Planning Your Event

Student organizations at Illinois are afforded several university benefits and services, including access to more than 450 spaces on campus. Please review the information below to assist you with planning a successful student organization event.

Minimum Required Submission Lead Time for Approval
Facility/Space Minimum Time Required for Approval

Academic Classrooms

 14 days

Arboretum – Requires a Payment Request

 14 days

Anniversary Plaza

 14 days

Campus Instructional Facility – Some spaces/activities require a Payment Request

 14 days

Campus Recreation – Requires a Payment Request

  • ARC, CRCE, Illini Grove, Ice Arena, & Outdoor Fields
 14 days

Illini Union (including Courtyard & Rec Room)

 14 days

Student Dining Residential Programs (SDRP) Building Lobby (tabling only)

 14 days

Siebel Center for Design

 14 days

Stock Pavilion

 14 days

Foellinger Auditorium, Lincoln Hall Theater & Gregory Hall 112
Performance Spaces – Production Events

  • More than 2 microphones
  • Theater lighting
  • Sound mixing and volume control during the rehearsal or event
  • Stage coordination requiring theater Stage Manager to work with student org on set changes during rehearsal/events
  • Video production with a screen that is not part of the stage podium unit,
  • Rigging of equipment/curtains

Examples of Production Events:

  • Large dance events
  • Dance competitions
  • Variety shows
  • Fashion shows
  • Ballets
  • Musicals
  • Prominent Speakers (with production needs)
  • A Cappella groups (with or without their equipment that would need production lighting or other technical needs)
  • Concert
 5 Weeks

Foellinger Auditorium, Lincoln Hall Theater & Gregory Hall 112
Performance Spaces – Basic Events

  • 2 or fewer microphones (usually 1 lapel and 1 handheld microphone/no voice adjustments during the event – speak directly into the microphone to project voice)
  • Projector/screen and computer,
  • House sound system, and/or,
  • 1-4 tables and/or chairs
  • Podium

Examples of Basic Events:

  • Speakers
  • Information/Recruitment events
  • Reveals
  • A Cappella groups (with their own equipment and no special sound or lighting needs)
  • Small events that do not require any production or technical needs.
 3 Weeks

Event with Minors

  • No guardians/parents in attendance (includes overnight events)
  • Requires a university department sponsor.
 6 Weeks

Main Quad

  • Requires a university department sponsor.
  • Departments should not reserve the Main Quad directly; this process MUST begin with a Student Org Event Registration.
 6 Weeks

 

 

Event Specific Policies

Athletic, Sporting & Dance Events

All student organizations wishing to host a sporting event with athletic activities must utilize a facility managed by Campus Recreation. Those wishing to host a dance must use a facility with a flat surface, such as the Illini Union or Campus Recreation.

This change was made at the beginning of the fall 2024 semester to reduce risks associated with facility usage. While there may be a desire to host an event on the South Quad or other open areas on campus, the university does not maintain these in the same manner as Campus Recreation does its athletic fields. No exceptions will be granted to this new criteria.

 

Gambling & Raffle

Charitable Games Licenses (pdf) – Title 86, Part 435 Section 435.120

Gambling activities, events, and gaming equipment in which participants will pay a participation fee and/or have the chance to win prizes – including charitable/fundraiser activities that incorporate casino/poker nights and gambling-type activities – are not permitted on University Premises without the requisite Charitable Games License issued by the Department of Revenue.

Guidelines prohibiting these events from occurring on campus:

  • The State of Illinois must license the host facility/premises to be a “Provider of Premises” for such gambling/gaming events. (The University of Illinois is not licensed to provide premises for these activities.)
  • All gaming equipment, including chips, must be registered with the State of Illinois.
  • The State of Illinois must license the event sponsor to conduct such charitable games (see below for a few requirements to be issued a sponsor’s license).

For an organization to receive a Charitable Games License, the sponsor must, among other criteria:

  1. Be a 501 (C) (3, 4, or 5) licensed entity;
  2. Submit Organization Bylaws to the Department of Revenue;
  3. Have a copy of meeting minutes on file with the Department of Revenue (at least one copy per year, starting in 2003).

Organizations may sponsor card-playing events (to include Texas Hold ‘Em style tournaments) under the following conditions:

  1. No participation/entry fee or donations are collected from participants;
  2. No prizes are awarded for participating/winning;
  3. “Anything of value” cannot be awarded for participating/winning
  4. The event is held in the “normal place of operation” of the sponsoring organization.
  5. No individual under 18 can participate in gaming/gambling activities.

Illinois Department of Revenue

Illinois Department of Revenue, Title 86: Revenue, Part 435 - Charitable Games Act