Planning an Event

Reserving a Room

All room requests for events in College of Medicine West (CMW)/College of Medicine West Tower (CMWT)/College of Medicine East Tower (CMET)/College of Medicine Research Building (COMRB) go through Eric Wallbruch, OSA Student ORG Coordinator (wallbruc@uic.edu) 

*Booking large spaces at Student Center West (SCW), COMRB Courtyard, and East Campus are handled by East Campus via this form. 

*Students should book rooms in Ad Astra only for student study. 

Steps for booking an event are:  

  1. Submit this GOOGLE FORM a minimum of 3 weeks in advance of desired date for event. 

*If there are compelling circumstances that require less than 3 weeks, please reach out to Eric to discuss options. 

Logistics handled by Eric:  Room reservation in Ad Astra; Garbage cans ordered for food waste from Facilities Management; Event added to OSA Google Cal

For events requesting Faculty Alumni Lounge (FAL/119 CMWT):

  1. Email Eric (wallbruc@uic.edu) edited ppt (examples #1 and #2) of FAL floorplan desired to be submitted to UICOM Movers

Food orders must be requested via CMSC Treasurer, Jordan Pruce (jpruc@uic.edu)

  1. It is the responsibility of the Student Org or restaurant/caterer to provide all needed accessories: plates, plasticware, cups, napkins, serving utensils, etc.
  2. As you are using self-serve, you must follow the rules of the environmental services:  
    Food Safety | Environmental Health and Safety | University of Illinois Chicago (uic.edu)   

Events taking place outside of normal work hours (M-F 8am-5pm, or on weekends) must have a faculty/staff member present. This is UICOM policy. Also, you must have a member of your organization present at the entrances closest to the location to let attendees without ID Cards into the building if necessary. 

If no faculty/staff can be secured, the event will need to be canceled and rescheduled. 

Confirmation email with all logistics/polices sent to student, ORG/SIG Faculty Advisor after all arrangements have been made.  

Student in charge of the event must: 

  1. Confirm receipt of email, all logistics, and agreement that all UICOM policies listed in the email are adhered to. 
  2.  (VERY IMPORTANT) Tech/AV Assistance/Training: Please submit a ticket via the TDX ticketing system two weeks in advance of event.  PLEASE DO THIS as equipment is updated frequently.  *If you opt to not utilize the training, it will be understood that you will not in any circumstance use any equipment in the room aside from turning lights on and off. Any evidence of the opposite in this regard may result in loss of privileges for the student org. 

If alcohol is desired at event, please submit this REQUEST FORM 

Please see the following disclaimer about room reservations and cleanliness:      

  1. Tables must not be moved from their original position, and chairs should not leave the room.
  2. Tables should be left clean, and trash should be disposed of in the receptacles outside the room.
  3. Users should notify the Office of Student Affairs/Eric Wallbruch (wallbruc@uic.edu) of rooms found in a disorderly state.  
  4. UNDER NO CIRCUMSTANCES SHOULD ANY CORDS BE UNPLUGGED FROM TABLES OR PODIUMS.  Failure to follow these requirements may result in the loss of privileges for the student organization.     

Please be sure the following are completed at the end of your event:

UICOM EVENT SPACE CLOSEOUT CHECKLIST:  

  1. Properly dispose of or bring home all left-over food and beverages
  2. Clear all surfaces (tables, counters, floors) of trash
  3. Clean up major spills
  4. Ensure a UIC staff member remains onsite until all outside vendors have left
  5. Close windows
  6. Close doors, both interior and exterior
  7. Ensure doors are locked
  8. After the event, please slack or email Eric the total attendance.  

If there are any issues that occurred during your event, please let Eric know so we can work to prevent them occurring at subsequent events for you and any other ORG/SIG.

LASTLY, and VERY IMPORTANT: If the event needs to be postponed/canceled, please contact Eric ASAP to adjust all logistical reservations (excluding food orders.) 

Any questions may be directed to Eric via SLACK, email, or stopping by the Office of Student Affairs (112 CMWT, 1853 W. Polk Street, Chicago, IL 60612). 

Advertising Your Events

If your student group is interested in posting content to the CMWT and COMRB public corridor monitors, you can submit the content to comevents@uic.edu. When submitting, please copy the Assistant Dean of Student Affairs, Dr. Claudia Boucher-Berry (claudiab@uic.edu), for approval.  Typically flyers are submitted in the form of a PowerPoint (PPT) slide or PDF in a wide format. Please include the runtime (date range) for which you would like the flyer to be displayed. If you have any questions, feel free to reach out.