Use Guidelines for Beckman Space Reservations

The Beckman Institute Office of Space Reservations has established the following guidelines to be used by those requesting space within the Institute. Questions concerning these guidelines can be directed to .

Access After or Before Normal Business Hours

The Institute is open from 7:30am to 6:30pm Monday through Friday, campus holidays excepted. Access to the Institute outside normal operating hours must be arranged with Beckman Security via Email: or voice mail 244-2692.

Alcohol

The sale and serving of alcoholic beverages on campus property is regulated by State statute, Board of Trustees' Guidelines (October 15, 1987), and campus policy. At approved events, alcoholic beverages may only be possessed and consumed by individuals 21 years of age and older. Event organizers must obtain approval in writing in advance of the event. Once the proper form has been completed and approved by your event organizers, please submit it to: Beckman Institute, Attn: Director's Office/Space Reservations, 1301 BI, MC-251 or by fax: 333-2922. We will keep a copy in our file and send it to the Associate Vice Chancellor of Student Affairs as stated on the form.

The appropriate form may be obtained from the Campus Administrative Manual - Section VIII - 10 at http://www.admin.uiuc.edu/cam/CAM/viii/viii-10.html

  • Use Form A, if alcohol will be sold or included in a registration fee.
  • Use Form B, if you are only serving alcohol.

As you complete the form, please be advised that the purchase of alcoholic beverages may only be made with unrestricted gift funds. Furthermore, all alcohol must be served by a campus facility that has a liquor license or by an off-campus caterer that has the appropriate liquor license and insurance for such activities. Therefore, your choices are as follows for alcohol service for your event at the Beckman Institute:

On-campus providers:

Beckman Institute pre-approved off-campus caterers that may serve alcohol at pre-approved campus events:

Calendar of Events and Posting Announcements

Weekly Calendar
The Director's office distributes a weekly calendar of upcoming seminars, colloquia, and other events taking place in the Institute as well as special notices to Institute personnel. Every Thursday, copies will be posted throughout the Institute and is also available online.

Groups who wish to publicize events should submit information by 12:00 noon on the Monday of the week prior to the date of the event via mail to the Office of the Director, 1301 Beckman Institute, via phone: 4-1176 or fax: 244-0987.

Today's Events
Events scheduled in the Institute are posted daily throughout the building and displayed on the Kiosk at the Institute's east entrance to advise attendees of times and locations, including changes occurring after publication of the weekly calendar, of events. Direct any questions concerning the calendars by phone at 244-1176.

Catering or Food and Beverage Service

The unit reserving the space at Beckman must make arrangements for catering from either the Beckman Café Catering services or any other University or commercial catering firm that can provide set up and clean up services. The Director's Office needs to be informed of all planned food and beverage service activities. The Beckman Institute reserves the right to deny access to those caterers who do not comply with the rules for the use of the Institute. For additional information on catering, contact space reservations via e-mail: or by phone: 244-1176.

The Beckman Café provides catering for events at the Institute, such as continental breakfasts, snacks, and drinks for seminars and other meetings; box and buffet lunches, and pre and post-lecture receptions. The Café does not currently cater for events that require wait service. To make arrangements for catering, contact Chris Mechling Manager of the Beckman Café, for information about menus and services.

Equipment

Arrangements for seminar equipment, including tables, chairs, audio-visual aids, and networking or Internet connections, should be made at the time of request or well in advance of the date of event by e-mail: or by phone at 244-1176. Please make requests as specific as possible. The equipment maintained and offered by the Institute changes from time to time, but usually consists of the following types of basic A/V equipment. Please note that additional extension cords need to be provided by caterer, event coordinator, or purchased through Central Stores.

  • Television Monitors (TVs)
  • Video Projectors
  • White Boards
  • Laser Pointers
  • Wooden Pointers
  • Video Carts
  • Flip Charts

Groups are expected to be able to operate the general purpose audio-visual equipment themselves and prior training may be arranged by contacting a Beckman Attendant by e-mail: or by phone at 244-5284. The Beckman Institute is able to provide networking connections. However, event coordinators must provide their own computer equipment and networking technician for installation and operation. The networking technician needs to coordinate details with System Services and can contact them by e-mail: or by phone at 244-2904.

Event Parking

Parking is available at four hour metered spaces on the Beckman Institute east driveway, across the street in University Lot B-4, and additional meters on the surrounding streets. Event organizers of very large or evening events should make arrangements for parking in advance by contacting Campus Parking (333-3530). Unauthorized cars parked in 24 hour departmental meters will be towed.

Spaces Available on a Reservation Basis

The Auditorium, Room 1025, serves for major lectures and colloquia and as the site of plenary sessions of conferences and workshops. Video projection and sound is to be handled by graduate students or other research group personnel. Access to the projection booth and instruction for operating audio/visual equipment can be provided by BI attendants, 244-5284. No food or beverage is allowed in the auditorium.

Seminar Rooms 1005 and 5602 are available for meetings, workshops, and seminars.

Tower Rooms 2269, 3269, and 4269 are used for meetings and seminars. Each room has a pull-down screen for slide or transparency projection, and has drapes so the room may be darkened. Events with food are generally limited to 4269.

Tower Room 5269 serves as a special meeting room and occasionally for lunch or dinner with special visitors.