University Policy and Procedures
The purpose of a room reservation policy is to manage the usage of university facilities and resources for internal and external groups. Facility rental fees apply to select groups as defined below. All reservations involving an outside organization are contracted events. Once a contract is sent to the group, the group will have a maximum of 30 days to execute the contract and will return it to Conference Services along with the deposit and all supporting documents. If the contract is not received by the contract deadline all reserved space will be released and the contract will be null and void.
All organizations holding events at Loyola University Chicago must support the mission and values of the University and the Society of Jesus.
Types of Groups
Internal Groups are defined as academic departments, registered student organizations and administrative units that hold meetings for their staffs and members and may include specific Jesuit Community events. There will be no charge for this type of meeting.
External Affiliated Groups are defined as University departments holding events at Loyola University Chicago that include outside participants and charge an admission/registration fee, or act as a host to an outside organization. Either the University Department, student organization or the outside group is expected to pay all charges associated with room rental, AV, computer, telecom, catering, or other significant charges, and other support services needed for a successful event. Internal rates apply to these types of events. The department or student organization hosting the outside organization must be involved in the overall planning and organization of the event in order for the internal rate to be applied.
The university department or student organization will be expected to sign a contract.
The outside organization will be expected to provide a 501-3c nonprofit status certificate, certificate of liability insurance in the amount of one million dollars minimum, a 20% deposit based on the estimated event cost, as well as a signed contract. If the event is canceled the deposit is forfeited.
Once a contract is sent to the group, the group will have a maximum of 30 days to execute the contract and will return it to Conference Services along with the deposit and all supporting documents. If the contract is not received by the contract deadline all reserved space will be released and the contract will be null and void.
External Groups are defined as any outside group not hosted by a university department or registered student organization. The outside organization will be expected to provide a 501-3c nonprofit status certificate, certificate of liability insurance in the amount of one million dollars minimum, a 20% deposit based on the estimated event cost, as well as a signed contract. If the event is canceled the deposit is forfeited. Once a contract is sent to the group, the group will have a maximum of 30 days to execute the contract and will return it to Conference Services along with the deposit and all supporting documents. If the contract is not received by the contract deadline all reserved space will be released and the contract will be null and void.
Types of charges
Affiliated Group Charges: The internal rate for meeting room space is 50% of the external rate; the internal rate covers the operating cost of opening and closing the facility, labor cost associated with the event, and equipment maintenance. The internal housing rate is 70% of the external rate. All AV, computer, telecom, and catering, and other support services needed by the group are considered extra charges and are billed accordingly.
External Charges: Outside organizations wishing to use LUC facilities for events, conferences, workshops, meetings, or seminars will be charged the external rate. All AV, telecom, catering, and other support services needed by the group are considered extra charges and are billed accordingly.
Fees can only be waived with the approval of the President's Office and/or the Provost Office.
Alcohol Usage Procedures
Loyola University Chicago does not have a license for the sale of alcoholic beverages on the Water Tower Campus or the Lakeshore Campus. The following procedures address specific steps that must be followed as part of any event at the University where alcohol is served. ARAMARK, the University's food service provider, has secured a caterer's liquor license for any events taking place at the Lakeside Campuses. The following procedures must be followed in order to conform to the caterer's license in accordance with the Chicago Municipal Code and the Illinois Liquor Control Act:
These procedures are in addition to other policies regarding alcohol use on campus by students, staff and faculty which can be found in the Student Handbook, the Employee Handbook and applicable business and employment policies, including but not limited to, the Entertainment Expense Policy and the Fitness for Duty Employee Policy.
These procedures do not supercede any existing policies related to alcohol.