Space Use Policies

When using Gies College of Business space and facilities, you are agreeing to follow the space use policies outlined below. The reservation staff do not have authority to change or grant exceptions to the policies set by College and University Administration.

Americans with Disabilities Act (Accessibility and Accommodations Division) - Office for Access and Community

  • All events must provide an environment that is able to be utilized by all. Accommodations may be required. Learn more.
  • Event notices need to include the following statement: “If you will need disability-related accommodations to participate in this program/event, please contact (name, host department) at (phone number, e-mail). Early requests are strongly encouraged to allow sufficient time to meet your access needs.”
  • ADA ramps can be reserved through F&S Public Functions by contacting Paul Jensen.
  • Aisles should have at least a 36-inch clearance

Policies Details

Basement of the Business Instructional Facility
  • The Business Instructional Facility basement is considered a mechanical space and limited access is given.
  • The basement may be used as a tornado shelter between the hours of 8:00 am - 4:30 pm Monday through Friday. Facilities staff will need to unlock basement doors. After 4:30 pm on weekdays and on the weekends, the Wohlers Hall 141 auditorium or basement spaces should be used.
Classroom Reservations
  • Classroom reservations are made through EMS.
  • Academic activities such as classes, exams, review sessions, class speakers, and tutoring are given priority for classroom space. Other activities can be bumped to accommodate academic activities.
  • Classroom reservations will end at either 20 minutes after the hour or 50 minutes after the hour to allow a minimum of 10 minutes transition time between classes/events.
  • Examinations outside of the class period must follow campus policy.
  • Registered Student Organizations (RSO’s) are allowed to book classroom spaces in BIF or Wohlers Hall by following the University reservations procedures (this excludes the Deloitte Auditorium and Lincoln International Atrium spaces). Units are NOT permitted to book space on behalf of the RSO. See Student and Registered Student Organization Space Use below.
Meeting Spaces

Meeting spaces include conference rooms, interview rooms, and breakout rooms.

  • These spaces can be reserved by college staff for faculty or staff use.
  • Gies faculty and staff have swipe access to these spaces with their i-Cards.
  • If access is not working properly, first confirm the i-Card has not expired. Expired i-Cards may be replaced by visiting the Urbana ID Center.
  • Valid i-Card holders should contact Gies Facilities with questions and/or issues by emailing facilities@business.illinois.edu or visiting 2017 BIF. For emails, please include first and last name, NetID, and UIN. For in-person assistance, please bring the affected i-Card.
College Events
  • Gies Business event requests must be submitted by a Gies departmental staff member with a Gies faculty or Gies staff member in attendance for the duration of the event.
  • The hosting unit provides access to the event space, meets caterers/vendors if applicable, ensures setup is accurate, and cleans up the event space at the conclusion of the event. This includes taking trash and recycling to the appropriate dumpsters.
  • The event must be advertised as a Gies Business event. Other colleges, companies, or organizations may be secondary supporters, but Gies must be the primary host.
  • Classes may not be interrupted or moved to accommodate an event. Anything scheduled in a Gies building cannot be disruptive to learning whether by noise, smells, etc.
  • Have important event details fully confirmed before requesting an event. A huge amount of staff time is spent rescheduling. Scheduling events when dates/time/configurations are still unknown is very costly to the College.
  • Please note there is limited availability of electricity in the Lincoln International Atrium.
  • If you are planning to use a tent for your event, it must follow the Tent Safety Policy and a Tent Application must be submitted to fandscodefire@illinois.edu. The tent approval must be provided to Gies Reservations.
Courtyard Reservations at the Business Instructional Facility
  • Public vehicles, pop-up tents, and inflatables are not permitted in the Business Instructional Facility courtyard. Please be sure to relay this information to any vendor providing service for an event held in the courtyard. 
  • Electricity is not available in the courtyard and extension cords cannot be run out of the building. If an event requires electricity, please request a work order with F&S Public Functions by contacting Paul Jensen to have a generator delivered, set up for the event, and picked up after the event. The request will need to include the event start and end times as well as the account for billing purposes.
  • Business Instructional Facility furniture and garbage cans are not permitted outside.  If tables, chairs, and garbage cans are needed for an event in the courtyard, contact Paul Jensen with F&S Public Functions. The request will need to include the list of items, layout desired, event start and end times, and account information for billing.
  • All cleanup of the courtyard, after an event, will be the responsibility of the group reserving the space. Any expenses due to repairs or additional services will be charged to the hosting unit.
  • Entrances to BIF may not be blocked due to egress and safety exiting.
  • If you are planning to use a tent for your event, it must follow the Tent Safety Policy and a Tent Application must be submitted to fandscodefire@illinois.edu.  The tent approval must be provided to Gies Reservations.
  • Grilling Safety – Prior approval is required for events by submitting a Grill Application to fandscodefire@illinois.edu. Once the grill application has been approved, provide the approved form to Gies Reservations.
Student and Registered Student Organizations (RSO’s) Space Use
  • Registered student organizations (RSO) may reserve Gies space by following campus scheduling policies and procedures. All event requests are submitted to the Student Engagement office through OneIllinois and must receive event approval before space can be secured.
  • Classroom Space – RSO’s may reserve designated BIF and Wohlers Hall classroom spaces during building hours.
  • The hosting RSO is responsible for all cleanup and may be charged for services required following use of the facilities, including expenses for any damages or additional services. 
  • Requests for RSO events must be requested by the RSO and not college departmental units.
  • Meeting Space – Students enrolled in Experiential Learning courses or programs may be authorized access to use meeting spaces for team meetings when the project client is either in person or joining via conference call. Access for these authorized students is coordinated through the course department or program unit at the beginning of each semester.
  • Collaboration Tables – Open collaboration spaces located on the second and third floors of BIF are available for use on a first-come, first-served basis. Electrical outlets are available at each table location.
  • BIF classrooms - Limited to one reservation per week per RSO. Classroom technology is not available for RSO use.
  • BIF Outdoor Courtyard - Registered Student Organizations may request the BIF courtyard by submitting their Event Registration to campus Student Engagement. 
  • Deloitte Auditorium and Lincoln International Atrium at BIF – are not available for student reservations or events.
  • Wohlers Hall classrooms – Limited to one reservation per week per RSO. Classroom technology is accessed by logging into the resident computer.
  • Wolfson Faculty Lounge, room 370 WH - May be reserved M-Th from 6:30pm-10pm
  • Alcohol is not permitted at RSO events in or on Gies College of Business buildings or grounds.
  • RSO events with minors are not permitted in Gies managed spaces.
  • RSO’s collecting money should be directed to the Student Org Finance Center (SOFC).
Space Capacity
  • Units must abide by all capacity numbers for all Gies spaces. These capacity numbers are set by the fire marshal and cannot be exceeded.
  • Events will need to have an enrollment/RSVP cap to stay below the event space capacity. (check with the reservation office for questions on the capacity of the space being used).
Technology
  • BIF
    • All spaces in BIF have technology provided and serviced by Gies IT Partners (ITP).
    • An authorized i-Card is required to access the podium.  Gies faculty and staff should contact Gies Facilities for access permissions and/or if there is an issue with the i-Card not working properly.
    • Each semester training sessions are provided by ITP prior to classes beginning.
    • Contact avsupport@business.illinois.edu for technology training and/or assistance.
  • Wohlers Hall
  • Wymer Hall
    • Coming soon
Food
  • Food, within reason, is permitted in the Business Instructional Facility Lincoln International Atrium and classrooms providing the reserving group cleans up after the event. When the event is finished, the room must be back in order for the next group to use.
  • All cleanup of surfaces, floors and trash must occur following the event.
  • All trash and recycling must be removed from the space and taken to the appropriate dumpster locations:
    • BIF and Wymer - between buildings, off the dock.
    • Wohlers – northeast side of the building between Wohlers and Irwin on the dock.
  • Please do not serve sticky food or food that has an odor.
  • Food or drink are not permitted in the Deloitte Auditorium under any circumstance.
  • Coca-Cola products must be served per the current university beverage contract.
  • Contact Food Service or Urbana Campus Purchasing for questions regarding catering.
  • Grilling Safety – Prior approval is required for events by submitting a Grill Application to fandscodefire@illinois.edu. Once the grill application has been approved, provide the approved form to Gies Reservations.
Alcohol

