Reservation opportunities

The primary mission of the Beckman Institute is to provide a single physical location for university faculty, staff and students engaged in research programs chosen for inclusion in the building.

A secondary, and related objective, is the exchange of scientific and technical information through meetings, conferences, workshops, and other such gatherings. For this reason, the institute was designed to include several seminar and meeting rooms in support of the research programs conducted in the building. The institute administration is responsible for ensuring that use of meeting rooms by others does not compromise the ability of the institute’s research groups to conduct scientific and technical meetings. In view of the special mission of the institute, the following are special conditions regarding use of space in the institute.

Space reservations are granted as first-come first-serve and then in priority order to:

• Beckman research groups hosting events related to their research activities.
• Units hosting events related to Beckman's research areas.
• Off-campus organizations (including Registered Organizations) hosting events whose activities are directly related to institute research must have a Beckman Institute sponsor.
• Central and campus administrative units hosting events important to the overall campus.
• Off-campus organizations whose events are unrelated to the institute will rarely be granted approval.

The Beckman Institute may allow other organizations, internal or outside parties, to reserve space. However, that will only happen when the event doesn't interfere with other planned activities, and when such events contribute to the teaching, research, economic development, and public service missions of the University of Illinois.

Group representative/client

The individual(s) requesting space will be considered the event sponsor and will be responsible for all guests and should act as the representative in charge of the rental/event. If this individual will not be in attendance, another representative must be designated prior to the rental/event. Please communicate relevant policies to your group prior to the event.

Facility policies

The Beckman Institute is open from 7:30 a.m. to 5 p.m. Monday through Friday, excluding campus holidays. Access to the institute for events outside normal operating hours must be arranged with Beckman Space Reservations via email or by calling 217-244-8379. Extra fees may apply.

All groups and individuals using Beckman Institute facilities are responsible for the damage they might cause.

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 people attending and for the maintenance of the room’s original condition.

Submitting a request

Note: requests cannot be made more than six months in advance.

1. Visit Mazevo, our space reservation software provider.
2. Enter your email address and select “University of Illinois, Beckman Institute.”
3. Click the “Add new request” link on the left.
4. If you aren’t able to request space, email our Space Reservations staff members and they will assist you.

Pricing structure and room specifications

Room details and pricing are available on the conference room capacities and rates page.

When giving a slide presentation, Beckman Space Reservations highly encourages clients to download their presentation on a thumb drive to upload to our Windows computer.

Cancellation policy

To cancel a confirmed event, the group must notify Beckman Space Reservations 24 hours in advance by emailing Beckman Space Reservations from Monday through Friday during business hours.

Groups that do not show and have not provided a written notification for a confirmed event will incur 100% rental costs.

Payment and contracts

Fees are based upon the prices contained on the conference room capacities and rates page. The hourly rates will be added for reserved time (pre-event setup and post-event cleanup).

The following month after the event, Beckman Space Reservations will send an information invoice to the university unit. The invoice will be processed by the Beckman Institute in Banner and a transaction number will be included in the email with the invoice attached.

Third party reservations may require execution of a Facility Use Agreement along with any other requirements as assessed in the Risk Review. Any events need to be approved by Beckman administration before an event is confirmed.

Guests

Attendees are the responsibility of the event sponsor. If your event will include minors, you are required to reference and fully comply with the Protection of Minors policy.

Staffing

Beckman Institute staff will assist with basic event preparations, set-up, and clean-up. For more extensive room set-ups, units may hire Illinois Facilities & Services to assist.

Beckman Institute staff can provide limited AV event support. After confirming with Beckman Institute staff, it may be necessary for groups to contact the Center for Innovation in Teaching & Learning Instructional Media Resources to assist with hybrid meetings and recording meetings.

Reservation requests for events occurring outside of Beckman Institute’s normal hours of operation are subject to staff availability.

Catering and alcohol

The client reserving the space must make arrangements for catering from either the Beckman Café Catering Services, University Catering, or any caterer that is on the university Insured Caterer’s List. The insured caterer’s list includes the vendors who currently meet university insurance requirements. 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 a non-catered event (consists of food/beverage delivery or drop off only), the unit must fill out the Food Service Request Form. After the unit receives acknowledgement, please forward the acknowledgement to Beckman Space Reservations. Following the event, units are responsible to leave the room as it was upon arrival. All trash and spills must be cleaned up.

