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:
Check all that apply

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 can only be hung in designated locations, and are booked for 1 week beginning and ending at 9am on Mondays. You will be assigned a location based on availability. All locations are in the same area.
Please provide as much information as possible.
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

Please provide as much information as possible about your proposed event
Part or all of this description may be used in our signage that authorizes the display.
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.

Donation Box Information

Donation boxes are booked for 1 week, beginning and ending at 9am on Mondays. Student Centers will assign a location based on availability.
Must be a Monday
Where are the collected items being donated or used?
Required, if not for use within the university
The above organization is expecting our donation, and accepts the items we are collecting?
It is the responsibility of the hosting organization to check the bin daily, and empty if full. Student Centers does not provide security, and takes no responsibility for theft or damage of property left in the bin.
This reservation will end at 9am on a Monday. Another group may have the space reserved next. It is important that all items be removed by the completion of the collection timeframe.

Additional Terms and Conditions

I have reviewed the policy and expectation documents linked above, and I understand that my department/organization and I are both responsible for ensuring that this event or installation meets all university requirements.
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.

The following policies must be adhered to for all installation requests:

  1. The request must be placed under a department or RSO which will be responsible for ensuring that all relevant policies are followed, and to which any related costs will be invoiced and charged.
  2. The fixture must be set up and removed safely, without any permanent alterations or damage to the space. Any necessary repairs will be billed to the hosting department or RSO.
  3. The fixture must not include any material which is perishable, combustible, or otherwise unsafe or which may damage the surrounding area.
  4. The fixture may not block any thoroughfares or corridors, or obstruct passage through the area.
  5. 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.  Student Centers will provide a Sandwich Board sign to accompany the installation.
  6. All installations or fixtures with an interactive component must be staffed by a member of your organization at all times; any interactive components must be removed, stored, or turned off when left unattended.
  7. The fixture must be completely removed at the end of the agreed reservation period. If it is not, the Student Centers staff may discard it and any materials related to it and charge the hosting organization a cleanup fee.  Fees start at $100, plus the cost of labor, disposal, and space restoration.  Repeated violations will result in group losing booking privileges.

In addition to those policies, the following policies apply to all donation box requests:

  1. All groups who are planning to host a donation box must provide their event planner with information on the place where they plan to donate the items. They must demonstrate that they have confirmed that their donations will be accepted, and they must indicate how they plan to pick up and deliver donated items to that location.
  2. All hosted donation boxes must use the donation boxes provided by the Student Centers. All donations must be contained to these bins at all times. Donations cannot be left on the floor surrounding the provided bins.
  3. The hosting organization is responsible for checking their bins daily and emptying them as soon as the bins are full. If the bins are not emptied once they are full, and donations begin to accumulate on the floor surrounding the provided bins, the Student Centers reserve the right to dispose of these items and to put a halt to the event.
  4. No individual hosting organizations will host a donation box for longer than one week at a time. Extended requests must be discussed with your event planner and are subject to approval and are not guaranteed.