Article 2, Part 5 – Use of University Premises and Facilities
§ 2-509 Special Provisions for Use of the State Farm Center
The State Farm Center is to provide programs of an educational or cultural nature for University of Illinois students, for faculty, staff, and community, and for the general citizenry of the state. It also is to make its facilities available to eligible organizations for such activities as they may be authorized to undertake at the State Farm Center.
Because of the special nature, size, charge, and financial requirements of the State Farm Center, the following special conditions apply:
Eligibility to use the State Farm Center is determined by section VIII‑1 of the Campus Administrative Manual and this rule.
Any organization or individual desiring to use the State Farm Center shall apply to the State Farm Center Office, 101 State Farm Center. Initial rulings on eligibility will be made by the Office of the State Farm Center and are subject to approval by the Office of the Registrar. Requests should be made at least one month prior to the date involved. Any request, whenever made, may be denied if there is insufficient time to prepare adequately for the proposed event.
For use of State Farm Center space, the following sequence of priorities obtains:
functions sponsored by the State Farm Center.
educational, informational, cultural, recreational, and entertainment events sponsored by university organizations, campus boards, registered organizations, and related organizations, for which reservations will be accepted from one to twelve months in advance.
approved events sponsored by campus-community organizations or outside organizations, for which reservations will be accepted from one to forty-eight months in advance. No more than half of the weekends and half of the weekdays in a fiscal year may be so committed in advance.
rehearsals or practice sessions in excess of standard minimum allotments and in advance of events to be presented in the State Farm Center.
other appropriate functions in support of the university’s charge of teaching, research, and public service.
Reservations may be granted on either a confirmed or a tentative basis. Tentative reservations may be withdrawn by the Office of the State Farm Center. For example, if a second applicant requests the date and the initial applicant fails to show appropriate evidence, such as a contract, that the time will be used, the initial reservation may be withdrawn. Tentative reservations for events of low priority also may be withdrawn if another event of high priority has valid claim and use for the date. Confirmed reservations may not be jeopardized by others regardless of priority. An organization holding a confirmed reservation may not be displaced by any other organization. Other matters concerning the operation of the priority system may be developed by the Office of the State Farm Center.
As provided in § 2‑406, free leaflets, handbills, etc., may be distributed outside the building on the State Farm Center grounds. Such distribution may not interfere with the movement of people going to or from the State Farm Center, and no such materials may be placed in or on automobiles in State Farm Center parking lots. The sale of any item on State Farm Center grounds may be regulated or prohibited by the Office of the State Farm Center. Also, the sale or free distribution of any item or materials for any purpose inside the State Farm Center may be regulated or prohibited by the Office of the State Farm Center.
If a function proposed to be held at the State Farm Center represents a potential hazard to public safety, the event may be canceled or denied. (See also § 2‑506(l).)
All organizations using the State Farm Center shall apply to the Office of the State Farm Center for any additional services, alterations, equipment, etc., they may desire. (See also § 2‑506(m).)
All foodstuffs, including refreshments, beverages, meals, samples, etc., to be served or distributed in the State Farm Center must be acquired and served by arrangements with the Office of the State Farm Center and must conform with health requirements outlined in subsection 2‑506(f) and with contractual obligations and concession policies. (See also § 2‑506(n).)
Requirements and Limitations
Only those events held in the State Farm Center that fall within the classifications in subsection (3)(B)-(E) above require that the organization receive “event approval,” which must be obtained from the Office of the Registrar and/or the director of the Office of Registered Organizations as well as the Office of the State Farm Center.
Any proposed usage must be appropriate to and suited to the size, structure, purpose, and operating costs of the State Farm Center, and there must be good reason to expect that a proposed event will attract at least 2,000 people.
Any outside organization or other organization requesting space at the State Farm Center shall qualify on its own merits and be responsible for its own commitments without reference or transfer to any local affiliate of any organization.
No campus-community organization, outside organization, or individuals may use the State Farm Center for any series of regularly scheduled meetings unless these meetings are annual or less often.
Reservations for presenting one event may not be used for presenting a different event without approval of the director of the State Farm Center. Sponsorship of an event may not be changed without approval of the director of the State Farm Center, and all sponsors must be clearly identified.
Use of the State Farm Center may be denied or limited if the applicant lacks personnel, experience, expertise, contracting authority, financial status, or other essential capabilities required to undertake the proposed project in an adequate manner. A sponsoring organization may not redelegate any control or responsibility to any cosponsor, agent, or other third party without prior approval of the director of the State Farm Center. If the initial authorized organization agrees to cosponsorship with a third party, but is not willing or able to fulfill all delegated functions and responsibilities adequately, participation of the State Farm Center as a cosponsor may be one of the conditions for approval.
Responsibility and control for all matters of staffing, crowd control, technical arrangements, ticketing and ticket policy, scaling, promotion, advertising policy, and similar managerial factors are functions of the Office of the State Farm Center and may be exercised by it or delegated in part to users, as determined by the director of the State Farm Center.
All contracts for events in the State Farm Center must be approved by the director of the State Farm Center and the Office of the University Legal Counsel prior to execution or commitment. Specifically, contractual agreements must be in accord with the financial well-being of the State Farm Center.
Decisions of the Committee on the Use of Facilities, under § 2‑508(a)(2), shall apply to the State Farm Center only insofar as they pertain to uses separate from those intended primarily for the general public. Conflicts between the Committee on the Use of Facilities and the Coordinating Committee on Entertainment Events shall be adjudicated by the Chancellor or the Chancellor’s designee.
Decisions of the Coordinating Committee on Entertainment Events concerning those entertainment events to be held in the State Farm Center shall be final in the resolution of conflicts between the State Farm Center and other sponsors or cosponsors. (See § 2‑507(c) and (d).