Space Reservation Policy

University Housing facilities provide our residents and guests places to study, dine, and build community. A clear and consistent reservation policy applicable across all University Housing spaces is essential to ensure the efficient utilization and management of spaces.

Policy Details

Reservation Opportunities

• University Housing facilities may not be used for commercial activities, except when specifically contracted by Conferences & Special Events or when approved by UH professional staff.
• Reservable space inventory is maintained in Housing’s Space Reservation system (EMS) located on the University Housing website.

Eligible Participants

Residents

For the purposes of this policy, “residents” refers to individuals at the University of Illinois at Urbana‐ Champaign currently under contract and actively living in a University Housing facility.

• Residents may reserve a space for their own personal use up to five times per semester.
• Residents may reserve a space for a recognized University Housing student organization without limitation on the number of reservations.
• Residents may reserve the Community Center at Orchard Downs, the Learning Resource Center (2044A) at Orchard Downs and the kitchen space in any undergraduate housing facility without limitation on the number of reservations.
• Residents may reserve the kitchens at Sherman Hall and Daniels Hall up to two times per week.

University Housing Staff

For the purposes of this policy, University Housing staff refers to any university employee currently on University Housing payroll or whose salary is indirectly paid by University Housing.

• University Housing staff may reserve a space to conduct official University Housing business.
• University Housing staff may, while acting in an official capacity and as a representative of University Housing, reserve a space for a university event. The University Housing staff member reserving must be present during the university event.

University Members

For the purposes of this policy, University Members includes all affiliated people of the University of Illinois at Urbana‐Champaign campus that do not fall into the category of Residents or University Housing Staff including, but not limited to, students, faculty, staff and registered student organizations (RSOs).

• University Members may request a University Housing space but are not guaranteed a reservation.
• University Members may only reserve space at the Student Dining and Residential Programs Building or Illinois Street Residence Hall. However, the Executive Director of University Housing, Director of Residential Life, or Director of Family & Graduate Housing may, at their discretion, provide approval to reserve other University Housing spaces consistent with the University’s Reservation of Property Policy.
• University Members may not reserve a space unless the event is affiliated with a University of Illinois at Urbana‐Champaign department, or the event is co‐sponsored by a University Housing unit or recognized University Housing student organization.
• All space reservations related to summer conferences and camps must go through the University Housing Conferences and Special Events office.

External Users

For the purposes of this policy, external users refer to any non‐University individuals or groups.

• External users must contact Conferences & Special Events to discuss reservation opportunities.

Group Representative/Client

• The group sponsor is responsible for all participants knowing and following University Housing policies and procedures.
• Events and activities must comply with the Protection of Minors Policy. The group sponsor of an event that is designed to include people under the age of 18 or for which the target audience is individuals under the age of 18 is responsible for complying with the campus Protection of Minors Policy.

Facility Policies

• Events and activities must comply with all applicable University policies and procedures. Events and activities must be contained to the designated reserved space and must not block or cause an obstruction to any walkway, building, entrance or exit.
• Event reservations and/or room setup changes must be made 72 hours in advance of when the space is needed. Space requests and/or setup changes submitted less than 72 hours prior to the event are subject to resource availability, operational needs and the discretion of the appropriate University Housing staff.
• Amplified music utilized in reservable spaces must not substantially and materially disrupt, impair or interfere with the following:
• The teaching, study, research or administration of the University,
• The authorized use of University Property, including meetings of university students, faculty, staff, administrators or guests; or
• The rights and privileges of other University Community Members, as defined in the Expressive Activity on Campus Policy.
• Failure to comply with this policy can result in revocation of space reservation privileges and other possible consequences prescribed by applicable law or university policy.

Submitting a Request

• Residents and University Housing staff should request space through the Housing Space Reservation system located on the University Housing website.
• University Members should contact the Programs Buildings Coordinator for Residential Life to request a space in University Housing.
• External Users must contact University Housing Conferences & Special Events to request a space reservation within University Housing.

Pricing Structure

• Residents and University Housing Staff may reserve space at no cost.
• University Members should contact the Programs Buildings Coordinator for Residential Life for applicable rates for rental spaces.
• External Users should contact a member of University Housing Conferences & Special Events to obtain space reservation pricing.

Cancellation Policy

• University Housing requires 72 hours’ notice to cancel a reservation made by Residents, University Housing Staff or University Students, Faculty and Staff. Cancellations made after this time, or reservations that go unutilized, may result in forfeiture of reservation privileges or loss of reservation fees.
• For reservations contracted through University Housing Conferences & Special Events, please see your Facility Use Agreement for cancellation details.

