Space Reservation Policy for Internal Loyola University Users
Loyola University Chicago seeks to provide program support, services, facilities, and amenities for students, faculty, staff, alumni and guests. These services are designed to facilitate the development of the Loyola University Chicago community by ensuring opportunities for participation and involvement for a diverse array of organizations, programs and activities. Loyola University Chicago provides meeting and programming facilities to support and enhance the academic and campus life experience in the Jesuit Tradition.
Reserving and cancelling space is an easy process. If you would like to use indoor and/or outdoor space, you must agree to follow the Loyola University Chicago (LUC) rules, regulations, and policies as outlined in the Community Standards (www.luc.edu/osccr). Users must also comply with appropriate state and federal laws.
THINGS TO KNOW BEFORE RESERVING SPACE:
Rooms are available for you to reserve when it is not being used for University functions. Campus departments and student organizations will be given first priority. However, some rooms have restrictions based on academic use. The option to reserve some of these spaces may not be available until a semester or a year before the event is to take place. Special request to “hold” rooms will be considered but may not be guaranteed. This must be confirmed through Campus Reservations. Campus Reservation will work hard to accommodate all request, however last minute request for room set-ups may not be guaranteed on short notice.
List of Available Space:
The list below contains common space which may be reserved when not being used for All University functions. If the space has an (*), it must be reserved through building contact(s) which can be viewed at www.luc.edu/campus_reservations, accessible via our homepage, on the right-hand sidebar. If you are interested in using available space on campus, please review the list below. A detailed listing of each classroom is available at www.luc.edu/campus_reservations as well as photos of the rooms with set-ups for you to view which may assist with making a request for space.
Lake Shore Campus
- Crown Center (CC): Auditorium, Lobby, Rooms 200 east, 200 west, CC 530, Classrooms
- Centennial Forum Student Union (CFSU): Bremner, Rambler Room l and ll (Rambler Room ll: formally known as Lake Shore Dining), Mullady Theater
- Coffey Hall (COFF): McCormick Lounge
- Cudahy Science Building (CS): Classrooms
- Cuneo Hall (CH): Classrooms
- Damen Student Center (DSC): Meeting Rooms, Sr. Jean Multipurpose Rooms
- Dumbach Hal (DU): Classrooms
- Flanner Hall (FH): Auditorium, Classrooms
- Granada Center (GC): West Conference Room
- The Klarchek Information Commons (IC): *4th Floor is under the supervision of the Dean of the Library, Classrooms, the IC Teleconference Room, *Group Study Rooms
- Quinlan Life Science Bldg. (LSB): Auditorium & Lobby, classrooms and Atrium
- Regis Hall (RH): Multipurpose room
- Mundelein Center (MUND): Auditorium, 1403/10, Greenhouse, Palm Court, Classrooms
- Piper Hall (PIP):*First Floor rooms, *Terrace, *Porch
- Sullivan Center (SULL): Auditorium, Lobby, Classrooms
Water Tower Campus
- Corboy Law Center (CLC): Kasbeer Hall, Classrooms
- Lewis Tower (LT): Regents Hall, Beane Hall
- Maguire Hall(JFMH): Classrooms
- School of Communication Building (COS): Classrooms
- Terry Student Center (TSC): Lobby, Lou Wolf’s
PLANNING YOUR EVENT:
Campus departments and student organizations should contact Campus Reservations at www.luc.edu/campus_reservations regarding facility availability, use, and reservations. Requests by off-campus groups will be subject to availability and billed accordingly. Off-campus groups must contact Conference Services at www.luc.edu/conference .
Note: There are a variety of spaces available and you may need to consider this if your desired space is not available upon first request.
INFORMATION ON HOW TO RESERVE SPACE:
- To view and place a reservation request please visit: www.luc.edu/campus_reservations.
- Decide what type of room/space is appropriate for your program/event/meeting.
- Helpful hint: Click on the room name to see pictures of the space, descriptions, features, setup types and special notes.
- Click on the 25Live link on our homepage (left-hand sidebar). It will take you to the 25Live reservation system.
- User requests for a particular space will be given consideration if available. Provide as much information as possible. (Please make sure to include your name and contact information in case Campus Reservation representatives have questions regarding your event).
- Submit the request form.
- All reservations are considered drafts until confirmed by Campus Reservations or Conference Services for off campus groups.
