Scheduling Policies

The following policies refer to Campus Scheduling at Western Illinois University and apply to all users of campus space. When making a reservation with Campus Scheduling, users accept the terms of use outlined below:

  • Banquet and meeting rooms are assigned on the basis of the type of event, the anticipated number of guests, and the availability of rooms. Scheduling & Event Services staff may change room assignments to accommodate larger or smaller attendance.
  • A request made does not guarantee a space, even if available at the time of request. Groups should not make any arrangements or do any advertising of the event until a confirmation copy of a reservation is received from the appropriate space owner.
  • Major multi-purpose or food service rooms may be scheduled one year in advance. Recurring organizational meetings may be scheduled for the upcoming academic year beginning on April 15 of the preceding Spring Semester.
  • Rehearsals for recitals and special events are limited to one session.
  • All individuals and groups are expected to follow the itinerary scheduled for their particular events. Other groups may be using the facilities prior to or following your scheduled activity.
  • Room rental charges for use of space will be incurred depending upon the nature of the event and identity of sponsoring groups.
  • For parking concerns and questions, please contact Parking Services at 298-1921.
  • Final room setups are due in Scheduling & Event Services at least five (5) business days prior to the event. All setup and equipment requirements should be included in request as the room will be set by the University Union staff according to these instructions. Failure to meet this deadline could result in cancellation of your event or implementation of a surcharge.
  • Space is used and occupied only for the purpose listed on the reservation. Changes to the purpose of the reservation must be approved by Campus Scheduling prior to the date of the event.
  • WIU facilities and space may not be used for any illegal or dangerous purposes or for use not compatible with the University mission.
  • Reservations are filled based on a first come, first served process; however, the scheduling priorities listed below apply.
  • All users, including off-campus users, are expected to adhere to all University policies, regulations and local, state and federal laws. Failure to comply with these regulations may result in the forfeiture of scheduling privileges.
  • Any organization leaving the facilities in disorder is responsible for cleaning and/or labor charges to restore the facility to its original condition.
  • At NO TIME is it acceptable to hang items on the walls or ceiling of any WIU facility, particularly those which cover up lighting fixtures, exit signs, fire exits or fire extinguishers. The use of tape (including any type of duct tape), glue, staples, tacks or nails on building surfaces including, but not limited to, walls, door frames, doors, windows, window frames, elevators, floors or railings is prohibited. Please see Scheduling & Event Services for a list of the acceptable adhesives.
  • WIU is a smoke free campus.
  • Off-campus organizations must provide documentation of adequate insurance deemed adequate by WIU Risk Management.
  • Each reservable facility at Western Illinois University has priority users.
  • Building opening and closing times vary across campus. Any event scheduled outside normal building hours is required to have a special unlock/lock reservation and may require the services of a building supervisor or custodial staff. Additional fees may apply.