Payment / Contracts

• Once a request is submitted through the Housing Space Reservation system, no additional paperwork is required for Residents or University Housing Staff to request the space.
• University Members must provide an appropriate departmental CFOP for University Housing to use when processing the journal voucher.
• External Users will require execution of a Facility Use Agreement through University Housing Conferences & Specials Events.

Guests

• The individual(s) requesting the space will be considered the event sponsor and is responsible for all guests and will act as the representative in charge of the reservation/event and communicate all relevant policies to the group. If this individual will not be in attendance, another representative must be designated prior to the reservation/event.

Staffing

University Housing will:

• provide general custodial support (i.e., sweeping floors and emptying trash) for events taking place in University Housing facilities.
• provide, on a limited basis, general technology support through Student Affairs Technology Services.
• The group sponsor is responsible for acquiring all other staffing necessary to support the event.
• Food/Beverages
• Food and beverages are permitted in University Housing spaces.
• Individual guests may bring in their own food, or group orders may be placed and delivered by local restaurants in accordance with University Housing’s food handling policy.
• Special restrictions apply in some areas when food is provided. See Catering Information section for details.
   

Catering Information

• Groups may enlist catering services from an approved University vendor. However, University Housing Catering must be used in the following locations:
• Student Dining and Residential Programs Building (SDRP) multi‐purpose rooms.
• Illinois Street Residence Hall Table 1867.
• Alcoholic beverages are not permitted in the space unless purchased through and served by University Catering and permitted under the Alcohol Management Policy.

Decorations

• Decorations cannot compromise public safety or create risk of property damage. University Housing reserves the right to have all decorations removed.
• No glitter or confetti is allowed.
• All decorations must be removed immediately following the event.
• Only blue painter’s tape should be used for hanging decorations.

Clean‐up

• The event sponsor is responsible for restoring the space(s) used back to original condition to accommodate the next user.
• University Housing reserves the right to charge for clean‐up of spaces that are deemed beyond reasonable.

Damages

• University Housing reserves the right to charge for lost or damaged equipment or for damage to the physical space.
• Lost keys have a minimum $50 lost key charge; fee will vary depending on the number of doors to be rekeyed.
• University Housing reserves the right to charge for any special cleaning or maintenance required resulting from damages.

Signage

• Posting signs or fliers to advertise for an upcoming event must follow University Housing’s policy on Posting and Distribution of Materials.
• Only blue painter’s tape should be used for posting signs and fliers in and immediately adjacent to the reserved space.
• University Housing has digital signs available to post advertising for an upcoming event. Contact University Housing Marketing for additional information on digital signage. Additional costs may apply.
• All signage and fliers must be removed immediately following the event.

Special Requests

• Residents and University Housing Staff may add notes to their reservation request to identify any special requirements or additional services that are needed. University Housing will attempt to accommodate all special requests so long as they do not violate any University or University Housing policy or place undue financial burden on University Housing. 
• University Members should identify any special requirements or additional services that are needed when they contact the Program Buildings Coordinator for Residential Life to request a space in University Housing.
• External users should identify any special requirements or additional services that are needed when they contact University Housing Conferences & Special Events to reserve space within University Housing.

Accessibility

• To help ensure accessibility in all programs, courses and events, the accessibility guidelines found in the Illinois Accessibility Code are strongly encouraged. Additional information can be found with the Office for Access & Equity.

Parking

• Parking arrangements are the responsibility of the individual, group, and/or sponsor reserving the space. Contact the Parking Department for additional information.

Review of Risk

• Please refer to University Housing’s Fire Safety and Smudging and Pipe Ceremonies policies.
• The Office of Risk Management’s efforts for the University of Illinois System encompass both strategic risk and financial, operational activities. Risk Management is the insurance agent for the system, serving its universities, regional sites, extension offices and system offices. Contact the Office of Risk Management for more information.

Certificate of Insurance

• Not applicable for Residents, University Housing Staff, and University Students, Faculty and Staff.
• External Users should refer to their Facility Use Agreement for additional details.

 Last Updated May 2023

Housing Space Reservation system

Protection of Minors Policy

Programs Buildings Coordinator for Residential Life

University Housing Conference & Special Events

University Housing’s Food Handling Policy

Approved University Catering Providers

Posting and Distribution of Materials policy

University Housing Marketing, Digital Signs

Parking

Fire Safety and Smudging and Pipe Ceremonies policies

Office of Risk Management

Orchard Downs Community Center Reservation Information Sheet