Facility Request Form - Off Campus Groups

Facility Request Form - Off Campus Groups

Thank you for your interest in hosting an event at Eastern Illinois University. This form was revised 8/27/2025.

Please complete this form to provide details about your event, and a representative from our team will reach out to discuss availability, logistics, and any additional requirements.

Insurance Requirement
Non-university organizations must provide proof of liability insurance with a minimum coverage of $1,000,000 for property damage, bodily injury, and/or personal injury. A valid Certificate of Insurance (COI) must be submitted prior to finalizing your reservation.

Important Information
Completing this form does not guarantee approval or confirmation of your event. A member of our team will contact you to review your request.

Additional permits or approvals may be required depending on the nature of your event.

- If your event includes food, alcohol service, or ticketed admission, additional coordination may be necessary.

- If your event will be held outdoors (e.g., quads, gyms), please complete the Unusual Event Form in addition to this request.

The MLK Jr. Union has a non-cancellation charge for users who do not cancel their room reservation five days in advance:
• Grand Ballroom & University Ballroom will be charged $100.
• 1895 Room & Loft will be charged $50.

Event Contact
Event Contact Name Event Contact Name First Last
Organization Hosting Event:
Address Address
Street Address Address Line 2 City State / Province / Region Postal / Zip Code Country
Email
Phone: Phone: - ### - ### ####
Event Details
Event Type
Event Title:
Room(s) Requested

Room(s) Requested Grand Ballroom University Ballroom 1895 Room 7th St/Rath Loft Effingham Char./Mattoon Arc./Tuscola Paris Martinsville Casey Greenup Sullivan Shelbyville Alumni Lounge Bridge Lounge Bookstore Lounge Vending Lounge Schahrer Room
Other location(s) if not listed above
Event Attendance:
Event Date: Event Date: / MM / DD YYYY

(if more than 1 date, please provide other date(s) needed in next box)
The MLK Jr. University Union has a non-cancellation charge for users of Union facilities who do not cancel their room reservation five days prior to their event.
Additional dates requested (optional)
Time of Event Time of Event : HH MM AM/PM
To: To: : HH MM AM/PM
Room Reserved From: Room Reserved From: : HH MM AM/PM

Please provide the time you wish to come and start setting/decorating if this applicable to your event.
To: To: : HH MM AM/PM
Description of Event:
Maximum of 250 characters allowed. Currently Entered: 0 characters.
Event Services & Equipment
Will you be serving food at your event?

Outside food is not allowed in the MLK Jr. Union. If your event requires catering, please coordinate with Panther Catering at least two weeks in advance.

Will you be serving food at your event?

Outside food is not allowed in the MLK Jr. Union. If your event requires catering, please coordinate with Panther Catering at least two weeks in advance. Yes No
Will you be requiring alcohol service for your event?

Will you be requiring alcohol service for your event? Yes No

A REQUEST FOR ALCOHOLIC BEVERAGES needs to be completed two weeks prior to your event.
Will admission or contribution be taken at the event or in advance?

Will admission or contribution be taken at the event or in advance? Yes No
Additional Services (check all that apply)

Additional Services (check all that apply) Sign Holders Chalk Board Easel Lecturn (table top) Reserved Metered Parking ($5/meter) Marquee Sign
Audio/Visual Equipment (check all that apply)

Audio/Visual Equipment (check all that apply) Microphone(s) Projector Screen
By checking the box below, the event coordinator understands that rooms are set up in standard format unless a special arrangement is requested with the Campus Scheduling Office.

By checking the box below, the event coordinator understands that rooms are set up in standard format unless a special arrangement is requested with the Campus Scheduling Office. Yes, I understand.
Special Accommodations/Requests for your event: