Space Rental Guidelines

Overview

University of Chicago students may reserve space free of charge for meetings and programs that are consistent with the mission/vision of CI+I. Usage of the space must align with University policies and regulations, as well as the policies of the Center for Identity + Inclusion. Reservation procedures and user guidelines are detailed below.

CI+I reserves the right to:

• Decline a request that does not align with the vision and mission of CI+I, or goes against the CI+I space guidelines, even if space is available.

• Alter requests based on the needs of the Center. If a change to a confirmed space is necessary, a CI+I staff member will contact you to offer alternate space options available to your organization.

COVID-19 PROTOCOLS

General COVID-19 regulations established by the University can be found at http://goforward.uchicago.edu. Gatherings must adhere to all Chicago Department of Public Health and University guidance for in-person gatherings at the time of the event. Event protocols are subject to change throughout the year as conditions warrant. Depending on the nature and size of your event, you may be required to limit attendance, include event staff to monitor COVID protocol compliance, and/or implement other mitigations for health and safety purposes.

Masking Requirement:

Every individual visiting CI+I, no matter vaccination status, must wear a mask/face covering over the nose and mouth at all times while in the building.

Eating and Drinking – A fully vaccinated individual may remove their face coverings to eat or drink. An unvaccinated individual may remove their face coverings to eat or drink so long as they maintain six feet of social distance from others.

Outdoors – Masking is not required for people who are outdoors on CI+I grounds, though face coverings may still be required at certain outdoor events and programming.

Tentative Fall Quarter Hours

  • Monday-Thursday: 9am-8pm
  • Friday 9am-5pm
  • CLOSED SATURDAY & SUNDAY

Winter & Spring Interim Hours/ Summer Hours

  • Monday-Friday 9AM-5PM
  • CLOSED SATURDAY & SUNDAY

Registered Student Organizations (RSOs):

RSO’s are invited to reserve space here at CI+I if the following criteria are met:

  • Group must be currently listed on the Blueprint website (blueprint.uchicago.edu).
  • Group must have a mission/vision that is consistent with that of CI+I
  • Members reserving space must be currently enrolled students
  • Reservations must fall within the current quarter

Student representatives of RSOs are invited to register for access to the CI+I Space Reservation System (SRS) at the following link: https://ucinclusion.wufoo.com/forms/cii-srs-access-request/ .

Non-RSO Student Groups:

Permission to host events at CI+I for non-RSO organizations is contingent on the following:

  • Group must have a mission/vision that is consistent with that of CI+I
  • Members reserving space must be currently enrolled students
  • Reservation requests must fall within the current quarter
  • A Non RSO Event Request Form must be completed for each event hosted at CI+I:  https://ucinclusion.wufoo.com/forms/cii-non-rso-event-request-form/ 

Campus Partner/Department requests:

  • Campus partners that work regularly with the center can submit requests via email to inclusion@uchicago.edu to check for availability
  • Departments that do not partner with CI+I are subject to reservation fees as outlined below. Requests can be emailed to inclusion@uchicago.edu . Payment is managed via a University JE transfer

CI+I Space Rental Fees

Community Lounge | Max capacity: 60 people

  • 4 hours or less: $200
  • +4 hours: $400
  • *Audio/Visual Equipment: $100

Shared Resource Room | Max capacity 16 people

  • Daily rate: $50

Roundtable Conference Room | Max capacity 8 people

  • Daily rate: $50

Amandla Lounge | Max capacity 20 people

  • Daily rate, no food $100
  • Daily rate, food served: $150

LGBTQ Lounge | Max capacity 15 people

  • Daily rate, no food served: $100
  • Daily rate, food served: $150

*Equipment rental fees:

  • Portable projector $50
  • Portable speakers w/microphone $50
  • Podium w/speaker $30
  • Presentation clicker $5

A $50 clean-up fee is assessed per room that is not cleaned and returned to original setup.