The sale and serving of alcoholic beverages on campus property is regulated by state law, the Board of Trustees' Guidelines and campus policy.

Alcoholic beverages may be purchased according to policy established in the OBFS Policies and Procedures Manual, Payments and Reimbursements. The unit must abide by the University of Illinois Alcohol Management Policy and must be approved prior to your event. If the signed approval form is not emailed to Beckman Space Reservations, alcohol will not be allowed to be served.

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 by completing and submitting the Request for Approval to Sell and/or Serve Alcoholic Liquors, found in the Campus Administrative Manual's Alcohol Management Policy.

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.

Beckman Space Reservations needs to be informed of all planned food and beverage service activities and what approved vendor is being used.

Decorations

The use of decorations must be approved by the Beckman Institute prior to the event. Decorations may not compromise public safety or create risk of property damage. They must not interfere with access to entrances/exits. Decorations must be free-standing, including signs.

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 the walls, nor is furniture or other equipment to be moved without prior permission. No signage or decorations including glitter or confetti are permitted.

Please note that the facility does not offer any supplies. No use of lifts, trucks, tractors, ladders or any other assist apparatus is permitted. The group is responsible for removing all decorations upon conclusion of the event.

Clean-up

Groups are responsible for ensuring that trash is disposed of properly in the trash bins provided upon the conclusion of the event. 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.

Signs

Groups may not put-up promotional signage regarding their events on facility property prior to or on the day of the event. Directional signs will be posted by Beckman Space Reservations upon request from the unit.

The Beckman Institute maintains a weekly calendar of upcoming seminars, colloquia and other events taking place in the institute, as well as special notices to institute personnel. The calendar is visible on Beckman's website and is also used for weekly and monthly internal announcements to Beckman students, faculty and staff.

Those who wish to publicize their Beckman events should indicate when reserving their space. Options include:

• Publishing on Beckman's digital signs
• Posting the event on Beckman's calendar
• Posting the event on both the Beckman and campus calendar
• Keeping the event private

Special requests

Groups should coordinate all requests for equipment or set-up not typical of the space reserved (tables/chairs, PA systems, etc.) with Beckman Space Reservations when requesting space.

Other general information

Accessibility

To help ensure accessibility in all programs, courses, and events, please see Accessibility at Illinois.

All event organizers should include requests for accommodations in their promotional and registration materials. Below is a sample statement that could be included in these materials:

“If you will need disability-related accommodations to participate in this program/event, please contact (name, host department) at (phone number, email). Early requests are strongly encouraged to allow sufficient time to meet access needs.”

Parking

It is essential for groups to be aware of campus parking regulations including rental spaces, meter enforcement and other restrictions. Visit Campus Parking for more information. It is possible that special arrangements may be made with Campus Parking for offsite or permit parking with advanced notice. Fees may apply. The facility is not responsible for parking citations.

Parking is available at metered spaces in the Beckman Institute east driveway, across the street in University Lot B-4, which is a parking deck, and additional meters on the surrounding streets. Those planning an event at Beckman may reserve up to six meters in the Beckman Institute circle drive for an additional cost.

Event organizers of large or evening events should make arrangements for parking in advance by contacting Campus Parking at 217-333-3530. Unauthorized cars parked in 24-hour departmental rental spots will be towed.

Review of risk

Consider the need for University Police at your event by reviewing the department's website.

 Please review how the university manages fire and life safety programs and the existing building and fire code compliance functions on its Campus Code and Compliance & Fire Safety site.

Also, note that the Office of Risk Management's efforts for the University of Illinois System encompass both strategic risk and financial, operational activities. Risk Management is the insurance agent for the system, serving its universities, regional sites, Extension offices, and system offices. The facility (Designated Official) in conjunction with the Office of Risk Management will determine, in the university’s sole discretion, if a certificate of insurance is required for any outside organization. If insurance is required, the outside organization must provide a certificate of insurance naming the Board of Trustees as an additional insured. For more information contact the Office of Risk Management.

Campus resources

Additional Policy Information:

• Protection of Minors Policy
• Alcohol Management Policy
• University Quadrangle (Quad) Use Policy (Note: All events held on the Quad must be co-sponsored by a university unit)
• Student Code