Planning an Event

• Only listed clubs qualify for the $150/semester CMSC funding
• You must cancel CSI orders if your event is canceled/declined; otherwise, your org is responsible for any charges.
• All event advertising must state your funding source (e.g., “Made possible by CMSC/General Surgery Department”)
• Every event must be logged using the Event Documentation Form

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) and Student Center East can be done by emailing: studentcenters@uic.edu.
• Students should book rooms in Ad Astra only for student study.

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

1. If you book an event for any period of time after 5:00pm Mon-Fri, or on the weekends, due to liability/insurance reasons, UICOM requires the presence of any Faculty or Staff to be present in those windows of time (5:00pm on M-5/any time on Sat/Sun). If you are unable to secure someone, as a last option, if I am available, I will step in. If ultimately no faculty or staff can be present, the event MUST be cancelled or rescheduled. Please consider this when planning your event.
2. You must have someone from your ORG/SIG stationed at a specific entrance to the building that should be identified as where non-UIC attendees must enter

Email Eric (wallbruc@uic.edu) a downloaded and edited ppt of the FAL floorplan desired to be submitted to UICOM Movers using examples from this link.

• FAL floorplan example

Food orders must be requested via CMSC Treasurer, Jordan Pruce (jpruc@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/policies 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.

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:

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.)

Questions may be directed to Eric via:

• SLACK
• Email: wallbruc@uic.edu
• In-person by stopping by the Office of Student Affairs
  112 CMWT, 1853 W. Polk Street, Chicago, IL 60612.

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.