Use Guidelines for Beckman Space Reservations

The Beckman Institute Office of Space Reservations has established the following guidelines to be used by those requesting space within the Institute. Questions concerning these guidelines can be directed to spaceres@beckman.illinois.edu.


Access After or Before Normal Business Hours

The Institute is open from 7:30am to 6:30pm Monday through Friday, campus holidays excepted. Access to the Institute for events outside normal operating hours must be arranged with Space Reservations via email: spaceres@beckman.illinois.edu or by calling 244-8379.


Damage to Property

All groups and individuals using Beckman Institute facilities are responsible for any and all damages they might cause.

Extra charges for labor will be incurred when an excessive amount of cleaning is required to return the areas used to a condition adequate for continued use. The use of tape, glue, thumbtacks, adhesive, or other items on the walls, ceilings, frames, columns, staging or other areas is forbidden. Suspending materials from the ceilings, light fixtures, etc. is also prohibited, as are decorations, displays, or exhibits which require flame or water. Pictures are not to be removed from walls, nor is furniture or other equipment to be moved without prior permission.

The Beckman Institute assumes no responsibility for damage to or loss of any materials or equipment left in the building, on display, or in storage. Persons in charge of events are responsible both for the safety of persons attending and for the maintenance of the room’s original condition.


Calendar of Events and Posting Announcements

Weekly Calendar
Space Reservations maintains a weekly calendar of upcoming seminars, colloquia, and other events taking place in the Institute as well as special notices to Institute personnel. Every Thursday, copies will be posted throughout the Institute and is also available on our online calendar.
View our event calendar →

Those who wish to publicize their Beckman events should submit information by 12:00 noon on the Thursday of the week prior to the date of the event via mail to Space Reservations, 1301 Beckman Institute, MC-251, via phone: 244-8379.

Today's Events
Events scheduled in the Institute are posted daily throughout the building and displayed on the monitors located on each floor to advise attendees of times and locations, including changes occurring after publication of the weekly calendar of events. Direct any questions concerning the calendars by phone at 244-8379.


Catering or Food and Beverage Service

The unit reserving the space at Beckman must make arrangements for catering from either the Beckman Café Catering services or any other University or commercial catering firm that can provide set up and clean up services. Space Reservations needs to be informed of all planned food and beverage service activities. The Beckman Institute reserves the right to deny access to those caterers who do not comply with the rules for the use of the Institute. For additional information on catering, contact space reservations via e-mail: spaceres@beckman.illinois.edu or by phone: 244-8379.

The Beckman Café provides catering for events at the Institute, such as continental breakfasts, snacks, and drinks for seminars and other meetings; box and buffet lunches, and pre and post-lecture receptions. The Café does not currently cater for events that require wait service. To make arrangements for catering, contact the Beckman Café.


Alcohol

The sale and serving of alcoholic beverages on campus property is regulated by State statute, Board of Trustees' Guidelines (October 15, 1987), and campus policy. At approved events, alcoholic beverages may only be possessed and consumed by individuals 21 years of age and older. Event organizers must obtain approval in writing in advance of the event. Once the form has been completed and approved by your event organizers, please submit it to: Associate Vice Chancellor for Student Affairs/Director of Auxiliary Services, 120 Swanlund Administration Building, MC-304. Once you have received electronic approval from Student Affairs, please forward the email to spaceres@beckman.illinois.edu

The form can be obtained from the Campus Administrative Manual - Section VIII - 10 at http://cam.illinois.edu/viii/viii-10attach.pdf

As you complete the form, please be advised that the purchase of alcoholic beverages may only be made with unrestricted gift funds. Furthermore, all alcohol must be served by a campus facility that has a liquor license or by an off-campus caterer that has the appropriate liquor license and insurance for such activities.


Equipment

Arrangements for seminar equipment, including tables, chairs, audio-visual aids, and networking, should be made at the time of request or well in advance of the date of event by e-mail:spaceres@beckman.illinois.edu or by phone at 244-8379. Please make requests as specific as possible. The equipment maintained and offered by the Institute changes from time to time, but usually consists of the following types of basic A/V equipment. Please note that additional extension cords need to be provided by caterer, event coordinator, or purchased through Central Stores.

  • Video Projectors
  • White Boards
  • Laser Pointers
  • PC/Mac Carts
  • Flip Charts (We do not provide paper or writing utensils.)

The Beckman Institute is able to provide internet connections.


Event Parking

Parking is available at metered spaces in the Beckman Institute east driveway, across the street in University Lot B-4, and additional meters on the surrounding streets. Event organizers of very large or evening events should make arrangements for parking in advance by contacting Campus Parking (333-3530). Unauthorized cars parked in 24 hour departmental meters will be towed.