Review the University Alcohol Policy

  • Alcoholic liquors may be served or sold in buildings under the control of the Board of Trustees of the University of Illinois Urbana-Champaign for events that the Board may determine are public events and not related to student activities.
  • An approved alcohol form must be provided to Gies Reservations and included with the unit’s reservation prior to an event being finalized and permitted to take place.
  • Alcohol is prohibited at Gies College of Business undergraduate student events.
Minors

Review Campus Police Protection of Minors Statement

If an event is held for attendees under the age of 18, who are not registered UIUC students, there must be a Minors Approval form submitted, approved, and sent to Gies Reservations before an event request can be confirmed. 

Research - Using Human Subjects

Review university policy on research using human subjects.

If research is using human subjects, a  research study application must be approved by the Institutional Review Boards (IRB) and submitted to Gies Reservations before a request for space can be approved.

Furniture
  • Furniture is not allowed on the terrazzo around the perimeter of the Lincoln International Atrium or in the hallways of BIF and Wohlers. This space must be kept clear to be used as escape routes in case of an emergency. Also, exit doors are not to be blocked at any time.
  • Units may arrange furniture as needed for activities taking place in flat classrooms. Check with the reservation office for questions on the normal classroom arrangement for the room being used. Units are to set up and reset the furniture within the reservation time booked for the unit. The BSW is not available for setup or reset in the classroom.
  • All furniture must remain in the classroom in which it belongs and be returned to the standard classroom arrangement after use.
  • Contact facilities@business.illilnois.edu for any furniture issues or questions.
Appliances
  • Reduce energy consumption and cost by eliminating waste and increasing energy efficiency in buildings, electrical equipment used in offices and labs, and campus transportation systems.
  • Space heaters should not be used in campus facilities, other than temporary outages when the primary building heat is not operational. Space heaters use an inordinate amount of energy and can present an electrical and fire hazard.
  • The Business Instructional Facility is a LEED certified green building. To conserve electricity, appliances, space heaters, treadmills, toaster ovens, etc. are not permitted in private offices. A kitchenette is available in 3025A BIF, which has a refrigerator, microwave and sink for faculty and staff use. A key may be checked out, by Gies faculty or staff, from 2017 BIF.
  • Wohlers Hall is an older building and fuses tend to blow easily, therefore, appliances and spaces heaters are not permitted in private offices. A kitchenette is available in 370 WH, which has a refrigerator, two microwaves and a sink, for faculty and staff to use.
  • Energy-Efficient Equipment Acquisition – Campus Administrative Manual (illinois.edu)
  • Acquiring Energy-consuming Equipment – Campus Administrative Manual (illinois.edu)
Bikes and Other Self-Balancing Personal Transportation Devices inside University Facilities
  • The BIF bike cage is available to Gies faculty and staff via key access. It is located outdoors on the west side of BIF. Please see staff in 2017 BIF to check out key.
  • Bikes, skateboards, inline skates, e-scooters, and all other self-balancing personal transportation devices are prohibited in university facilities. See the full policy here.
Miscellaneous Items