DAMEN STUDENT CENTER RESERVATION SCHEDULE (only applicable to DSC spaces)
- The schedule listed below can assist you in planning your event. If you are planning a conference or special event that requires advance planning, please contact Campus Reservations for assistance.
- FALL SEMESTER
- Registered student organizations (RSO) can submit requests starting March 1st, for the following Fall Semester.
- University departments, as well as university departments that sponsor student organizations (SSO), can submit requests beginning March 22 (accounting for Spring Break) for the following Fall Semester.
- FALL SEMESTER
- SPRING SEMESTER MEETINGS AND EVENTS
- Registered student organizations (RSO) can submit requests starting September 16th.
- University departments, as well as University departments that sponsor student organizations (SSO), can submit requests starting October 1st.
- SUMMER SEMESTER MEETINGS AND EVENTS
- Registered student organizations can begin submitting requests starting February 1st.
- University departments can begin submitting requests starting February 16th.
- Open reservation period begins March 1st.
Once the space request form has been submitted through 25 Live, Campus Reservations will process your request. If they have any questions or need additional information, they will contact you. Please make sure you provide all of your contact information (phone number and email address). If everything is in order with your request and the date and space is available, Campus Reservation will hold the date and space under your reservation and send an email confirmation to you. Once a week, Campus Reservations will send a reminder email to users for events occurring within 2 weeks that were booked more than 3 weeks in advance. Once you receive the reminder email, you must respond to confirm or cancel your event. If a response is not received within 3 business days, Campus Reservations may cancel the existing reservation and you will receive a receipt of this cancellation. Reminder emails and confirmations are sent during regular business office hours. Campus Reservations will make every effort to ensure you receive communication regarding your event. For larger events/programs that may affect other events, spaces, dates and times, Campus Reservations will call you as well as send an email detailing all of your event information. If do not respond to Campus Reservations and they are unsuccessful in reaching you though emails and phone calls to confirm your event after three attempts, Campus Reservations will cancel your event and send a cancellation email to you and follow up with a phone call.
INFORMATION ON RESERVATION CANCELLATIONS:
As a reminder, in order for everyone to have an opportunity to use space for their event, Campus Reservations will send a reminder email to users for their event. Once you receive the email, you must respond to either confirm or cancel your event. In order to cancel your event, you have two options:
- To cancel a reservation, you can respond to the reminder email that will be sent by Campus Reservations.
- To cancel your reservation, you can send an email with your reference number to email@example.com.
EVENT CONTINGENCY INFORMATION:
If any of the items below occur, Campus Reservations will work with you to reschedule your event.
- Evacuation of Facility: Space(s) or facility(s) may be evacuated at any time due to unforeseen circumstances. The user’s reservation will be honored and the event can resume once approved by Campus Safety. If it is not possible to complete the event, the space(s) or facility(s) use will be terminated and the event will be rescheduled, if applicable.
- Interruption or Termination of Event: LUC shall retain the right to cause interruption or termination of any performance or event when, in its sole and absolute direction, deem such action is in the interest of public safety.
- Unavoidable Happenings: If it is determined that an event must be cancelled due to circumstances out of its control, including: weather, loss of power, fire, casualty, etc. the user will be able to reschedule the event.
- Relocation: Campus Reservations may relocate a group/organization and/or event, etc. (in the event of unforeseen circumstances) to another space on campus. Campus Reservations shall provide a written notice of relocation.
ADDITIONAL INFORMATION THAT MAY IMPACT EVENTS:
Special facilities and accommodations that your event may require:
- Electrical Needs: If your event requires power above basic room outlets, this must be arranged in advance of the event date through Campus Reservations. Late notifications cannot be guaranteed.
- Audio, Visual, Sound and Teleconferencing Needs:Events that require audio, visual or sound should be scheduled at the time of booking. Additional cost may be applied is your event requires a technician on-site during the event.
- If you would like to order Audio, Visual and Sound equipment:
- For Damen Student Center (DCS) and Centennial Forum Student Union (CFSU), please contact Bryan Goodwin (firstname.lastname@example.org). All other campus space, please IT Help Desk (extension 4-4444) for assistance.
- If you would like to order Audio, Visual and Sound equipment:
- Internet Access: Internet access is available. The request can be made through the reservation process as part of your room request.
Note: Please request confirmation of the order for equipment/services you’ve placed.
