Event Planning Guide
Facility Management and Scheduling Reservations Section acts as the coordinating unit for University- and non-University-sponsored events that take place on University premises. We assign the appropriate facilities and advise event planners regarding security, crowd control, equipment set-ups, and parking arrangements. FMS processes and grants thousands of requests each year for campus space. We regularly work with Academic and Administrative Units, Campus-Community Organizations, Registered Organizations, non-University organizations and individuals to schedule general classrooms for purposes other than regular classes. To request the use of a classroom for a regularly scheduled semester course, contact your Departmental Scheduler.
Please select one of the following:
Academic & Administrative Units
Academic & Administrative Units must reserve general classroom space for events through Facility Management and Scheduling. Units may mail or email a Space Request Form (Form and Instructions) to FMS Reservations. You may also email us a simple a request. We discourage phone reservations unless it is a last minute request, this allows us to work on a "first-come, first-served" basis.
Mid-term Exam reservation instructions:
- Please fill out a Space Request Form.
- The subject line of your email should be the course subject and number and the name of the instructor, i.e. "MATH 100 Smith".
- Please use this same subject on the "TYPE OF EVENT" line on the Space Request form.
- The number of seats needed should be the number of seats needed for the exam, not the number of students in the class.
- Any special notes can go in the Remarks section.
Registered Organizations (RSOs)
Registered Organizations must first submit the Space Request Form to the the Office of Registered Organizations. As set forth in the Student Code, the Office of Registered Organizations grants event approval for activities sponsored by Registered Organizations. The RSO office will also answer your questions about fundraising events and events involving professional entertainment. Please refer to Section 19, Rule 103 of the Campus Administrative Manual on this matter.
After an RSO has event approval, the space request is submitted to Facility Management and Scheduling (address). FMS will work with your organization to find a space and date for your event.
If your organization wishes to have an outdoor event with food and entertainment you will also need the Special Events Checklist for the reservation. Bring this form to FMS after you have event approval from the RSO office.
The following campus units can offer equipment and/or services for your event:
- CITES Classtech Special Events
To use a projector, computer, or other classroom equipment, contact CITES Classtech at 333-8165. - Facilities and Services Public Functions
To schedule tables, chairs, sign standards, sound reenforcement, and cleaning, contact Tracy Osby at 333-1490.
Outside Organizations
Non-University organizations must submit two documents when requesting University space: a Space Request Form and a Special Events Checklist (Forms and Instructions). The Associate Director for Event Scheduling will review these documents, and determine whether a space will be assigned.
These links may provide additional information:
- Conferences and Institutes
C&I develops ideas and coordinates campus resources for conferences held on campus. - Use of University Premises and Facilities
Official University policy on the use of space by Outside Organizations - University Housing Catering
Permission to serve food must be secured from Facility Management & Scheduling. - Public Safety Risk Management
Non-University caterers and contractors must have a certificate of insurance on file with Risk Management.
Registered Campus-Community Organizations
As a Registered Campus-Community Organization, you may reserve facilities for meetings, but for no more than one per month. This does not include recreational or athletic facilities. Additionally, the Space Request Form (Form and Instructions) must be signed by a University-affiliated officer of the Campus-Community Organization.
Campus-Community Organizations are not able to raise funds or charge an admission when meeting on University premises (unless it is to cover the costs of an approved event).
The following campus units may assist with equipment and services for your event:
- CITES Classtech Special Events
Classroom equipment usage for non-class activities (i.e., guest lectures). - University Housing Catering
Permission to serve food must be secured from Facility Management & Scheduling. - Public Safety Risk Management
Non-University caterers and contractors must have a certificate of insurance on file with Risk Management.
Individuals
Non-University individuals must follow the same policies and procedures as Outside Organizations. Both of the required reservation forms are available under Outside Organizations.
If you wish to host a wedding ceremony and/or reception on University premises, the following links may be helpful. For ceremonies or receptions in a location other than those listed below, please contact our Facility Reservations & Special Events section.
- Illini Union Meeting Rooms
For weddings and/or receptions at the Illini Union - University Housing Catering
Catering handles receptions at the Illini Union, as well as many other campus spaces. - Foellinger Auditorium
For the Quad forecourt of Foellinger, lobby, and/or stage area - Levis Faculty Center
Contact Address
For assistance with the above, contact:
FMS Reservations
901 W. Illinois Street
MC-063
Phone: (217) 333-1230
fms-reserve@uiuc.edu