Loyola University Chicago

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Loyola University Chicago

Conference Services

Usage Policy

If you are interested in holding an event or conference at Loyola University Chicago or receiving more information, please see the Information & Request Form.

Room Reservation Policy

The purpose of a room reservation policy is to manage the usage of university facilities and resources for internal and external groups. Facility rental fees apply to select groups as defined below. All reservations involving an outside organization are contracted events. Once a contract is sent to the group, the group will have a maximum of 30 days to execute the contract and return it to Conference Services along with the deposit and all supporting documents. If the contract is not received by the contract deadline, all reserved space will be released and the contract will be null and void.

All organizations holding events at Loyola University Chicago must support the mission and values of the University and the Society of Jesus.

Types of Groups

Internal Groups

Internal groups are defined as academic departments, registered student organizations, and administrative units that hold meetings for their staff and members and may include specific Jesuit Community events. There will be no charge for this type of meeting and all reservations will be handled through Campus Reservations (campus-reservations@luc.edu or 773.508.8117)

Please note: Piper Hall and Donovan Reading Room have a nominal cost for internal groups.

External Affiliated Groups

External affiliated groups are defined as University departments holding events at Loyola University Chicago that include outside participants and charge an admission/registration fee, or act as a host to an outside organization. Either the University department, student organization, or the outside group is expected to pay all charges associated with room rental, audio/visual, telecom, catering, and other support services needed for the event. Internal rates apply to these types of events. The department or student organization hosting the outside organization must be involved in the overall planning and organization of the event in order for the internal rate to be applied. The University department or student organization will be expected to sign a contract.

The outside organization will be expected to provide a 501(c)3 nonprofit status certificate (if applicable), certificate of liability insurance in the amount of one million dollars minimum, a 20% deposit based on the estimated event cost, as well as a signed contract. If the event is canceled the deposit is forfeited. Once a contract is sent to an organization, they will have a maximum of 30 days to sign the contract and will return it to Conference Services along with the deposit and all supporting documents. If the contract is not received by the contract deadline, all reserved space will be released and the contract will be null and void.

External Groups

External groups are defined as any outside group not hosted by a University department or registered student organization. The outside organization will be expected to provide a 501(c)3 nonprofit status certificate (if applicable), certificate of liability insurance in the amount of one million dollars minimum for the duration of their event, a 20% deposit based on the estimated event cost, and a signed contract. If the event is canceled, the deposit is forfeited. Once a contract is sent to the organization, the group will have a maximum of 30 days to return the signed contract to Conference Services along with the deposit and all supporting documents. If the contract is not received by the contract deadline, all reserved space will be released and the contract will be null and void.

Types of Charges

Affiliated Group Charges: The internal rate for meeting room rental covers the operating cost of opening and closing the facility, labor associated with the event, and equipment maintenance. All audio/visual, telecom, catering, security, parking vouchers, and other support services needed by the group are considered extra charges and will be billed accordingly.

External Charges: Outside organizations wishing to use Loyola meeting spaces for events, conferences, workshops, meetings, or seminars will be charged the external rate. All audio/visual, telecom, catering, parking vouchers, and other support services needed by the group are considered extra charges and will be billed accordingly.

Fees can only be waived with the approval of the President's Office and/or the Provost Office.

Insurance

At Loyola University Chicago we want to ensure that you and your guests are protected against any unexpected accidents/events that may occur during your time on campus. In order to guarantee that your guests are safe we require all external groups to have general liability insurance for $1 million dollars for the duration of their event on campus. There are different insurance requirements for day meetings, overnight conferences, and weddings. For detailed information, click here.

Alcohol Usage

Loyola University Chicago does not have a license for the sale of alcoholic beverages on the Lake Shore or Water Tower Campuses. The following procedures address specific steps that must be followed as part of any event at the University where alcohol is served. Aramark, the University's exclusive food service provider, has secured a caterer's liquor license for any events taking place at the Lake Shore and Water Tower Campuses. The following procedures must be followed in order to conform to the caterer's license in accordance with the Chicago Municipal Code and the Illinois Liquor Control Act:

  1. All liquor must be incidental to the service of food.
  2. The caterer must dispense liquor and be present at all times.
  3. No one may sell drinks by the person or glass (no cash bars).
  4. Clients are not permitted to bring their own liquor to catered functions.

These procedures are in addition to other policies regarding alcohol use on campus by students, staff, and faculty, which can be found in the Student Handbook, the Employee Handbook, and applicable business and employment policies, including but not limited to, the Entertainment Expense Policy and the Fitness for Duty Employee Policy.

These procedures do not supercede any existing policies related to alcohol.

Loyola

Conference Services
Loyola University Chicago · 1032 W. Sheridan Road · Lake Shore Campus
Chicago, IL 60660 · Phone: (773) 508-8090 · Fax: (773) 508.3181 · E-mail: conferences@luc.edu

Notice of Non-discriminatory Policy