In order to assist you with the layout of your event, please indicated on your reservation form how you would like the space to be set up. The more information you provide, the better Campus Reservations can assist you. There are many rooms within the reservation inventory system to choose from. Some of the rooms (ex. Classrooms) are already set, and some rooms do not have stationary furniture and require a specific setup based on the event you are planning. Below are a few examples of various types of basic room setups. (Please note: these are only examples of possible setups for you to use as a reference)
If you are planning an event that requires a large setup with extensive labor, equipment including staging and audio/visual requirements that exceed what is available in the space, fees will be assessed. Fees range from $25.00 to $200.00 depending on how extensive your setup will be and the resources required to ensure your event is executed and generally will apply to the multi-purpose space. Please let Campus Reservations know what your event requirements are so they can assist you.
GENERAL USE INFORMATION:
Food and Beverages Policy at Student/University Sponsored Events
The safety and well-being of the Loyola community is of the utmost importance. To ensure the health and safety of all participants food prepared at home is prohibited for sale and/or distribution. Student organizations are encouraged to work with Loyola University Chicago’s food service provider, Aramark, when catering or providing food for the University community. If the event requires unique catering that Aramark is unable to provide, the sponsors or organizers will be sent a list of requirements. These guidelines are imposed on us by the City’s Health Commissioner and may not be taken lightly. (See Miscellaneous Information Page for these requirements.)
For safety, security and convenience, Campus Safety and /or the Director, Facility Manager may conduct periodic rounds throughout the facilities. They must be able to enter all space at any given time. The Fire Marshal’s regulations require that doors to an event space must remain unlocked and free of obstruction while the event is in progress. Campus Reservations and/or the Campus Safety shall solely determine and control security arrangements, including but not limited to, the type and number of security personnel and placement of that personnel. Campus Safety reserves the right to require police and/or security personnel at events at the expense of the sponsoring organization. Individuals who display disruptive, dangerous, or inappropriate behavior will be asked to leave.
In addition, all hallways and stairwells must be free and clear of unauthorized items. An unauthorized item is defined as anything that is not a permanent fixture. Easels, display boards, or other items are not to be stored in hallways and stairwells.
Event Time Regulations
Your event needs to occur within the parameters of the time allotted. Organizers should anticipate the time needed for set-up within their original request. Earlier start times may be requested provided there are no known conflicting events/meetings scheduled. In an effort to accommodate the growing segment of student organizations that require rehearsal and practice space, the number of reservations for certain spaces is limited to two reservations per week, with each reservation limited to three hours.
Students and their guests are expected to follow all local, state, and federal laws, as well as all University policies pertaining to the manufacture, possession, use, sale, and distribution of alcohol. Residential students and their guests are subject to additional regulations concerning alcohol in the Residence Halls (see, Alcohol, Residence Hall and Housing Policies 302(1), and JFRC Alcohol Policy 402(1)). Student organizations are subject to additional regulations concerning alcohol at organizational events (see, Alcohol, Other University Policies 523(1)). Students must properly dispose of all alcohol when requested by a University official. The following conduct is expressly prohibited regardless of age, except where otherwise specified:
- Consuming or possessing alcohol while under twenty one (21) years of age (A)
- Possessing an open alcohol container in public view (A)
- Disruptive activity due to intoxication (B)
- Manufacture, sale, or unauthorized distribution of alcohol (B)
- Public intoxication on University property or at University-sponsored events (B)
- Severe intoxication to a degree that raises concern about a student’s well-being (C) (Degree of intoxication constituting “of concern” is at the reasonable discretion of the OSCCR; students alleged to violate this policy may be required to meet with the OSCCR Director.)
See the Student Handbook. Students can also refer to the following link for additional alcohol information. http://www.luc.edu/ccc/policy/
Animals, other than those trained to assist with disabilities, are not permitted in any of the above rental spaces.
Due to the fire suppression systems in University facilities, Fog/Hazer machines, and other like devices are prohibited.
Gambling (cash value), in any form is not permitted in University spaces. The University is prohibited from allowing gambling, raffles, or any form of illegal wagering, bookmaking, or unauthorized games or contests of chance on University premises or associated with a recognized student organization, including but not limited to University-sponsored functions, events in University residence halls, and sporting events, unless facilitated by a licensed third party vendor. For the purposes of this policy, raffle means any event requiring a fee for a chance to win a prize. Additionally, students shall not knowingly provide information to assist any individual involved in any gambling activities.
The use of tobacco products is prohibited in the University facilities, including rental space, doorways, meeting rooms, restrooms, dining areas, etc.