*Equipment rental must be included in the reservation in order to guarantee availability. Use of audio/visual equipment in the lounges requires the use of your personal laptop equipped to accommodate an HDMI adaptor. Glass partitions in the Community Lounge must remain closed at all times.

CONFIRMATION, MODIFICATION AND CANCELLATION POLICY

There is a 15‐minute late start grace period for reservations lasting less than one hour and a 30‐minute late start grace period for reservations one or more hours. If a group does not show for its reservation by the expiration of the grace period, then the room in question will be made available to any person or group needing the space.

In the event of a cancellation, organizers must notify the Center as soon as possible by calling 773-702-5710, or by emailing inclusion@uchicago.edu. Multiple cancellations and/or no shows at reserved times or misuse of the space may result in a suspension of reservation privileges. 

  • All of the spaces come with a standard room set up unique to that room. Users are responsible for set- up and for returning the space to its original condition. Users can refer to set-up diagrams posted in each room or direct questions to the Building Manager on duty.
  • Furniture can be rearranged to accommodate the group or event but must remain in the room. Movement of furniture from one space to the next is not allowed (unless it is mobile furniture on wheels).
  • Please consider set‐up and break down time when making your room requests.
  • Users are not allowed to use tape, nails, or poster putty on the walls, to suspend items from the ceiling, or to burn items (i.e. candles) in the Center. Sterno lamps are allowed for catering but must be disposed of properly.

Users are responsible for returning reserved spaces to their original state upon completion of programming. This includes:

  •  wiping down tables
  • sweeping or vacuuming the floor
  • taking out trash
  • resetting the furniture to its original position

Cleaning supplies are available at the front desk. Trash removed must be taken to the University trash cans located in a nearby garage at the end of the block.

A clean up fee of $50.00 will be assessed for any organization not adhering to this guideline.

  • Please refer to current University policies surrounding catering at events, located at https://goforward.uchicago.edu
  • Users are responsible for any delivery/pick-up arrangements made with caterers. The Center is not responsible for the return or storage of catering equipment.
  • Users are required to provide their own supply of paper goods and serving ware.
  • The Center has a Student refrigerator available for use but will not be responsible for items stored there.
  • Waffle makers, hot plates, grills, and any other heat generating cooking appliance is strictly prohibited per fire code.
  • Only University Departments can serve alcohol at the Center. Staff must comply with the University’s Alcohol Policy, along with Federal, state, and local laws with regard to serving alcohol.
  • Users planning to serve alcohol should note this at the time of reservation.
  • Student Organizations and student groups are not allowed to serve or consume alcohol at the Center.
  • Per University policy, smoking is prohibited inside all university facilities and within 15 feet of all University building entrances.
  • Candles and open flames are not allowed inside the center. The only exception is for catered events using sterno lamps for food warming.
  • Users are responsible for any damages to the building as a result of their event, including but not limited to spillage, moisture or water damage, carpet and furniture stains, damage from moving furniture, etc. The Center for Identity + Inclusion reserves the right to assess a fee to cover any costs associated with damage. 
  • Users are responsible and accountable for the behavior of their guests and members during their reservation time. Any damages or personal injuries are the responsibility of the sponsoring organization.
  • Users are not permitted to store items at CI+I.
  • All members of the community should demonstrate the commitment stated in the University’s Diversity Statements and Policies (https://diversityandinclusion.uchicago.edu/commitment/)
  • The Center for Identity + Inclusion is the home of the Office of Multicultural Student Affairs, LGBTQ Student Life and Student Support Services. When marketing your event, please use the name Center for Identity + Inclusion as the location of the program.
  • Events cannot be promoted until a formal confirmation is received for use of the space.

Public film screenings require the purchase of the film’s copyright. Users must provide CI+I with proof of permission prior to the start of programming. Please refer to the University’s official policy on film screening prior to submitting your request to the Center: https://leadership.uchicago.edu/screening-films/

NOT ADHERING TO THESE POLICIES WILL RESULT IN A RE‐EVALUATION OF THE USER’S RESERVATION PRIVILEGES.

Revised October 2021

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