Reservation of University Property

Purpose

University Property is primarily for use by the university community related to its teaching, research, economic development, and public service missions. University Property shall only be used for private purposes or private gain in accordance with applicable law and university policies and procedures.

The purpose of this policy is to establish the conditions under which the university permits individuals and groups (each an “applicant”) to reserve University Property for an activity or event. This policy does not govern the assignment of instructional space for class scheduling. This policy does not prohibit spontaneous Expressive Activities that comply with all applicable laws and university policies, including but not limited to the Expressive Activity on Campus Policy.

Scope

This policy applies to all applicants who want to reserve University Property for an activity or event.

Authority

Office of the Chancellor.

Policy

  1. The university may designate spaces and venues that may be reserved.
  2. The university’s grant of permission to use University Property does not imply or signify the university’s endorsement, sponsorship, approval or disapproval of the applicant, or the proposed use of University Property.
  3. The university will consider the applicant’s request to reserve space in a content- and viewpoint-neutral manner.
  4. Applicants must reserve University Property for an event or activity when the applicant expects exclusive use of the space or when either the applicant or the university determines that the proposed event or activity requires university or other third-party support services. Applicants are eligible to apply to reserve designated University Property on the following conditions:
    1. The proposed use of University Property is consistent with applicable local, state, and federal laws and university policies and procedures.
    2. The applicant agrees to comply with all applicable laws and policies and procedures.
    3. If directed by the Designated Official, the applicant enters into written agreements, such as a Facility Use Agreement, for use of the specified University Property and provides proof of insurance.
    4. The applicant pays any applicable service charge and rental, equipment, staffing, security, and cleaning fees.
    5. The applicant agrees to restore University Property to the original condition after the event or activity. Individuals or groups causing damage to University Property may be held financially responsible, in addition to other possible consequences prescribed by applicable law or university policy.
    6. The applicant charges admission or concession fees and sells merchandise only as permitted in the Facility Use Agreement.
    7. The applicant cooperates in planning with the university to avoid unnecessary risks, injury to persons, damage to property and impact to other university operations (including other reservations of University Property) and to ensure the event does not violate laws or university policy.
    8. Reservation of University Property for Camping is not permitted except:
      1. on University Property specifically identified as a campground and used exclusively for the purpose of Camping and related recreational outdoor activities.
      2. as part of tailgating activities that are undertaken in accordance with the university’s rules regarding tailgating at sports events.
      3. upon approval of the Chancellor’s Special Event Advisory Committee for events sponsored by university units or recognized student organizations.

Processes/Procedures/Guidelines

  1. Applicants that are registered organizations or student organizations should follow the reservation procedures set forth in the Student Code. All other applicants should submit a reservation request to the Designated Official of the proposed University Property. Applicants must provide information about the reservation request as reasonably requested by the university to permit necessary evaluation of the request.

 

  1. The Designated Official shall, at a minimum:
    1. notify the applicant of the decision on the reservation request in a timely manner;
    2. confirm the applicant’s eligibility to reserve space in accordance with this policy and other applicable university policies;
    3. confirm whether the requested space is available, suitable and appropriate for the proposed activity or event, including but not limited to whether the space can accommodate the expected crowd size; anticipated noise level and impact, if any, on the academic activities or other university activities in the vicinity; impact on traffic; and any other relevant, viewpoint-neutral considerations;
    4. recommend reasonable alternative spaces if necessary;
    5. confirm that the proposed event or activity adheres to university policies, including but not limited to the Expressive Activity on Campus Policy and Protection of Minors Policy;
    6. advise on the need for special approvals or additional support services;
    7. notify appropriate university stakeholders of reservation requests, including but not limited to Facilities and Services, Division of Public Safety (DPS), and University Risk Management; and
    8. consult with DPS to determine security needs for an event that has a substantial likelihood of interfering with campus functions or activities or that is likely to significantly affect campus safety and security or campus services. A Designated Official may consider the following criteria in determining the need to consult with DPS:
      1. Time, location, and type of activities planned.
      2. Expected crowd estimations for the location planned.
      3. Analysis of expected transportation routes, including arrival and departure times.
      4. Expected or known demonstrations, including counter-demonstrations.
      5. Request from event organizers or demonstration organizers.
      6. Publicly available information.
      7. Any objective and credible information regarding actual threats to campus safety or security.
  1. The Chancellor’s Special Event Advisory Committee will designate spaces and venues that may be reserved and will approve facility reservation policies and reservation priorities of designated spaces and venues. For example, scheduled instructional use may take priority over all other uses. Subject to approved reservations priorities, applications to reserve University Property are generally decided on a first-come, first-served basis.
  2. The Office of the Registrar will maintain information on spaces and venues that may be reserved and contact information for Designated Officials.
  3. Rental rates for University Property must be in accordance with Office of Business and Financial Services (OBFS) policies.
  4. The university’s DPS will determine security needs for events involving University Property based on objective and credible information of specific risks. Applicants will pay the costs of basic event security. Basic event security consists of DPS presence and related costs necessary to conduct an event absent a disturbance. The university will bear the cost of extraordinary security necessary to protect the larger community. See DPS website for more information.
  5. Reasons for denying a reservation request may include, but are not limited to the following:
    1. the applicant is not eligible to reserve the requested space in accordance with university policies;
    2. the applicant has not completed the reservation process as required by this policy;
    3. the request to reserve space contains a material misrepresentation or materially false statement;
    4. the request does not include sufficient information or is not received sufficiently in advance of the proposed event or activity to permit necessary evaluation and to determine the appropriate location;
    5. the proposed use or activity is prohibited by law or proposes behaviors or conduct proscribed by this or other university policies;
    6. the applicant has damaged University Property and has not paid for repairs;
    7. the applicant has a previously committed significant or repeated violations of this policy;
    8. the use or activity would present an unreasonable health or safety risk; or the University Property is not available, and no reasonable alternative time or place is available.
      1. An applicant may appeal in writing a decision of a Designated Official to the Chancellor’s Special Event Advisory Committee. Any such appeal shall be made in good faith and based on an alleged procedural violation, bias, or viewpoint discrimination. The committee will review the appeal and gather information it deems necessary. The committee may seek to resolve the conflict informally between the parties to the extent possible. If an appeal is not resolved informally, the committee may submit findings and recommendations to the Chancellor or the Chancellor’s designee for review and decision.

Definitions

Camping means establishing or maintaining an outdoor site on University Property for the purpose of overnight stays or sleeping (including but not limited to a parking garage or any parked vehicle) between the hours of 10 p.m. and 8 a.m.

Designated Official means the individual who has been appointed by the Office of the Chancellor to manage events and activities and to make decisions about use of specific University Property. If no Designated Official has been appointed for the specific University Property, then the Facility Management and Scheduling unit of the Office of the Registrar is appointed to manage such decisions with appropriate stakeholders.

Expressive Activities means speech, assembly, demonstrations, and any other expression protected under the First Amendment to the U.S. Constitution or Article I of the Constitution of the State of Illinois. Expressive Activities do not include commercial activity, which must comply with all applicable laws and university policies. Expression and activities that inherently lose First Amendment protection, such as obscenity, defamation, and true threats, are prohibited under this policy.

Facility Use Agreement means a contract for the short-term use of University Property, usually for a specific event.

University Property means all buildings, grounds and other internal and external spaces owned or controlled by the university.

Exceptions

The Chancellor or their designee has the authority to grant exceptions to this policy and to develop additional procedures as may be appropriate.