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

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§ 2-506 Requirements and Limitations

  1. All events to which the general public will be invited and/or a fee charged must receive formal “event approval” prior to the assignment of space and advertising of the event. Such “event approval” shall be given only if each of the following requirements is satisfactorily met:
    1. The proposed use of premises or facilities is in accordance with these and other applicable university regulations.
    2. The event is not in serious conflict or competition with other events planned or being planned as determined by review on the part of the Coordinating Committee on Entertainment Events.
    3. The sponsoring organization is financially able to sponsor the event.
  2. Review of proposed events to determine “event approval” shall be made by the following:
    1. the Illini Union Registered Organizations Office for events to be sponsored by Registered Organizations and Registered Student Organizations and campus boards.
    2. the Office of the Registrar for events to be sponsored by university organizations and related organizations, campus-community organizations, outside organizations, and individuals.
  3. Denial of an “event approval” may be appealed by the sponsoring organization to 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.
  4. If an outside organization requesting space has a local affiliate, the local affiliate shall participate in the arrangements and be responsible for the use of the premises and facilities in accordance with these regulations.
  5. To ensure the proper accounting and application of funds, the sponsoring organization of all events involving income or disbursement of funds shall conform to all university policies, procedures, and regulations as may be prescribed in section VIII‑1 of the Campus Administrative Manual and in §§ 2‑301 to 2‑317.
  6. In order to protect students, faculty, staff, and/or the general public from foodborne illnesses while using university premises or facilities, all requests involving the dispensing of food not provided by regular university food services will require special clearance from the Department of Safety and Compliance.
  7. Organizations and individuals using university premises or facilities must comply with all reasonable requests related to such usage made by university officials having responsibility for the premises or facilities concerned. Such requests may include the employment of facility attendants to ensure proper use of the premises or facilities concerned.
  8. University premises and facilities shall not be used for benefit events, charitable or otherwise, except with the special approval of the Chancellor. In addition, specific requirements of section VIII‑1 of the Campus Administrative Manual shall apply. (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.)
  9. University premises and facilities shall not be used for any activity inconsistent with federal or state laws or university policies or regulations.
  10. Outside organizations and all individuals may not use facilities for the following:
    1. Meetings scheduled on a regular basis.
    2. Any meeting for the purpose of instruction that would normally be offered by or in cooperation with any unit of the university, unless the offering of the instructional program is approved by the appropriate university unit.
    3. Entertainment and social activities such as dances, etc., that are not scheduled as a part of an approved meeting or activity unless approved or sponsored by an appropriate university organization.
    4. Sports events unless approved or sponsored by an appropriate unit of the university.
    5. Any meeting or event that would substantially interfere with or detract from events sponsored by university organizations, campus boards, registered organizations, or related organizations.
    6. Solicitations, collections, fund drives, or any events for which an admission will be charged, even though the funds are for public benefit, except as provided in section VIII-1 of the Campus Administrative Manual and as follows:
      1. Those nonprofit organizations that schedule their entire admission fee programs on the Urbana-Champaign campus will return to the university all net profits, after expenses and in excess of allowable cash reserves as prescribed by the Office of Business and Financial Services.
      2. Those organizations that sponsor an admission fee program on the Urbana-Champaign campus will be assessed a service fee or the net profit, whichever is greater, for the use of university facilities.
  11. Premises or facilities reserved by an organization or individual may not be turned over to another organization or individual without prior consent of the Office of the Registrar and the reservations office of the facility involved.
  12. Safety
    1. Adequate provisions must be made for the safety of persons at an event on university premises and the safety of the premises and facilities being used. Such provisions are the responsibility of the person or organization sponsoring the event. Actions required to ensure safety, as determined by the official in charge of the facility involved or by the campus administrative staff, shall be adhered to.
    2. The university reserves the right to inspect and approve all physical arrangements in university facilities in order to ensure safety. Information and advice in these matters may be obtained through the Department of Safety and Compliance.
  13. Alteration of Facilities
    1. Organizations or individuals shall not make or contract to make any revisions or alterations to university facilities or its utilities (electric, water, steam, air, and gas) in connection with a reservation. All such work must be approved in advance by an appropriate official of the facility involved or by the Office of the Registrar and, if approved, must be accomplished by or under the supervision of the Facilities and Services Division of the university or the regular maintenance forces of the facility involved.
    2. Requests for work to be done must be submitted for approval at least forty-eight hours in advance of the event. Work requested, as well as any work immediately required to return the facilities in question to their original use condition, shall be done at the entire expense of the organization or individual sponsoring the event.
  14. Dining Facilities
    Nothing in these regulations shall be interpreted to restrict dining in areas so designated for such use and operated by the university. Specific regulations governing the use of these facilities may be developed separately by appropriate administrative units, when and if conditions so warrant. In general, the Illini Union facilities are intended to be available only for use by students, faculty, staff, alumni, and their immediate families, and by official guests of the university.
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