Space reservation guidelines

Access beyond normal business hours

The Beckman Institute is open from 7:30 a.m. to 6:30 p.m. Monday through Friday, except on campus holidays. Access to the institute for events outside normal operating hours must be arranged with Space Reservations via email or by calling 217-244-8379.

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 or light fixtures is also prohibited, as are decorations, displays, or exhibits that 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. Those in charge of events are responsible both for the safety of people attending and for the maintenance of the room’s original condition.

Publicizing your Beckman event

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 so in the correct field within Beckman's space reservation software. 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

 

View the calendar

Catering or food and beverage service

The unit reserving space at Beckman must make arrangements for catering from either the Beckman Café Catering services or any other university or approved 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  caterers who do not comply with the rules for the use of the institute.

The Beckman Café provides catering for events at the institute, including 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 law, the Board of Trustees' Guidelines, 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 by completing and submitting this form, found in the Campus Administrative Manual's Alcohol Management Policy.

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.

Once the form has been completed and approved by your event organizers, please submit it to:

Associate Vice Chancellor for Auxiliary, Health and Wellbeing
121 Swanlund Administration Building, MC-304

Once you have received electronic approval from that office, please forward the email to Beckman's Space Reservations.

Equipment

Arrangements for seminar equipment, including standard and high-top tables, chairs, and audio-visual aids, should be made at the time of request or well in advance of the date of event. 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.

  • White boards
  • Laser pointers (in rooms 1005, 5602, and auditorium only)
  • Flip charts (We do not provide writing utensils)
  • Speaker phone
  • Easels
  • Poster boards


Event parking

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.

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.