Resources for Student Org Leaders

How to Reserve Space

Douglass Hall

• Douglass Hall Classroom Request Form
• PRO-TIP: Please review if the Douglass Hall calendar has availability for your preferred date/time

Student Center East and Outdoor Space

• Complete the RSO Facility Form
  • Make sure to sign it at the bottom
• Email RSOevents@uic.edu with your request
• PRO-TIP: Confirm there is availability for space on the date and time you are requesting space via the SCE Calendar.

Classrooms Outside of Doulgass Hall

• Visit UIC Connection and sign-in
• Visit your student organization’s page (must be listed as on officer)
• Create event
• Complete the form and click on the checkbox marked “TBD” in the location field.
• Once you have submitted the form, it will reroute you to a second page where you can indicate your request for a classroom. NOTE: Classroom space may only be used for student org meeting space, not EVENTS.

• The Student Involvement Team will provide parking passes available to guest speakers on a limited basis.
  • Parking pass request form.
    • Only submit the form once you have verified who needs a parking pass.
    • You will NOT receive the parking pass unless we have this information.
• Pickup at 11^th floor front desk of University Hall
• Alternatively, should you decide that you want to purchase your own parking passes, you may purchase them at Parking Services.
  • More information available here.

SQUARE TOMATO offers a wide selection of affordable catering options for student gatherings, meetings and celebrations.

• Place a UIC Catering order here.
• Create an account and order from the Student Menu for reduced pricing.
  • Selections from this menu are for student groups only.
  • Student Menu is pickup only.
  • Pick Up at SCE only.
• UIC Catering Credit – $300
  • Plan for 14 days in advance to process on time. Notify Meetings and Conferences that you want to use your catering credit and then notify UIC Catering afterward.

Email Meetings and Conferences (M&C) at rsoevents@uic.edu with the completed Facilities Request Form

• Select either an outdoor space in the Quad or University Hall Lawn, or select an indoor space such as SCE Concourse (by the UIC Bookstore)
• Discuss event inquiries and catering/food plans with the event coordinator to ensure compliance with food policy.
• Only student organization officers can submit event inquiries.

Provide required documentation to M&C via email: 

• Organizers for ANY event involving food (selling, serving, etc., for any purpose) must submit:
  • Special Event and Food Form
  • Proof of completion of Safe Food Handling Training certification.
    • Options below:
      • UIC Meetings and Conferences recommend any of the options for Food Handler Certification. Both training courses are valid for up to 3 years!
        • ServSafe – $15
          • Enter Coupon Code EMPLOYEE20 at check-out to receive a 20% discount. With the discount, the new total is $12
        • 360training.com – $9.99
    • Submit these documents to foodsafety@uic.edu at least 7 days in advance and CC the M&C Event Coordinator
  • Organizers interested in bringing non-UIC food trucks/carts on campus must submit additional documentation. Please specify this if you are interested as they will need to provide insurance, business license, health inspection, etc.

Confirm availability and receive confirmation document from M&C for outdoor event space, only once required documentation is received by M&C.

Any RSO not in compliance with outdoor event food policy will be removed from the premises. No trash or significant mess is allowed to remain following any outdoor event.

For questions, please contact:

• Sarah Thomas (sthoma38@uic.edu) for outdoor events
• Carolina Ortiz (corti3@uic.edu) with indoor events in SCE, such as SCE Concourse

• Student organizations are responsible to supply their guest speaker(s) with a gift should you want to provide one.
• UIC Business has only agreed to assist if the event is cosponsored with the college. This will primarily be used for signature events, and will be decided on a case-by-case basis if given to smaller scale events with guest speakers when cosponsoring.

• This form is for student organizations affiliated with UIC Business if they have requests to borrow items from the Student Involvement team.