the digital signage rotation if 1) space permits and 2) the event is a campus-related event or program that supports the community-building mission of the Illini Union.
• An event and/or activity is classified as a club meeting, service project, fundraisers, social events, etc., that is open to the entire student body to participate.  Any content that is visibly demeaning to the university or the university's name will not be permitted.
• Ads are accepted on a first-come, first-served basis.  Ad space requests are accepted Mondays, three weeks prior to the Monday of the ad week requested.  Artwork must be supplied on the Monday two weeks prior to the requested display date.  All postings must meet the Illini Union digital signage policy.
• Each digital sign must be accompanied by a signed request form. 
• Screen locations of where these flyers will play will be at the discretion of the Illini Union Marketing Department. A university group external to the Illini Union may have no more than two flyers on a given day, and no more than six (6) advertisements during each semester.  Flyers should be used primarily to advertise specific events versus general services, greetings, product promotions, weekly meetings or non-date specific advertisements.
• The accuracy of posted information is the responsibility of the person, group or office submitting  the content. 
• The creation and accuracy of content for display in the Illini Union digital signage system is the responsibility of the group presenting the information to the campus community.

File type:

The digital flyers will be displayed for about 10 seconds at a time.  Therefore, the message on these slides should be designed to be read and absorbed with this timeframe in mind.

• Acceptable file formats:  jpeg, pdf.
• Size:  1280 x 900 pixels, horizontal orientation (equivalent to 17.778” x 12.5”) with a 72 dpi resolution.
• Ads must in provided in pdf file formatted to fit the widescreen 16:9 aspect ratio.  For jpg or eps files, the minimum and preferred dimensions are 1280 x 720 pixels.
• A simple design works best.
• Limit to 5 lines of copy with three words per line or three lines of copy with 5 words per line.
• Answer each one on your flyer:  Who, What, When, Where, Why or How.

Video clips (to be played inside retail stores only) can be uploaded if they are in the following formats:

• Quick Time (MOV, MP4, M4V)
• Windows Media (ASF, AVI, MPEG, MPG, WMV)
• Flash (SWF)

Placement location and time:

• Ads will be posted on a first-come, first-served basis on appropriate digital screens. Ads will be refused at the discretion of the marketing director if they contain inappropriate materials.  Some screens are dedicated to promoting events specific to a venue.
• Flyers may be posted no more than 10 school days prior to the event date being advertised for a maximum of 2 calendar weeks.

Policy contact: Illini Union Marketing Department at 244-3415

POLICY

Display space will be provided for flyers and posters from the Illini Union Board, registered student organizations, University departments, and community not-for-profit agencies. Display boards are located throughout the building. Specific policies and procedures for each type of display board are below:

PUBLIC INFORMATION CASE

Location: Two glass enclosed cases in the west corridor, first floor, outside the entrance to the Pine Lounge.

Policy: The Public Information Display Case is managed by Event Services and contains information from University departments and community not-for-profit agencies.

Display material will be updated at least once a week. Because space is limited, priority will be given to flyers for events taking place that particular week. Flyers which, for whatever reason, have no definite expiration date will, as a general rule, be displayed after material with specific dates has been posted.

Policy contact:  Event Services at 333-0691

ILLINI UNION BOARD DISPLAY CASES

Location: The Illini Union Board has display cases in five locations:

• Outside of the Illini Rooms on the first floor (across from the IUB Member Photographs)
• In the first floor West hallway (across from Jamba Juice)
• On the second floor North above the water fountain
• On the second floor North directly across from the water fountain
• On the second floor South next to and across from the elevators (3 cases total)

The contents of all of the above will be selected, posted and updated on a timely basis by the Illini Union Board.

Policy contact: Student Programs & Activities at 333-3660.

REGISTERED STUDENT ORGANIZATIONS

Locations:

• 1^st floor, Southwest foyer, next to digital kiosk (1 case reserved for StarCourse and one for VIP)
• 1^st floor, Southwest exterior foyer, external wall (OVP)
• 1^st floor, West corridor, external wall next to Jamba Juice
• 1^st floor, West corridor, external wall, between entrance doors (Illinois Student Senate)

Registered Student Organizations sign up through the RO Office on a first-come, first-served basis to post marketing materials for their organization and/or upcoming events in the designated display cases. RSOs are limited to one space at a time and their reservation may not exceed two weeks at any point in time for that particular posting.

Items left in the display case after their reservation is completed will be removed by Registered Organizations staff who will notify the RSO via email to retrieve their materials. If not picked up within 10 (ten) business days, materials will be discarded. When not reserved by any RSOs, the cases may be used by the Registered Organizations Office to promote information related to or of interest to RSOs.

