Article 2, Part 5 – Use of University Premises and Facilities

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§ 2-505 Operation of the Priority System

  1. Reservations will not be accepted more than twenty-four months prior to the proposed event if such date is during the time period when the university is in or preparing to be in active session.
  2. Reservations will be confirmed under the following guidelines:
    1. Reservations will be confirmed up to twelve months in advance of the proposed event if such date is at a time when the university is not in or preparing to be in active session.
    2. Reservations for space in the Illini Union (for use between 7:00 a.m. and 3:30 p.m. on weekdays) for conferences and short courses sponsored by the Office of Continuing Education or other university organizations may be confirmed up to twelve months in advance.
    3. If the event is to take place in a space normally needed for instructional purposes at that time, reservations will be confirmed up to one month in advance of the proposed event with the following exceptions:
      1. Events taking place during the first three weeks of an academic session are not considered confirmed until forty-eight hours in advance.
      2. Events taking place after the first three weeks of an academic session are considered confirmed at the start of the fourth week of that session.
    4. If the event is to take place in a space that is not normally needed for instructional purposes at that time, reservations will be confirmed after March 1 for events in the summer terms, after June 1 for events in the fall semester, or after November 1 for events in the spring semester.
  3. The university retains the right to cancel or change reserved space when it is needed for university use. Whenever possible, comparable space and prior notification of the change will be provided.
  4. Applications for use of unreserved space as defined in subsection (b)(4) above received prior to March 1, June 1, or November 1 will be honored in the order of priority as delineated in § 2‑504, with applicants of equal priority being given equal consideration. Applications of equal priority will be honored in such a manner to ensure the most appropriate space usage for the programs involved in accordance with policies developed by the Committee on the Use of Facilities. (See § 2‑508.) If such an appeal is to be made, it must be submitted in writing and received by the chairperson of the committee within five school days after the notice of denial is given.
  5. Applications received after March 1, June 1, or November 1 will not displace any previously approved assignments except by mutual consent of the parties concerned or successful appeal to the Committee on the Use of Facilities. (See § 2‑508.) All applications for as yet unreserved space received within three months of the date of requested use will be handled on a first-come, first-served basis. Events so scheduled may be displaced only by mutual consent of the parties involved, or through successful appeal to the Committee on the Use of Facilities.
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