Usage Policy

Room Reservation Policy

The purpose of a room reservation policy is to manage the usage of the Loyola University Chicago Health Sciences Division facilities and resources on the Health Sciences Campus in Maywood for internal and external groups. Facility rental fees apply to select groups as defined below. All reservations involving an outside organization are contracted events. Once a contract is sent to the group, the group will have a maximum of 30 days to execute the contract and return it to Conference Services along with the deposit and all supporting documents. If the contract is not received by the contract deadline, all reserved space will be released and the contract will be null and void.

All organizations holding events at Loyola University Chicago Health Sciences Division's Health Sciences Campus in Maywood must support the mission and values of the University and the Society of Jesus.

Find more information about Room/Event Space Scheduling Principles.

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Types of Groups

Internal Groups

Internal groups are defined as Loyola University Chicago Health Sciences Division academic departments, Loyola University Health System departments, registered student organizations, and administrative units that hold meetings for their staff and members and may include specific Jesuit events. There will be no charge for this type of meeting during regular work/school hours. Reservation requests should be submitted through Loyola Wired Room Scheduler and approved by Educational Technologies Health Sciences Division. E-mail EdTechSupport@luc.edu for approval.

Some spaces require an additional level of approval. Directions for obtaining this approval is outlined in the Room Scheduler.

External Affiliated Groups

External-affiliated groups are defined as University departments holding events at Loyola University Chicago Health Sciences Division's Health Sciences Campus in Maywood that include outside participants and charge an admission/registration fee, or act as a host to an outside organization. Either the University department, Loyola University Health System department, student organization, or the outside group is expected to pay all charges associated with room rental, audio/visual, telecom, catering, and other support services needed for the event. Internal rates apply to these types of events. The department or student organization hosting the outside organization must be involved in the overall planning and organization of the event in order for the internal rate to be applied. The University department or student organization will be expected to sign a contract. The details of these events should be discussed with Nancy Parolin.

The outside organization will be expected to provide a 501(c)3 nonprofit status certificate (if applicable). Insurance requirements are discussed below. A $250 deposit as well as a signed contract and all required certificates of insurance will be due within 30 days of the organization’s receipt of contract. If the event is canceled, cancelation fees will apply as outlined in the contract. If the contract is not received by the contract deadline, all reserved space will be released and the contract will be null and void.

External Groups

External groups are defined as any outside group not hosted by a University, Loyola University Health System department, or registered student organization. Details of these event should be discussed with the Assistant Director of HSD Event Planning and Operations, Nancy Parolin. This group will be expected to provide a 501(c)3 nonprofit certificate (if applicable) as well as insurance certificates outlined below. A $250 deposit, signed contract, and all required certificates of insurance will be due within 30 days of the organization’s receipt of contract. If the event is canceled, cancelation fees will apply as outlined in the contract. If the contract is not received by the contract deadline, all reserved space will be released and the contract will be null and void.

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Types of Charges

Internal Group Charges

They will be charged minimal fees for weekend room usage. Additional audio/visual, telecom, catering, security, parking vouchers and other support services needed will be billed accordingly and agreed upon prior to the event.

External Affiliated Group Charges

The internal rate for meeting room rental covers the operating cost of opening and closing the facility, labor associated with the event, and equipment maintenance. All audio/visual, telecom, catering, security, parking vouchers, and other support services needed by the group are considered extra charges and will be billed accordingly. These charges will be agreed upon prior to event and outlined in a contract agreement.

External Group Charges

Outside organizations wishing to use Loyola meeting spaces for events, conferences, workshops, meetings, or seminars will be charged the external rate. All audio/visual, telecom, catering, parking vouchers, and other support services needed by the group are considered extra charges and will be billed accordingly and outlined in a contract agreement.

All groups will be charged for the use of the Quiet Study Room and CTRE Atriums.

Fees can only be waived with the approval of the Vice President's Office and/or the Provost Office.

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Insurance

At Loyola University Chicago Health Sciences Division we want to ensure that you and your guests are protected against any unexpected accidents/events that may occur during your time on campus. In order to guarantee that your guests are safe we require all external groups to have general liability insurance for $1 million dollars for the duration of their event on campus.

INSURANCE REQUIREMENTS – Daytime Meetings and Conferences – External Affiliated and External Groups

The External Organization agrees to maintain, at its expense, for the period of the Conference the following insurance:

  1. Workers’ Compensation Insurance in compliance with all statutory workers’ compensation laws, and Employer’s Liability Insurance with minimum limits of $500,000 per accident for bodily injury by accident, $500,000 per employee for bodily injury by disease, and $500,000 aggregate, and including a waiver of subrogation in favor of Loyola.
  2. Commercial General Liability Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate for each occurrence of bodily injury and property damage, and including a waiver of subrogation in favor of Loyola. Coverage shall include personal and advertising injury, products-completed operations, independent contractors, and liability assumed under an insured contract. Loyola and its trustees, officers, employees, agents and affiliates shall be named as additional insureds under the Commercial General Liability Insurance. If minors are to be involved in the Conference, Sexual Molestation coverage shall be included in the Commercial General Liability Insurance or be separately provided with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate.
  3. Umbrella/Excess Liability Insurance with minimum limits of $2,000,000 per occurrence and $2,000,000 in the aggregate excess of primary general liability insurance and on a following-form basis.

The Organization shall provide Loyola with certificates of insurance evidencing all of the above required insurance on the date it submits this signed Agreement to Loyola, which date shall be prior to the start of the Conference. The Organization agrees that such insurance will not be modified or terminated without the Organization providing Loyola with thirty (30) days’ prior written notice. All insurance shall be written by insurers licensed to do business in the State of Illinois, shall have a current minimum A. M. Best rating of A-/VII, and shall be primary with respect to any other insurance or self-insurance afforded to Loyola. If the Organization employs or otherwise engages any contractor, subcontractor, vendor, lessee or any other party in connection with the Conference, such party shall meet all of the same insurance terms as required of the Organization under this Agreement.

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Alcohol Usage Procedure

Loyola University Chicago Health Sciences Division does not have a license for the sale of alcoholic beverages on the Health Sciences Campus in Maywood. The following procedures address specific steps that must be followed as part of any event at the Health Sciences Campus where alcohol is served. HandCut Foods or the Health Sciences Division’s preferred caterers have secured a caterer's liquor license for events taking place at the Health Sciences Campus. The following procedures must be followed in order to conform to the caterer's license in accordance with the Maywood Municipal Code and the Illinois Liquor Control Act:

  1. All liquor must be incidental to the service of food.
  2. The caterer must dispense liquor and be present at all times.
  3. No one may sell drinks by the person or glass (no cash bars).
  4. Clients are not permitted to bring their own liquor to catered functions.

These procedures are in addition to other policies regarding alcohol use on campus by students, staff, and faculty, which can be found in the Student Handbook, the Employee Handbook, and applicable business and employment policies, including but not limited to, the Entertainment Expense Policy and the Fitness for Duty Employee Policy.

These procedures do not supersede any existing policies related to alcohol.

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