Outdoor Space Event Reservation Policy

Purpose: These guidelines serve to encourage optimal use of the University's premises and facilities for outdoor events in the furtherance of the University's educational, research, and public service mission without jeopardizing the overall condition or safety of those premises and facilities or its users.

Scope: This policy applies to University Organizations, Campus Boards, Registered Organizations, Registered Student Organizations, and Related Organizations at the University of Illinois, Urbana-Champaign and includes designated campus outdoor areas reserved under the jurisdiction of the Office of the Registrar.

Authority: The Office of the Registrar, Facility Management and Scheduling Unit

Policy: University Organizations, Campus Boards, Registered Organizations, Registered Student Organizations, and Related Organizations may reserve the designated campus outdoor areas for events in compliance with related policies in the Campus Administrative Manual and the Student Code.

Definitions: University Organizations, Campus Boards, Registered Organizations, Related Student Organizations, Related Organizations, Campus-Community Organizations, and outside organizations are defined in section in Article 2, Part 3 §2-301 of the Student Code.

An inventory of designated campus outdoor spaces under the jurisdiction of the Office of the Registrar can be found here.

Processes/Procedures/Guidelines:Activities may not disrupt or obstruct current or future teaching, research, administration, disciplinary procedures or other University activities, nor may they block or provide an obstruction to any walkway, building entrance, or exit. Activities must be contained to the designated reserved space.

Reservations may be made in accordance with Article 2, Part 5 §2-503 of the Student Code. A group representative must be identifiable and present during the event to communicate with University personnel.

The Office of the Registrar reserves the right to cancel or (when possible) relocate outdoors events as a result of heavy rain, water puddles, flooding, unanticipated wear and/or emergency repairs. The group sponsor is also responsible for an inclement weather plan. A detailed inclement weather planning guide will be included in all event confirmations.

Upon approval from FMS, groups may offer food/drinks. In addition, groups must complete a Food Service request for approval from the office of Safety and Compliance unless the event sponsor has completed the Safe Food Handling Course available through Compass. All catered events require the use of University approved vendors but do not require additional approval from Safety and Compliance. Glass containers are prohibited at all times.

Alcohol is generally prohibited. If an exception is granted by the Office of the Registrar, the group sponsor is responsible for compliance with the University's Alcohol Management Policy and approval from the campus Beverage Administrator.

Equipment (such as tables/chairs, stages, amplification, fencing/barriers) or any other setup not typical of the space reserved (other than tents) may be reserved through Facilities and Services Public Functions (217-333-1490). Fees may apply.

Tents are permitted in some of the reservable outdoor areas. Refer to the outdoor space inventory for locations. Groups must enlist tent services through one of the University's approved vendors. The University does not offer tent setup services.

Groups are responsible for keeping the immediate area free from litter and for removing all event materials upon the immediate conclusion of the event. Should the event generate a significant amount of trash onsite, the group must contact Facilities and Services to make special arrangements for waste removal. If the group fails to make special arrangements and excessive waste removal is required, the group will be responsible for any and all charges associated with the cleanup.

The group is responsible for damages to University property. This includes trees, grass and shrubs which shall not be altered, damaged or destroyed as a result of an event.

Amplified sound must be requested and approved prior to the event. In accordance with the Campus Administrative Manual, amplified sound is permitted on Foellinger Auditorium Terrance Monday-Friday between noon-1pm. Amplified sound is permitted on Anniversary Plaza Monday-Friday between the hours of noon -1pm and between 5pm-11pm and is subject to approval on the weekends. Amplified sound in these locations is subject to approval by the Illini Union Office of Registered Organizations in conjunction with the Office of the Registrar. Amplified sound in other reservable outdoor spaces is considered on a case-by-case basis.

No motorized vehicles (cars, mopeds, scooters, motorcycles, etc) are permitted on grassy lawn spaces unless pre-approved.

Questions regarding risk assessment for special events, event or vendor insurance may be directed to the Office of Risk Management (217-333-3113).

The Division of Public Safety must approve course routes for all races/walks that occur on campus streets prior to the event. Submit course maps/route with space request.

The University of Illinois Urbana campus will become smoke-free effective January 1, 2014. This includes all outdoor lawn spaces reserved through the Office of the Registrar. In addition, State of Illinois law prohibits smoking inside public buildings and from within 15 feet of a building entrance.

For all events with an expected attendance of over 100 people, the event sponsor should seek permission from the Facility Manager of the nearest building(s) to use restrooms for the event. There may be a charge for restroom or building lobby clean up. The event sponsor should also be aware of the building hours and work with the Facility Manager to secure building hour extensions if needed.

The central area of the Quadrangle may not be reserved.

Other campus units such as University Housing, Campus Recreation, and the Division of Intercollegiate Athletics manage the outdoor space connected with their departments. Organizations or persons seeking use of outdoor space managed by those departments must contact those departments directly.

Exceptions: The central area of the Quadrangle may be reserved for the Homecoming Pep Rally and Quad Day. Other exceptions regarding the conditions for outdoor events or exceptions for non-approved locations require approval from the Committee on the Use of Facilities.

Contact: Office of the Registrar, Facility Management and Scheduling Unit

New Policy by the Office of the Registrar and Facility Management and Scheduling (6/1/2013)