Planning Events/Meetings
The COM Facility and Space Planning (FSP) / COM Events team is here to assist with locating and reserving space and advising on best practices for events within COM buildings. However, the execution of the tasks outlined below is the responsibility of the event host.
Pre-Event Heading link
We are committed to providing support where possible, but please note we are not a full-service venue like SCW or The Forum. Urgent onsite assistance with space-related issues, building access, AV, etc., cannot be guaranteed during your event. Completing these tasks in advance is essential to your event’s success.
- Submit a reservation request in Astra:
- If you require movers for furniture rearrangement, add 12-24 hours before and after your event to your reservation for setup and reset.
- Specify the official event timeframe in the Description field.
- Ensure you receive an event summary confirmation.
- Submit a billable FMWeb service request:
- Movers – to set up the room before and reset the room after the event.
- Movers – to bring supplemental items (e.g., poster board stands).
- Carpenters – to assemble supplemental items (e.g., poster board stands).
- Housekeeping – Extra cleaning before and/or after the event.
- Housekeeping – Delivery and pickup of extra trash cans (if serving food or beverages).
Notes:- Provide a timeframe to the movers for when workers can access the room.
- If you do not have access to FMWeb, work with your department administrator to submit the request.
- We cannot submit requests on your behalf, as we do not have access to you FOAPs.
- Submit FMWeb requests as soon as possible, as Facilities Management (FM) has multiple cross-campus commitments.
- For inquiries about your FMWeb requests, contact FM directly with your SR or WO number.
- Facilities Management (FM) and COM FSP operate as distinct units. Each is managed independently and cannot address tasks assigned to the other.
- Submit a Room Technology Training Request to COMIR:
- COMIR must be notified of any AV or IT use.
- Do not move in-room cables/equipment or connected furniture.
- Frequent users of COM space may be eligible for a training waiver but must first submit a ticket.
- Catering:
- Place catering orders (UIC Catering or an external vendor) as soon as possible.
- Vendor Deliveries:
- For deliveries requiring a doc, please visit the Delivery Information page for instructions.
- For light deliveries, direct vendors to the southeast corner of Polk and Wolcott. The approximate address is 801 S Wolcott Ave. Wolcott is northbound only.
- Room Access:
- Visit your reserved room(s) to confirm access via swipe/tap iCard(s) no later than one week before the event.
- Contact comevents@uic.edu for access concerns.
- Parking:
- Direct guests to park at the Wood Street Parking Structure.
- Contact Parking Services for special parking arrangements.
- Additional considerations:
- Secure staff/volunteers to direct guests at entrances.
- Notify comevents@uic.edu if accessibility accommodations are required.
- Submit a Protection of Minors Event form to the UIC Protection of Minors Office if non-UIC minors will attend.
- Ensure all UIC employees involved have current background checks.
- Set up guest WiFi access through the Technical Solutions FAQs page.
- For event marketing or advertising, contact comevents@uic.edu for guidance.
- To invite Dean Rosenblatt to speak, email comevents@uic.edu for the appropriate contact.
Day of Event Heading link
- Email comevents@uic.edu for any room-related concerns.
- Contact the appropriate trade for issues with FMWeb requests.
- Clean up thoroughly:
- Dispose of or take home leftover food and beverages.
- Clear all surfaces (tables, counters, and floors) of trash.
- Address major spills promptly.
- Ensure the following:
- Windows are closed.
- Doors are closed and locked.
- A UIC staff member remains onsite until all students and outside vendors have departed.