Reservation Opportunities

Organized/group activities must be approved in advance by Campus Recreation schedulers. Facility reservations are available throughout the year to UIUC Registered Student Organizations, campus departments, and community individuals/entities. Facility reservations are approved based on availability and impact on priorities of the Campus Recreation facility.  

Group Representative/Client

The individual(s) listed on the event confirmation will be responsible for all guests and should act as the representative in charge of the rental/event. If this individual will not be in attendance, another representative must be designated prior to the rental/event. Please communicate relevant policies to your group prior to the event.

Facility Policies

We recommend that you familiarize yourself with our facility policies and procedures.

Submitting a Request

Facility rental requests must be received at least 14 days prior to requested date(s).

Registered Student Organizations (RSOs) must adhere to the Purchase Request and Event Request processes outlined by the department of Student Engagement before their request is considered by Campus Recreation. UIUC campus departments and community individuals/entities must submit a rental request form to reservecampusrec@illinois.edu.

Cancellation and No Show

To cancel a confirmed event, the group must notify Campus Recreation by emailing reservecampusrec@illinois.edu Monday-Friday during business hours. Events cancelled more than two weeks in advance will not incur a cancellation penalty. Events cancelled less than two weeks in advance may incur 50% of all rental charges.

Outdoor space reservations cancelled due to inclement weather within 24 hours of the event will not be charged. It is the patron’s responsibility to monitor the weather reports and notify Campus Recreation of any changes or cancellations to their reservation.

Reservations are considered a ‘no show’ when event participants fail to show up within thirty minutes after the start of the reservation. No show groups forfeit the remainder of their reservation and will incur 100% of all rental charges.

Pricing Structure

Review the Indoor Rental Rates and Outdoor Rental Rates pages for more information.

Payment

Fees for events will be based on the posted pricing structure. A deposit may be required. An estimate may be provided upon request based on the scope of the event.

Invoices and payments will be processed by the Campus Recreation Business Office within thirty days after the completion of the reservation.

• Payments for reservations by UIUC Registered Student Organization will be processed through the Student Org Finance Center, via the associated approved Purchase Request. It is the Registered Student Organization’s responsibility to maintain the Purchase Request provided with the original Event Request or to send the updated approved Purchase Request to reservecampusrec@illinois.edu upon receipt.
• Payments for reservations by UI Departments will be processed via journal voucher based on the CFOP provided.
• Payments for reservations by community individuals/entities can be made via check or credit card and must be received within thirty business days after the invoice is sent.

Identification and Access

Campus Recreation members must show a valid i-Card for admittance to the ARC and CRCE and upon request at the Ice Arena and outdoor spaces. Reservations that will include non-Campus Recreation members must note the number of non-members on their rental request and coordinate with the Assistant Director Facility Reservations and Event Services for non-member access to the facility/event. The Assistant Director Facility Reservations and Event Services will determine appropriate protocol for access. Please note that additional staffing charges will apply.

Staffing

Campus Recreation requires Event Management staff for all reservations involving equipment setup and use and non-member access. Additional facility staff will be required for any events involving food or scheduled outside of general operating hours. Specialty staffing such as officials, cooking instructors or fitness instructors must be arranged prior to the event and will incur additional fee.

Food/Beverages

Upon request, groups may bring in outside food/drinks. All outside food or drinks must be approved by  Campus Recreation prior to the event. In addition, groups must contact the office of Safety and Compliance by filling out the online Food Service Request Form. Arrangements should be made prior to the event for special requests such as refrigeration, ice, etc. Campus Recreation offers concession items for sale during facility hours and upon request for events outside building hours. Open flame (chafing burners, etc.) will not be permitted unless coordinated through University Catering.

Catering Information

Groups may enlist the catering services of one of the University’s approved vendors. In addition, University Catering is an approved caterer and can be contacted at (217) 333-0126.

Decorations

Decorations may not compromise public safety or create risk of property damage. They must not interfere with access to entrances/exits. Decorations must be free-standing, including signs. It is recommended you use quick-release tape, packing tape, or poster putty for securing decorations. Please note that Campus Recreation does not supply extension cords, tape, power strips, or other supplies. The group is responsible for removing all decorations upon conclusion of the event.

Clean-up

Groups are responsible for ensuring that trash is disposed of properly upon the conclusion of the event or additional fees will be added for clean-up.

Damages

Groups are responsible for any damage which occurs as a result of improper behavior or misuse of equipment/facilities during the event. Group may be billed for costs associated with any special cleaning or maintenance required from damages.

Signage

Groups may display signage within their reserved space during the time of their reservation. Any signage outside of the reserved space must be directional only and approved before the reservation by the Assistant Director Facility Reservations and Event Services. Handwritten signs are not allowed.

Campus Recreation has several promotional packages available for groups wishing to advertise their events. Contact Emily Cenzano (emzano@illinois.edu) for information.

Special Requests

Groups should coordinate all requests for equipment or set-up not typical of the space reserved (tables/chairs, PA systems, bleachers, field lining, etc.) with Campus Recreation at least two weeks prior to the event. Fees may apply. Requests made within 72 hours of the event may incur additional costs.

Other General Information

Accessibility

To help ensure accessibility in all programs, courses, and events, the accessibility guidelines found in the Illinois Accessibility Code are strongly encouraged.

All event organizers should include requests for accommodations in their promotional and registration materials. Below is a sample statement that could be included in these materials:

“If you will need disability-related accommodations to participate in this program/event, please contact (name, host department) at (phone number, email). Early requests are strongly encouraged to allow sufficient time to meet access needs.”

Campus Recreation makes every effort to be accessible to all abilities. If you need accommodations for an event, please contact us at reservecampusrec@illinois.edu. Early requests are strongly encouraged to allow sufficient time to meet access needs.

Facility Use Beyond Reserved Spaces

Facility reservations provide access to space at specified and confirmed date(s) and time(s). If groups wish to utilize other Campus Recreation spaces, or for individuals associated with the group to have access to Campus Recreation spaces for extracurricular activities, additional reservations or separate arrangements must be made in advance. All users and groups are required to adhere to Campus Recreation and University policies when using any space.  Campus Recreation reserves the right to prohibit usage beyond the approved reservation. 

Parking

It is essential for groups to be aware of campus parking regulations including rental spaces, meter enforcement and other restrictions. Visit Campus Parking for more information. It is possible that special arrangements may be made with Campus Parking for off site or permit parking with advanced notice. Fees may apply. Campus Recreation is not responsible for parking citations.

Review of Risk

Consider the need for University Police at your event.

Please review how the University manages fire and life safety programs and the existing building and fire code compliance functions. Campus Code and Compliance & Fire Safety

Also, note that 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. The facility (Designated Official) in conjunction with the Office of Risk Management will determine, in the university’s sole discretion, if a certificate of insurance is required for any outside organization. If insurance is required, the outside organization must provide a certificate of insurance naming the Board of Trustees as an additional insured. For more information contact the Office of Risk Management.

Campus Resources

Additional Selected Policy Information

• Protection of Minors Policy  
• Alcohol Management Policy  
• Student Code

Student Engagement

Student Engagement is a department within Student Affairs formed to bring together a variety of units to enhance and support student involvement at Illinois. Registered Student Organization (RSO’s) are overseen by the Student Engagement office. Find out more about engaging students at their website. University of Illinois Student Engagement.