Policy contact: The Office of Registered Organizations at 244-2357

ILLINI UNION MARKETING DEPARTMENT

Locations:

• 1^st floor, NE foyer (History of the Illini Union)
• 1^st floor, NW foyer by staircase (large case)
• 1^st floor, SE exterior foyer (3 large locked cases)
• 1^st floor, West hallway near Illini Rooms (campus map)
• Food Court, center wall, 3 locked cases
• Lower level NE, outside of CLASS
• 2^nd floor, NE foyer outside of the Ballroom
• 3^rd floor, NW foyer near stairwell (Value Card)

The boards above are maintained by the Illini Union Marketing Department in collaboration with a variety of internal departments. Marketing is responsible for maintaining the content in the display cases and ensuring the information is timely and relevant.

Policy contact: Illini Union Marketing Department at 244-3415

ILLINI UNION GENERAL BUILDING

Locations:

• 1^st floor, Northwest vestibule outside of Art Gallery (Wedgewood China display)
• 1^st floor, Northeast vestibule, outside of Colonial Room and Room 104 entrances (4 total) contain white china pieces.

Policy contact: Director’s Office at 333-0160

POLICY

The Illini Union is a preferred site for many plaques, award displays, photos, paintings, etc., because of its high-traffic location and by its very nature as the community center of the Urbana campus.  As a result, the Illini Union receives many requests from organizations, offices and individuals to display plaques, photos, paintings, or other displays of a recognition or award nature.  Although no policy could cover all possible requests, the following are general guidelines.

Appropriately, the Illini Union should display photos of the current members of the Illini Union Board, plaques about the role of the Illini Union Board, and plaques recognizing past Board members.  Similarly, it is appropriate that the Illini Union recognizes the contributions of its employees and leaders, past and present.

Because of their unique roles within the University, the Illini Union may also display photos of the current Board of Trustees of the University, current and former Chancellors, and Presidents.

PROCEDURE

With regard to submitting a request or proposal to the Director’s Office:

1. Requests must demonstrate a relationship or significance to the University of Illinois at Urbana-Champaign, Illini Union and/or the mission of the Illini Union.
2. Requests must include the name and contact information for the university unit responsible for any future maintenance, repairs, etc., affixed to the back of the display.
3. Requests must explain why the display should be in the Union beyond the fact that the Union is a great location and provides high visibility.
4. Requests must be submitted to the Director’s Office. The Director’s Office will present the request to the Illini Union Board for review and recommendation.
5. The Illini Union is not able to provide or guarantee security of items displayed in the Illini Union that are not part of the Art Gallery program and, therefore, is not responsible for theft, vandalism, loss or damages to items displayed within the Illini Union.  The bequeathing or requesting organization(s)/unit(s) is/are responsible for any repairs of damages for items displayed in the Illini Union.
6. The bequeathing or requesting organization(s)/unit(s) is/are responsible for any costs related to displaying the recognition or award, such as moving or delivery, hanging, etc.  All arrangements for such work must be coordinated, approved and finalized by the Illini Union Facilities and Operations staff.
7. The Illini Union reserves the right to determine any restrictions regarding locations and display of items in the Illini Union.
8. The Illini Union reserves the right to review, move or remove displays with the advice of the Illini Union Board. The Illini Union Director’s Office will review existing displays and recognitions on an annual basis to determine whether or not the displays are current and relevant. The Director’s Office will order removal of displays determined to be outdated or no longer relevant to the campus and/or organization. In the event the display is removed, the owner will be contacted, if known, and will have 30 days to claim the property. If no contact is available or owner does not respond, the property will be disposed of appropriately.
9. Requests for permanent locations will not be considered.

Policy approved by the Illini Union Board – April 1, 2015.

Policy contact: Director’s Office at 333-0160

POLICY

The Illini Union has one point for newspaper and magazine disbursement located at the southwest entrance to the Illini Union. The Illini Union Bookstore has a distribution rack in the foyer. The publication racks at these locations are available for registered student organizations, university departments, and campus organizations that want to distribute newspapers or other forms of media that have news and/or editorial content greater than a single page. With prior permission from the Illini Union, non-university affiliated newspaper may be permitted to distribute as well. The primary audience for publications distributed from these racks must be Illinois students.

Any publications promoting behaviors which are contrary to the Illini Union mission, the Student Affairs mission or the Student Code will not be allowed. Disheveled, outdated and unauthorized articles will be removed and disposed of.

PROCEDURE

Non-campus organizations that want to distribute must provide an example of publication with a memo stating the purpose and benefit of the publication to the student community to the Assistant Director for Operations for review. The Assistant Director for Operations will submit recommendation to the Senior Associate Director for final review.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

Food and beverages served at meetings and events scheduled in the building may only be purchased from University Catering or Illini Union Dining Partners.

PROCEDURE

When placing a reservation for space, individuals planning events and meetings at the Illini Union are expected to notify the Event Services Office of their intention to offer food and/or beverages.