Damage or excessive clean-up:
If damaged to property occurs, damage fees will be assessed, and the group/organization will be billed accordingly. Excessive cleanup may also result in additional fees.
Insurance for Student Sponsored Events
At Loyola University Chicago we want to ensure that you and your guests are protected against any unexpected accidents/ events that may occur during your time on campus.
It should be noted that only sponsored or registered student organizations and departments are covered under Loyola University Chicago’s insurance policy in the event of a claim. The nature and type of claim would determine actual coverage. If your student organization is working with a contracted external party it is expected you work with SAGA to arrange for “additional insured” coverage so a certificate of insurance evidencing their insurance coverage can be provided. (*Social Sororities and Fraternities see SFL Information section for additional insurance expectations.)
Helping Loyola Maintain all Space and Facilities
Loyola is a beautiful campus; however your assistance is needed in order for all of the space and facilities to remain a treasure to the University. The following information below are guidelines that will assist in helping to maintain each space:
- Do not use any adhesives including tape, on building surfaces unless approved by building management. Double-faced tape, heat tape and duct tape are not permissible.
- Notify management of any spills or apparent substance on flooring.
- Do not drag equipment, furniture, tables, chairs or any large objects across the floors.
- Adhesive backed decals and stickers are prohibited.
- Open flame, glitter, confetti and bird seed are not permitted.
- Signs and decorations may not be taped, nailed or tacked to painted surfaces, columns or decorated surfaces.
- All portable and temporary pop-ups, temporary tents and canopies must be approved.
- Items left in the facilities are not the responsibility of LUC.
If you need assistance with approved signage, formats and placement, please speak to Campus Reservations at 773-508-8117 or visit www.luc.edu/campus_reservations.
Temporary Food Sales and Special Event Requirements:
Any sponsored event that includes food and beverages, not catered from the University’s caterer (Aramark) must adhere to the following guidelines to insure the safety and health of those attending.
- DO NOT PREPARE ANY FOOD AT HOME (includes residence halls) - home prepared foods are strictly prohibited.
- Food must be purchased or donated from a vendor listed on the Preferred Vendor List. Special accommodations can be arranged for an RSO to prepare food on campus in partnership with Aramark.
- Only prepackaged, store bought or donated items may be sold.
- To prevent contamination it is expected that RSO representatives serve all food while wearing gloves, whether being distributed or sold. The only exception is when food items are individually wrapped.
- All baked goods must be from authorized food establishments and must be portioned out for single servings.
- Gloves must be worn when selling or serving food.
- No seafood of any kind.
- No eating, drinking or smoking is allowed while engaged in food handling. Wash hands after eating, drinking or smoking before resuming food handling.
- All food transported must be protected from contamination at all times (use food shields, covers, keep off of the ground, etc.).
- Provide trash containers and recycle bins positioned conveniently throughout the duration of the event.
- Any event being held in an Aramark space during hours of operation must use Aramark services (Damen Dining, Simpson Dining, etc.).
- Some spaces on campus require Aramark be used as the exclusive food service provider; please contact Campus Reservations (http://www.luc.edu/campus_reservations/) for a list of those spaces.
- Cookouts or grilling is prohibited unless Aramark or a Student Activities & Greek Affairs approved vendor is used as the food service provider. Vendors must supply and cook the food. Students may serve food but are required to wear gloves.
SPACE LISTING FOR EXISTING SETUPS:
The list below has been provided to illustrate the current setup in each space.
Auditorium/Theater Style Setup
- Crown Auditorium
- Mullady Theater
- Flanner Hall Auditorium
- Sullivan Center Auditorium
Conference Style Setup
- Crown Center (*Rooms 200 east and West)
- CFSU Bremner
- Damen Student Center Meeting Rooms
- Granada Center (West Conference Room, Teleconference Room)
- Crown Lobby
- Quinlan (LSB) Lobby and Atrium
- Sullivan Lobby
- Terry Student Center
- CFSU Rambler Room 1 (First Floor)
- CFSU Rambler Room 2 (Second Floor)
- Donovan Reading Room (Set with existing rectangle tables)
- Palm Court
(No standard setups apply to the spaces below. Setups may vary based on individual events)
- Damen Sr. Jean Room
- Mundelein Auditorium
- Kasbeer Hall
- McCormick Lounge
- Mundelein Greenhouse
- Regents Hall
- Beane Hall