1. USE: Use of the College of ACES Library, Information and Alumni Center Conference Rooms can be booked through this online system: https://east.mymazevo.com/.
  2. SPACE: Space will be reserved on a first-come basis.
  3. EQUIPMENT and AV: There are handheld microphones, and lapel microphones available for use, as well as a podium if needed. There is no charge associated with using these items.
  4. FOOD/BEVERAGES: All food brought into the ACES LIAC must be contracted through University Catering or an approved university caterer. If you have your event catered buffet style (individuals walk through a line to get food) or passed hors d'oeuvres, you MUST reserve Spitze for catering to set up. We do not require Spitze to be reserved if boxed lunches are being catered. Please note, we no longer provide coffee/tea service. Feel free to bring in coffee/tea from Starbucks, Dunkin Donuts, or Einstein. The use of personal coffee pots is prohibited.
  5. ALCOHOL: Alcohol must be arranged through an approved caterer and the alcohol management policy must be followed. All bars require catering personnel to handle the sales and service of beverages. Outside alcohol is prohibited.
  6. SMOKING: Smoking is prohibited on all University of Illinois property, including the outside grounds of ACES LIAC. This includes all forms of burning tobacco, including cigarettes, cigars, pipes, hookahs, and cigarillos. The ban prohibits smoking on all campus-owned property—indoors and outdoors, as well as the use of e-cigarettes on campus- owned property and smoking in private vehicles parked on campus-owned property.
  7. PARTIES/DECORATIONS: Props, floral arrangements, live plants and weighted helium balloons are welcome. All décor must be free-standing, including signs. Nothing is to be attached to the walls or ceiling. No posters or banners will be permitted on the ACES Library grounds without the approval from the Director of Special Events or designee. No tacks, nails, tape, or similar items may be used in meeting rooms and/or the atrium. Glitter, Silly String, rice, sprinkles, or confetti will not be allowed. Painting parties in our conference rooms are prohibited. Candles in a hurricane lamp will be allowed, but candles, hurricane lamp and flame must extend no more than six inches above the table surface.
  8. PARKING: There are metered parking spots available in ACES LIAC circle drive, directly south of the building (1101 S. Goodwin Ave. Urbana, IL). It is the driver’s responsibility to read the blue signs at the entrance to the parking lot and obey all parking regulations and pay parking meters as necessary. To make a special parking arrangement, please call UI Parking at 217-333-3530.
  9. PAYMENT: If you are internal to the University of Illinois, you must use a departmental CFOAP. If you are external, please pay via check (payable to “University of Illinois”) or credit card (Visa or Master Card).
  10. LIABILITY: Each facility user shall indemnify and hold harmless the University of Illinois, College of ACES, its agents and employees against any and all damages, claims, liability due to loss of the property of others or any other liability arising out of its use of the ACES Library, Information and Alumni Center (LIAC). The facility user is responsible for the payment of any damage to or loss of LIAC’s property if it occurred because of the preparations or cleanup for, or during the actual event itself. Please note: All non-University use of LIAC requires that insurance be purchased to cover the event. Please see your Rental Agreement or Director of Special Events or designee for details.
  11. DAMAGE: Renters will assume all costs for damage to the LIAC including damage that may occur to floors, walls and fixtures that may be caused by movement of tables, chairs, equipment and/or damage which may result from the service and consumption of food and beverage. Such costs may include professional cleaning of carpets and upholstered furniture.
  12. COMPLIANCE: The College of ACES has the right to deny the use or continued use of its facilities to any person or organization not complying with the policies and procedures.
  13. ANIMALS: Animals are not allowed inside the LIAC, except for those licensed to assist persons with disabilities.
  14. CHILDREN: Children are welcome at the LIAC but must be always under the supervision of a responsible adult. All event attendees, including children, must limit their access to the building to the designated area for the event and associated restrooms unless special arrangements have been made.
  15. NOISE: The FUNK Library occupies the upstairs floor. Noise travels easily from the atrium to the library where students’ study, so please be mindful. Receptions must be held in a conference room and are prohibited from being held in the atrium.

Failure to adhere to the above policies and procedures could result in the loss of access to our facility. Thank you for understanding!