Classrooms are centrally scheduled by Classroom Scheduling under the oversight of Facilities and Services to effectively manage, maintain and schedule the use of classrooms, labs and shared spaces for instructional and non-instructional use assuring maximum and efficient utilization of such spaces.

Classroom Scheduling maintains responsibility for assignment of space for classroom and lab instruction as determined by the applicable term course schedule.

UIS facilities are available for use by any organization(s) or individual(s) provided that the use is consistent with the policies contained herein and do not violate University policy, code of conduct or local, state or national legislation. The following priorities apply for the use of classrooms, labs and outdoor space:

• Scheduled Instruction
• Official University business
• University sponsored meetings/events including student sponsored/operated meetings/events
• External meetings/events (non-profit, profit, state and funded)

Facilities/Classroom Scheduling Regulations

• Classrooms are taken as is, moving or rearranging furniture is not permitted
• No food or drink allowed in classrooms
• Tables cannot be set in hallways
• The scheduling of space may be delayed and is not guaranteed during the first 10 days at the start of a semester (census date) to allow for availability of space for instructional course additions and/or changes.
• A Facility Use Agreement (FUA) may be required to be completed prior to any event
• Facilities Scheduling does not provide event staff for reservations
• All individuals/organizations using the facilities are responsible for the proper use and care of the facilities, furnishings and equipment within the scheduled areas, regardless of university affiliation during the duration of the scheduled use. Any person damaging the facility, furnishing, equipment or any other property of UIS shall be charged the cost of repair and replacement (including labor). In the event that damage occurs it will be the responsibility of the hosting unit/individual to pay for the repair/replacement.
• Scheduling requests are not guaranteed until a confirmation from Facilities Scheduling is received. Groups or individuals should not make arrangements or advertise the location of the event until confirmation of the reservation is received.
• Parking shall be arranged through Parking Operations.

Students - Please use UIS Connections to request space.

Faculty or Staff - Email or submit Classroom request form with the following information:

• Date(s) requested
• Start and End time
• Name of Event
• Description of Event
• Who will be attending...faculty, students, staff or persons from off campus
• Estimated Attendance

Additional information that may be needed.

• Is food or drink being planned
• Will minors be present, see Protection of Minors form
• How will parking be covered

Public Event Requests - Call 217 206-6378 of email classroomscheduling@uis.edu

I. Scope This procedure applies to all Special Events (as defined by this Procedure) held on University of Illinois Springfield (UIS) Property. This includes any and all individuals/groups using UIS property for an activity/event under this procedure including but not limited to, all events organized by external entities, those organized by University Community Members, those organized by internal departments (athletics, academic departments, and administrative offices), and a combination of organizers.

II. Purpose The purpose of this procedure is to establish a process for evaluating management, operational, and technical safety and security needs of an identified Special Event held on the UIS Property, prioritizing the safety and security of all attendees, participants, and staff. Each Venue Manager will send all qualifying Special Event requests to the UIS Event Risk Assessment Committee as soon as they are aware of a request to schedule a Special Event. The UIS Event Risk Assessment committee will review the event and establish requirements regarding reasonable security, insurance, or health and safety requirements for the event or activity to occur.

When a Risk Assessment is required, the Venue Manger is responsible for ensuring the Assessment Form is submitted with the relevant information gathered from the Event
Organizer. The Venue Manager may delegate, and document, this responsibility to the UIS Event Liaison if appropriate. This information must be submitted in a Special Event
Information Sheet and sent to the chair of the UIS Event Risk Assessment Committee as soon as possible. The Chair will schedule a meeting for the Risk Assessment discussion to occur.While the Risk Assessment meeting provides a space to discuss details of the event, the Risk Assessment form will be the basis of the review process to establish safety and security needs. Forms should be submitted at least three weeks in advance of the event, or as soon as practical to allow adequate time for review. Events submitted without sufficient time for review may be subject to delay in scheduling the space and/or additional risk mitigating, and security expenses incurred to safely host the event. Venue Managers or UIS Event Liaison responsible for an event that meets assessment criteria but occurs on a regularly recurring basis may request approval for up to one complete year.