The University of Chicago

Student Centers

Outdoor Events and Installations

Quad Event and Installation Requests

Quad Event and Installation Requests

Request Type

I am requesting space for:
Note that this form is not for tabling location. Tabling request should be submitted via our EMS web request form.

Organization Information

Required, even if you don't anticipate charges
Organization Type

Booking Contact

Who is submitting this request?
Name
Name
First
Last
Role in Organization

Banner Information

Banners may be reserved for one week (seven consecutive days), beginning at 9am on Monday and removed no later than 5pm the following Sunday. You will be assigned a location based on availability. All locations are in the same area.
All requests to install a banner must include a detailed description of the banner. The banner must match the description provided in the approved request.

Maximum file size: 10MB

All requests to install a banner must include at least one visual or illustrative example (for example: a sketch, diagram, photo, or video) to help reviewers understand the scale, design, and impact of the banner. This does not need to be the actual final product. Simple drawings or rough drafts are acceptable, as long as they accurately convey the required information.
Banner reservations run Monday to Sunday
Do you expect protest, tampering, or other responses counter to your intended mission?
Student Centers does not provide security. The University of Chicago will not assume any responsibility for damaged or stolen banners or other materials left unattended.
Because the views expressed in a banner may not reflect those of the University of Chicago or the Student Centers, the banner must be clearly labeled with the hosting organization’s name and a contact email address in the lower right corner.

Installation/Display Information

Temporary Exhibits may be reserved for one week (seven consecutive days), beginning at 9am on Monday and removed no later than 5pm the following Sunday.
All requests to install a temporary exhibit must include a detailed description of the installation. The installation must match the description provided in the approved request. Part or all of this description may be used in our signage that authorizes the display.

Maximum file size: 10MB

All requests to install a temporary exhibit must include at least one visual or illustrative example (for example: a sketch, diagram, photo, or video) to help reviewers understand the scale, design, and impact of the installation. This does not need to be the actual final product. Simple drawings or rough drafts are acceptable, as long as they accurately convey the required information.

View the Quad Maps

In addition to checking availability, student centers rotates taking spaces offline to maintain space for individual student use and to allow the grounds to recover after high traffic events and installations.
This location will be prioritized if the preferred location is unavailable.
This location will be prioritized if the preferred and secondary locations are unavailable.
Select a number up to 7 days. The day of install counts as day 1, regardless of install time. Installation must not be installed before the first day, and must be taken down by 10pm on the last day.
Booking Priorities
Installation specifics
Select all that apply. Some installations will require additional approvals, such as from Environmental Health and Safety, Facilities, or other departments. We will discuss how to proceed before confirming your event. Some services may require additional approvals from Facilities, Environmental Health and Safety, or other campus departments.
Will weather damage your display or cause you to postpone?
Do you expect protest, tampering, or other responses counter to your intended mission?
Student Centers does not provide security. The University of Chicago will not assume any responsibility for damaged or stolen material left unattended as part of a display.
Any materials used in an installation or event must be free standing. Nothing may be attached to buildings, fencing, walls, trees, or bushes. Lamp posts may be used in certain situations, but only with facilities approval. Stakes may be used to support installations in certain locations, but require facilities to first mark for underground utilities. The hosting organization is responsible for any damage created by the installation.
Because the views expressed in an art installation may not reflect those of the University of Chicago or the Student Centers, the fixture must be clearly labeled with the hosting organization’s name, a description, and the dates for which the fixture will be in place. The Office of Student Centers will provide a sandwich board with a sign signifying that your event has been registered with our office, which can be picked up from the Reynolds Club. Sign must be returned promptly at the conclusion of the reservation.

Event Information

Please provide as much information as possible about your proposed event
Invited/Expected Attendees
Select all that apply

View the Quad Maps

In addition to checking availability, student centers rotates taking spaces offline to maintain space for individual student use and to allow the grounds to recover after high traffic events and installations.
This location will be prioritized if the preferred location is unavailable.
This location will be prioritized if the preferred and secondary locations are unavailable.
Start Time
End Time
Booking Priorities
Select the closest option. Tabling locations cannot be booked via this form, and should be submitted in EMS.
Will you have any VIP presenters or attendees
Check all that apply
Please list the names, titles, and organizations of all VIP presenters and attendees
Additional Services and Rentals
Please indicate the additional services you are planning to use, or need help coordinating. We will discuss how to proceed before confirming your event. Some services may require additional approvals from Facilities, Environmental Health and Safety, or other campus departments.
Will weather cause you to postpone or cancel?
Do you expect others to protest your event?
Do you plan to request any of the following?
Check all that apply. Noting this helps us coordinate with these departments, but these services must be requested directly through the corresponding department.
Please provide any event details not previously noted or any special requests.

Additional Terms and Conditions

I have reviewed the policy and expectation documents linked above, and I understand that my organization/department and I are both responsible for ensuring that this event or installation meets all university requirements.
I have reviewed the policy on Harassment, Discrimination, and Sexual Misconduct linked above, and I understand my obligations under that policy. I will ensure that the content and format of my event(s), banner(s), and/or installation(s) are appropriate for a campus environment free from discrimination, harassment, and sexual misconduct.
All outdoor spaces should be left in good condition. I understand that in hosting an outdoor event, my organization and I are responsible for the behavior of our guests.
In order to maximize space available to all groups, Student Centers are taking a stricter approach to no-shows. I understand that if we fail to cancel, my group will be charged a fee, and repeated no-show organizations will lose the ability to book spaces.

Relevant Policies

Student Centers policies can be found here:  https://studentcenters.uchicago.edu/student-groups/

Users of Student Centers facilities and those that host events in Student Centers managed spaces (including outdoor spaces) are responsible for adherence to all University Policies and Regulations. Please review the Student Manual.  https://studentmanual.uchicago.edu/

The following University policies are specifically noted and linked for your convenience: