Reservations

Internal Room Use Policies

General:  Rooms are available on a first come, first served basis, dependent on availability of rooms and staffing.  Once rooms are reserved, we cannot “bump” others out.  The only exception to this rule is that in academic buildings, classes have priority.  The University, in its sole discretion, may terminate a reservation at any time if the event is determined not in the best interests of the University and its mission.

Cancellations:  If your meeting or event is cancelled, let the scheduler know so that the room will be available to another group and so that the calendar is updated.  Failure to show up for your reservation time may result in loss of future reservation privileges or other restrictions.

Insurance:  Special Events that may be of an unordinary nature may require special insurance, please check with the scheduler if there is a question.

Restricted Uses:

Illinois Wesleyan University will strictly enforce the prohibition of the following activities:

Harassment and Intolerance

Illinois Wesleyan University does not tolerate harassment based on racial, ethnic, gender, religious or other hostility. Such harassment is intolerable to all members of the university community: faculty, staff, trustees, alumni and students. The University will take appropriate disciplinary action against those found to have committed harassment, up to and including dismissal from the university. It is defined as verbal, written, or physical conduct which refers to race or which communicates slurs based on ethnicity, sexual or religious orientation, or disabilities and where such conduct has the purpose or effect of unreasonably interfering with an individual's academic, social or work related participation in the Illinois Wesleyan Community. Harassment can include, but is not limited to, hostile or intimidating verbal or written statements or symbols, or physical threats or intimidating conduct that adversely affect the mental or emotional health of the individual or group. This definition of harassment specifically includes verbal acts, which are intended to insult or stigmatize an individual or group of individuals based on their race or color, their ethnicity, their sexual or religious orientation, or a disability.

These protections are extended to prohibit harassment directed at the following groups or perceived groups:

gay • lesbian • transgender • bisexual • religion • ethnic group • disabled

Specific examples of harassment include, but are not limited, to the following:

The University will consider as an aggravating factor in determining sanctions any violation of law of this student code in which it can be shown that the accused intentionally selected the person or target of the violation based upon race, and therefore may impose harsher or additional sanctions and penalties.

A student should notify the Vice President of Student Affairs/Dean of Students' Office following an incident of harassment, etc. Upon meeting with the student, the Dean may complete an investigation and refer the incident to the All University Judiciary Committee (AUJC).

Damages:  The user assumes full responsibility for the conduct of those participating in their event.  The user is liable for any and all damages incurred by that conduct and will reimburse the University for damages to facilities and equipment.  The University assumes no liability for property placed in the facility by users.

Safety:  Exits must remain open and accessible at all times.  The University must observe the maximum capacities for rooms as designed by the fire marshal.  Smoking is prohibited in all IWU buildings.  Open flames are also prohibited.  Drones are not allowed.

Decorations/Storage:  The User may bring in additional decorations for any reserved rooms.  Open candle flames, glitter, adhering anything to the building surfaces with tape, nails, staples or glue, and hanging items from the ceiling are not permitted.  Animals of any kind (including doves, butterflies, etc.) cannot be released as part of celebrations on University property.  Banners, posters or other items already present in the room(s) are considered university décor and are not removable.  The University is not responsible for any items brought in by the User or outside vendors and is not responsible for arranging delivery or pick up for such items.  All decorations must be removed at the conclusion of the reservation period and any items remaining thereafter will be considered abandoned and disposed of in the University’s sole discretion.

Catering:  All food and beverages for use on campus must be arranged through Sodexo Food Service.  Please contact Bob Kelch at (309) 556-3683 or bkelch@iwu.edu for catering questions/orders.  Alcoholic beverages must also be provided through Sodexo food service.

Set Up:  Technology must be requested in advance.  Requests are filled on a first-come, first-served basis and may not be available upon request.  Refer to the Webviewer for features of specific rooms. 

Making Reservations:  Reservations should be made using the Webviewer.  The request will go to the appropriate scheduler depending on your choice of room.  Requests made through the Webviewer must be done at least two business days in advance of the request to allow time for processing.  Requests for technology needs should also be done at this time.  You will receive a confirmation report once the request is filled. 

If you have a last-minute request, you may call the building scheduler to see if anything is available.  If you need to make changes, call the scheduler and refer to the reference number on your confirmation report.

All reservations are subject to space change if maintenance or other circumstances require. Every effort will be made to accommodate any displaced events into equitable spaces.