Catering is permitted in all meeting rooms. Catering and the related equipment are not permitted in the corridors with the exception of the Illini Rooms Foyer for events using the Illini Rooms.  Served meals are not permitted on the 4^th floor due to the absence of appropriate preparation and serving spaces. 

Dining partners managed by the Illini Union may offer delivery service to all meeting rooms.

Individuals may purchase cash and carry items from food vendors and departments located in the Illini Union and offer them to meeting participants in all meeting rooms.

The Event Services Office may assess a sponsoring organization cleaning charges for any event.

Policy contact: Event Services at 333-0691

POLICY

The distribution by hand of leaflets, flyers and other handout materials will be permitted in public areas throughout the facility.   Said distribution must be by an affiliate of the University of Illinois at Urbana Champaign as defined in the Illini Union building policy; must be person-to-person in nature; may not disrupt scheduled activities or building operations; and may not be of a commercial nature.  The depositing of materials on furnishings as a means of passive distribution is not permitted. 

PROCEDURE

Individuals who are affiliated with the University of Illinois at Urbana Champaign may distribute materials in public areas and at public events without prior approval.  Individuals who wish to distribute materials during a scheduled meeting or event must:  be invited to said event by the event sponsor; or purchase a ticket; or be granted express permission to distribute said materials by the event sponsor.  Individuals are expected to behave in an appropriate manner when approaching others to offer materials.  Building staff will become involved if the behavior demonstrated by an individual or group distributing materials is deemed inappropriate.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

Lounge space in the Illini Union is designated for use by the University community and may only be reserved for closed events by prior administrative exception.

PROCEDURE

Special requests for closed use of public lounge space in the building are submitted to the Illini Union Event Services office and usage must comply with the policies and procedures on Meeting Room Rental and Meeting Room Reservations.

Policy contact: Event Services at 333-0691

POLICY

Telephone service may be provided in meeting rooms at a basic charge to the requesting organization.

PROCEDURE

All requests for telephone service in the meeting rooms will be submitted to the Illini Union Multimedia Department after the room reservation has been confirmed by the Event Service office.

Policy contact: Multimedia at 333-0891

POLICY

1.  Student Class Projects: The Illini Union permits filming and photography by students completing class projects within the following parameters:

Public Meetings: If the meeting sponsor and content are covered by the Illinois Open Meetings Act, or the meeting has been advertised as a “public meeting,” no additional permission is required.

Public Areas: For the purpose of this policy, public areas are defined as any unscheduled spaces (e.g., lounges, food court, corridors).  The act of taking photographs may not interfere with the programs and services offered in the building. Additionally, students must ask individuals in these areas if they are willing to be filmed or photographed. If permission is denied by an individual, the student may not film or photograph that individual. No additional permission is required from the Illini Union.

Administrative Offices and Retail Operations: The students must gain permission from the supervisor of the office/operation.  If permission is denied, the student may not film or photograph in the office/operation.

Administrative, Department and Organization Meetings: If the meeting sponsor and content are not covered by the Illinois Open Meetings Act, the student must gain permission from the sponsoring department or organization before filming. If permission is denied, the student may not film or photograph during the meeting.

Performance: Prior to the event, the student must gain written permission from the event sponsor. In turn, the event sponsor is expected to get written permission from the artist or the artist’s representative. If permission is denied by the event sponsor, the artist or the artist’s representative, the student may not film or photograph the performance. The student must also pay any admission fee for the given event, unless a fee is waived by the sponsoring organization.

2. Other Requests: Requests to film or photograph people, places, performances or any other activities in the Illini Union that do not involve a class project should be submitted to the Senior Associate Director for Facilities. 

PROCEDURE

Upon receipt of a verbal or written request, determine if the person requesting to film or take photographs is a student by requesting to see his/her identification.

A.  If the person is a student, determine if the request is related to a class project by asking and noting the department and course number. Using this policy, instruct the person as to the appropriate manner in which he/she may proceed to film or take photographs. If the filming will occur in a public area, please notify the Building Supervisor so he/she is aware of the filming to take place.

B.  If the person is a student, but the request is not related to a class project, refer the student to the Senior Associate Director for Facilities.

C.  If the person is not a student, refer the person to the Senior Associate Director for Facilities.

Policy contact: Assistant Director for Operations at 244-4195 

POLICY

Political candidates for local, state and federal positions may reserve meeting rooms in the Illini Union for the purpose of addressing the public. Such events must comply with all related university and Illini Union policies and will be handled within the existing room reservations process.

PROCEDURE

Requests are submitted to the Illini Union Event Services.

Policy contact: Event Services at 333-0691

POLICY

The Quad signs are used as advertising, information, and public relations vehicles for Illini Union and Illini Union Board activities.

