Article 2—General Policies and Regulations

Part 5. Use of University Premises and Facilities

§ 2-510 Special Provisions for Use of the Assembly Hall

(a) The Assembly Hall is to provide programs of an educational or cultural nature for University of Illinois students, for faculty, staff, and community, and for the general citizenry of the state. It also is to make its facilities available to eligible organizations for such activities as they may be authorized to undertake at the Assembly Hall.

(b) Because of the special nature, size, charge, and financial requirements of the Assembly Hall, the following special conditions apply:

(1) Eligibility to use the Assembly Hall is determined by section VIII-1 of the Campus Administrative Manual and this rule.

(2) Any organization or individual desiring to use the Assembly Hall shall apply to the Assembly Hall Office, 101 Assembly Hall. Initial rulings on eligibility will be made by the Office of the Assembly Hall and are subject to approval by the Office of Facility Management and Scheduling. Requests should be made at least one month prior to the date involved. Any request, whenever made, may be denied if there is insufficient time to prepare adequately for the proposed event.

(3) For use of Assembly Hall space, the following sequence of priorities obtains:

(A) functions sponsored by the Assembly Hall.

(B) educational, informational, cultural, recreational, and entertainment events sponsored by University organizations, campus boards, registered organizations, and related organizations, for which reservations will be accepted from one to twelve months in advance.

(C) approved events sponsored by campus-community organizations or outside organizations, for which reservations will be accepted from one to forty-eight months in advance. No more than half of the weekends and half of the weekdays in a fiscal year may be so committed in advance.

(D) rehearsals or practice sessions in excess of standard minimum allotments and in advance of events to be presented in the Assembly Hall.

(E) other appropriate functions in support of the University’s charge of teaching, research, and public service.

(4) Reservations may be granted on either a confirmed or a tentative basis. Tentative reservations may be withdrawn by the Office of the Assembly Hall. For example, if a second applicant requests the date and the initial applicant fails to show appropriate evidence, such as a contract, that the time will be used, the initial reservation may be withdrawn. Tentative reservations for events of low priority also may be withdrawn if another event of high priority has valid claim and use for the date. Confirmed reservations may not be jeopardized by others regardless of priority. An organization holding a confirmed reservation may not be displaced by any other organization. Other matters concerning the operation of the priority system may be developed by the Office of the Assembly Hall.

(5) As provided in § 2-406, free leaflets, handbills, etc., may be distributed outside the building on the Assembly Hall grounds. Such distribution may not interfere with the movement of people going to or from the Assembly Hall, and no such materials may be placed in or on automobiles in Assembly Hall parking lots. The sale of any item on Assembly Hall grounds may be regulated or prohibited by the Office of the Assembly Hall. Also, the sale or free distribution of any item or materials for any purpose inside the Assembly Hall may be regulated or prohibited by the Office of the Assembly Hall.

(6) If a function proposed to be held at the Assembly Hall represents a potential hazard to public safety, the event may be canceled or denied. (See also § 2-506(l).)

(7) All organizations using the Assembly Hall shall apply to the Office of the Assembly Hall for any additional services, alterations, equipment, etc., they may desire. (See also § 2-506(m).)

(8) All foodstuffs, including refreshments, beverages, meals, samples, etc., to be served or distributed in the Assembly Hall must be acquired and served by arrangements with the Office of the Assembly Hall and must conform with health requirements outlined in subsection 2-506(f) and with contractual obligations and concession policies. (See also § 2-506(n).)

(c) Requirements and Limitations

(1) Only those events held in the Assembly Hall that fall within the classifications in subsection (3)(B)-(E) above require that the organization receive “event approval,” which must be obtained from the Office of Facility Management and Scheduling and/or the director of the Office of Registered Organizations as well as the Office of the Assembly Hall.

(2) Any proposed usage must be appropriate to and suited to the size, structure, purpose, and operating costs of the Assembly Hall, and there must be good reason to expect that a proposed event will attract at least 2,000 people.

(3) Any outside organization or other organization requesting space at the Assembly Hall shall qualify on its own merits and be responsible for its own commitments without reference or transfer to any local affiliate of any organization.

(4) No campus-community organization, outside organization, or individuals may use the Assembly Hall for any series of regularly scheduled meetings unless these meetings are annual or less often.

(5) Reservations for presenting one event may not be used for presenting a different event without approval of the director of the Assembly Hall. Sponsorship of an event may not be changed without approval of the director of the Assembly Hall, and all sponsors must be clearly identified.

(6) Use of the Assembly Hall may be denied or limited if the applicant lacks personnel, experience, expertise, contracting authority, financial status, or other essential capabilities required to undertake the proposed project in an adequate manner. A sponsoring organization may not redelegate any control or responsibility to any cosponsor, agent, or other third party without prior approval of the director of the Assembly Hall. If the initial authorized organization agrees to cosponsorship with a third party, but is not willing or able to fulfill all delegated functions and responsibilities adequately, participation of the Assembly Hall as a cosponsor may be one of the conditions for approval.

(7) Responsibility and control for all matters of staffing, crowd control, technical arrangements, ticketing and ticket policy, scaling, promotion, advertising policy, and similar managerial factors are functions of the Office of the Assembly Hall and may be exercised by it or delegated in part to users, as determined by the director of the Assembly Hall.

(8) All contracts for events in the Assembly Hall must be approved by the director of the Assembly Hall and the Office of the University Legal Counsel prior to execution or commitment. Specifically, contractual agreements must be in accord with the financial well-being of the Assembly Hall.

(9) Decisions of the Committee on the Use of Facilities, under § 2-508(a)(2), shall apply to the Assembly Hall only insofar as they pertain to uses separate from those intended primarily for the general public. Conflicts between the Committee on the Use of Facilities and the Coordinating Committee on Entertainment Events shall be adjudicated by the Chancellor or the Chancellor’s designee.

(10) Decisions of the Coordinating Committee on Entertainment Events concerning those entertainment events to be held in the Assembly Hall shall be final in the resolution of conflicts between the Assembly Hall and other sponsors or cosponsors. (See §§ 2-507(c) and (d).