Registered Student Organizations Frequently Asked Questions
Booking Privileges Form
How often does the booking privileges form need to be completed?
The booking privileges form must be completed at the start of every academic year. The form will be available July 2024 for the 2024-2025 school year. If the executive board changes during the academic year, please have the president fill out a new form.
How many people can be listed on the booking privileges form?
The president and campus advisor must be listed. You can also list up to three more group members. These four members are the only individuals who can book space on behalf of the organization.
“We do not have a faculty/staff advisor, can we list our Alumni or Chapter Advisor?”
No. To be considered a Registered Student Organization with the Dean of Students Office you must have a faculty/staff/GA advisor. They must have an Illinois State email and phone number. If you do not have a campus advisor or need to find a new one, please contact the Student Involvement Center.
Can you tell me who is listed on the booking privileges form?
Our office cannot tell you who is listed on the booking privileges form. You will need to contact the president of your organization and they will be able to help you.
Can I give you information to add to the booking privileges form?
Additions to the booking privileges form can only be made by the listed president. The president will need to complete a new booking privileges form if they need to change who is listed. There is a maximum of three additional members who can be listed on the form.
Reserving Space and Equipment
Where do I go to book rooms in the Bone Student Center?
The Event Services and Catering Office is located on the 2nd floor of the Bone Student Center in Room 206. You can reserve space in the Bone Student Center in person, book your event online, or by phone at 309-438-2222.
How many rooms can I book per week?
Registered Student Organizations (RSOs) can book weekly or monthly meetings one time per week for no longer than two hours. RSOs can also book practices two times per week for no longer than two hours. Meetings and practices cannot be scheduled back-to-back. Please see our 2024-2025 memo for more information on booking updates
Where do I go to book rooms for other parts of campus?
Information regarding booking rooms for other campus areas can be found under the Facility and Space Use Policies.
We are having an event in another building on campus, can we rent a/v equipment from the Bone Student Center?
No, the Event Services and Catering office does not rent equipment for offsite events.
Can I put a room on hold and get back to you if I want to book it?
Yes, we can hold a room for up to two weeks. If after two weeks we do not hear from you regarding the hold, we will release the space after contacting you. If during that two week hold period another group inquires about the same date, we will call you and need a decision within 24 hours if you would like that space or not.
Can I hang items on the wall for my event or concourse table?
No, stapling, pinning, taping, or affixing decorations to any surface is not allowed.
University Event Review Committee, Liability Insurance, & Minors Act
Can I book and sign the agreement before the event is sent to the UERC?
The event must first be sent to the UERC before we can send the agreement for you to sign. Your space will be left on hold until the UERC makes a decision. Once the decision is made, your planner will send you the UERC letter with their decision and your agreement.
How far in advance do I need to let your office know our event will contain outside vendors (DJ, speaker, entertainment vendor, etc.)?
We require you to notify our office twenty business days before your event with the outside vendors' names. If the University Event Review Committee requires liability insurance, we need the certificate of insurance turned in at least ten business days before the event date.
Who do I contact for questions regarding liability insurance and minors act?
Direct all questions regarding liability insurance and minors act to the Risk Management Office. They can be reached at 309-438-1900 or RiskManagement@IllinoisState.edu.
You can view the minors act policy here.
What is the University Event Review Committee (UERC)?
The UERC is made up of individuals from different campus departments. The committee meets once a week to review events presented to the committee from the event planners. The committee decides what requirements (insurance, staffing, etc.) is required for each event.
Why does my event have to go to the University Event Review Committee (UERC)?
There are many factors as to why an event may have to go to the UERC. The event planners follow guidelines provided by the UERC to determine if an event must be reviewed or not.
Catering
If my event is next week can I still add catering?
All catering requests must be submitted to the Event Services and Catering Office seven business days before the event date.
When are final counts due for catering?
A final count is due a minimum of five business days before the event. The guest count cannot be lowered after this date. The client will be charged the guaranteed guest count, or actual guest count, whichever is greater.
We are having an event in another building on campus, can we order catering and have it delivered?
Yes, you can place a catering order to be picked up from the Bone Student Center or have it delivered to the campus location. Catering pick-ups must meet a minimum of $50 and off-site catering orders must meet a minimum of $250. It is the organization's responsibility to order tables from Facilities if ordering catering. The catering team will not provide tables.
One of our sponsors wants to donate food, can we bring this in?
No outside food or beverage is allowed in the Bone Student Center. All food must be ordered through the Event Services and Catering Office. The RSO menu can be found here.
Can we only order off the RSO menu?
No, you are allowed to order from the regular catering menu as well. Please note that you will not receive the RSO prices when ordering off the regular menu. The menu can be found here.
Payments, Cancellations, and Agreements
Do I have to pay for a concourse table?
There is no charge for concourse tables used for informational purposes. If your organization is using the concourse table for selling purposes, there will be a fee associated with renting the table. Please see your agreement for specific policies for concourse tables and the selling of merchandise.
Can I co-sponsor an event with another RSO – how will payments work?
Yes, you can co-sponsor an event. The reservation can only be listed under one group. Only one method of payment can be accepted. If you will both be paying by a check or card that is fine, but we cannot accept a University account and a check.
I cannot pay for the event right now, can I pay after?
All events must be paid in full five business days before the event date.
Can I pay in cash?
The only methods of payment that are accepted in the Event Services and Catering Office are credit cards and checks. Your event can also be paid by University Account Number, please notify your event planner at time of booking.
When is payment due?
Payment is due five business days before the event date. If you are paying by a University Account Number, please let your event planner know when booking.
How far in advance do I have to cancel my event to avoid a cancellation fee?
Please see your signed agreement for cancellation policy.
How many people need to attend the event to avoid a no-show fee?
The number of guests present in the room does not determine if an event is considered a “no show”. A no show fee will be applied for any event that does not take place during the reserved time. If your organization decides to not have the event, please inform the Event Services and Catering Office of the cancellation. Applicable cancellation fees will be applied as listed in the agreement.
Does my advisor need to sign off on the agreement and/or Banquet Event Order (BEO)?
Independent RSOs – If there are charges associated with your event, or if charges increase, your advisor is required to sign off on the agreement and/or BEO.
Sponsored RSOs – Advisors are required to sign off on all agreements and BEOs regardless if there are charges or not.
Can a different RSO member sign the license agreement that someone else booked?
Example: the president booked an event but they have their VP sign the agreement.
The individual who booked the event is the only person who can plan and make changes to the event. They are also the only person able to sign off on the agreement and or banquet event order.
Can my Sponsored RSO pay with a check or card?
No. All sponsored RSOs are required to pay with a university account number or foundation funds from the department sponsoring the RSO. This account number must be listed at time of signing the agreement.
I am a Sponsored RSO and am not sure what account number to list to pay for my event?
Sponsoring departments will need to provide an account number for the Sponsored RSO. The Dean of Students will only provide an RSO account number if the RSO has received funding through the Fee Board for that specific event.