PROCEDURE

Requests for Quad signs are submitted to the Illini Union Marketing Department. Illini Union Marketing is responsible for maintaining the display schedule and keeping the Quad signs up-to-date.

Signs that can be reused are kept in the Illini Union Marketing Department. Signs that cannot be reused will either be returned to the requesting department or disposed of appropriately, according to the instructions of the requesting department.

Policy contact: Illini Union Marketing Department at 244-3415

POLICY

Registered Organizations (as defined in Chapter 1 of Code on Campus Affairs and Regulations Applying to All Students) may solicit funds for organizational purposes and charity collection in the southwest foyer and/or on the Anniversary Plaza area.

All Registered Organizations wishing to conduct a fundraiser will need to complete the Space Request Form to initiate the reservation for the location. Fundraising events are NOT approved until the requesting Registered Organization receives a confirmation e-mail from the Event Services Office.

All funds collected must be in accordance to all processes outlined in the University of Illinois Student Code.

PROCEDURE

Information regarding solicitation of funds by Registered Organizations is available from the Registered Organizations Office, Illini Union 284 (south side of the building).

Policy contact: Assistant Director of Registered Organizations Office at 300-5792

POLICY

The use of table tents is restricted to Illini Union departments.

PROCEDURE

Illini Union Marketing Department will approve the design and schedule the placement of table tents in the Food Court/Commons areas, including the Courtyard Café. Marketing will provide departments with the table tent material according to their marketing plan/campaign, and their reservation dates. It is the department’s responsibility to place the table tents in the designated location/s and to remove them when the campaign or event has concluded.

Policy contact: Illini Union Marketing Department at 244-3415

POLICY

Illini Union facilities and services will be made available for use for weddings/receptions for affiliates of the University.  For the purpose of this policy, an affiliate would include a member of the university community (student, faculty, staff or alumni).

PROCEDURE

Use of Illini Union facilities for wedding receptions is limited to the period following Commencement weekend at the end of the spring semester through two weeks prior to the first day of classes in the fall semester. In addition, receptions will be allowed during the semester breaks.

Use of the facilities for wedding receptions will be consistent with pertinent meeting room policies and procedures.

Policy contact: Event Services at 333-0691

POLICY

Requests for the use of Illini Union facilities outside of regular hours of operation will be charged a fee. All events with a client set up time before 7:00am will be assessed a fee. All events ending later than 30 minutes before building closing time will be assessed a fee. This policy will help organizations plan their events more successfully and allow the Illini Union to operate more efficiently.

PROCEDURE

This policy applies to any group that requests access to facilities outside of regular hours of operation. Under the following circumstances, as determined by the Event Services Office, a minimum fee of $100 will be charged. The fee will increase based on the size of the event and the amount of time the facility is used outside regular hours of operation.

1. Event clients who request access before 7:00am will incur a charge. For example, the meeting organizer needs access to the building at 6:00am to begin set up for an event starting at 8:00am. This fee will include the public rate for the room rental and labor costs that result from opening the building outside regular hours of operations.

2. All events ending later than 30 minutes before building closing time will be assessed a fee. For example, an event ends at 2:00am, 90 minutes past its scheduled end time, will be charged a fee that includes: the public rate for the room rental and labor costs that result from closing the building outside regular hours of operations.

Appeals to this policy should be directed to the Director of the Illini Union or his/her designee who has the authority to permit exceptions to this policy.

Policy contact: Event Services at 333-0691

POLICY

Alcoholic beverages are permitted in the Illini Union in accordance with the State of Illinois Policy and Regulations for the sale and use of alcoholic liquors on the University of Illinois campus (as stated in the Campus Administrative Manual, Section VIII – 10, Use of University Premises, Facilities and Computing Infrastructure Policies.)

PROCEDURE

Liquor service must have official approval five working days prior to the event.  Requests for such approval are directed to the Associate Vice Chancellor for Student Affairs and Director of Auxiliaries.

Approval is subject to the following conditions:

• Bars are limited to three consecutive hours. 
• A bartender will be provided for each function and a fee assessed by University Catering Services.

The Illini Union and Dining Services reserve the right to card and/or refuse service to individual patrons at a catered event.  The right to close bar services is also reserved.

Policy Contact: Senior Associate Director at 333-0160

POLICY

The Illini Union’s support for charitable organizations is limited to the use of facilities and equipment as governed by established reservations policies, and is consistent with the Campus Administrative Manual policy, Use of University Premises, Facilities, and Computing Infrastructure Policies: Section VIII – 1, Use of University Premises and Facilities on the Urbana-Champaign Campus.

PROCEDURE

Requests for such support on behalf of a Registered Organization and Registered Organizations are to be directed to the Registered Organizations Office. All requests on behalf of university departments and external entities are to be directed to the Director’s office for review.

Policy contacts: Office of Registered Organizations at 300-5792 or Director’s Office at 333-0160