Please review the following information:

Organized/group activities should be approved in advance by Campus Recreation schedulers or will be subject to the discretion of on duty management. Use of facilities for paid instructional or coaching purposes is prohibited with the exception of recognized Campus Recreation programs.

Group Representative

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

Campus Recreation Policies

We recommend that you familiarize yourself with our Policies and Procedures.

Cancellation

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. Those events cancelled less than two weeks in advance may incur 50% of all rental charges. Groups that do not show for a confirmed event will incur 100% of rental costs.

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.

Payment

Unless other arrangements are made, Campus Recreation will send a final bill to the event contact upon conclusion of the event. For Registered Student Organizations (RSOs) and University departments, Campus Recreation will transfer funds from the university account. Recognized Club Sports will be billed at the end of the semester for all hours exceeding those granted. Deposits may be required for special events. Fees for events will be based on the posted fee schedule. We can provide an estimate of total costs if you like.

Identification

All University participants must show a valid i-card for admittance to the event at the ARC or CRCE and upon request at outdoor fields.

Guests

Space reserved for RSOs is intended to be for full-time University of Illinois students or Campus Recreation members. Participation by non students/members is prohibited unless permission is granted by Campus Recreation. The Assistant Director Facility Scheduling/Event Services will determine appropriate protocol for admissions for events sponsored by University departments or outside groups.

Staffing

Campus Recreation requires Event Management staff for all reservations involving equipment setup and use. Additional facility staff will be required for any events 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.

Additional Use of Facilities

Renting Campus Recreation facilities also includes use of the locker room facilities and recreational equipment check-out. Additional needs such as tables/chairs, audio/visual equipment or special requests such as use of the video wall, scoreboards, or towel service must be discussed prior to the event.

Food/Beverages

Upon request, groups may bring in outside food/drinks. All outside food or drinks must be discussed with Campus Recreation prior to the event. In addition, groups must contact the office of Safety and Compliance by filling out the online form. Arrangements should be made prior to the event for special requests such as refrigeration, ice, etc. Campus Recreation does offer concession items for sale during facility hours and upon request for events outside building hours.

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. Duct tape may not be used on any floor or wall surface. It is recommended you use quick release tape, packing tape, or poster putty for securing decorations. No signage or decorations including glitter or confetti are permitted without approval from the Assistant Director Facility Scheduling/Event Services. 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.

Equipment

Campus Recreation will provide use of recreational equipment beyond standard equipment offerings upon request. Please complete the Sports Equipment Check-Out Form. The event contact is responsible for picking up and returning all equipment in a timely manner.

Signage

Groups may not put up promotional signage regarding their events within Campus Recreation facilities prior to or on the day of the event. Campus Recreation does have several promotional packages available for groups wishing to advertise their events. Contact Melissa Waller (mwaller@illinois.edu) for information. Handwritten signs are not allowed.

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.

Parking

It is essential for groups to be aware of campus parking regulations including rental spaces, meter enforcement and other restrictions. Visit parking.illinois.edu 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.

Certificate of Insurance

Outside organizations having events within Campus Recreation facilities must provide a certificate of insurance naming the Board of Trustees as an additional insured. More details.

Thank you for having your event with Campus Recreation. We hope you enjoy our facilities and have a safe event.

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