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
Insurance: Special Events that may be of an unordinary nature may require special insurance,
please check with the scheduler if there is a question.
Illinois Wesleyan University will strictly enforce the prohibition of the following
- Public Indecency. No persons on University property shall commit an act of public
indecency as defined in Illinois law, 720 ILCS 5/11-30 (was 720 ILCS 5/11-9).
- Disorderly Conduct. No person on University property shall commit disorderly conduct
as defined in Illinois Law, 720 ILCS 5/26-1.
- Gambling. No person on University property shall gamble as defined in Illinois law,
720 ILCS 5/28-1, et seq.
- Bodily Harm. No person on University property shall inflict bodily harm as defined
in Illinois law, 720 ILCS 5/12-1, et seq.
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
Specific examples of harassment include, but are not limited, to the following:
- Using slurs
- Creating derogatory graffiti
- Making offensive jokes
- Imitating stereotypes in speech or mannerisms
- Displaying cartoons of stereotypes
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
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 dcor 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 Tripper Phipps at 309-556-3167 or firstname.lastname@example.org 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 25Live for features of specific rooms.
Making Reservations: Reservations should be made using 25Live. 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
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