Policies and Procedures

• During the Fall and Spring semesters, the Holmes Student Center (HSC) is open daily from 7 a.m. to midnight. Hours may vary on holidays and throughout the summer months. Campus Dining location hours may differ.
• Operations will begin closing as early as 45 minutes prior to the stated times to secure the building properly.
• Events may not begin until 30 minutes after the building has opened. Events must end at least 60 minutes before the building closes.
• Building hours are subject to change.

• The Holmes Student Center (HSC) is intended to be used by Northern Illinois University (NIU) students, faculty, staff, guests of the university and participants of authorized on-campus activities. As such, the building is not a place for unrestricted public access. Staff may ask anyone, at any time, to provide their NIU OneCard for identification.
• All clients, external and internal, are responsible for the behavior of their guests and participants. HSC facilities, meeting spaces and equipment must be left in the same condition they were found in. Damages caused by an individual or participants are the financial responsibility of the hosting parties.
• HSC staff will ask individuals or organizations to stop any disruptive activity or leave the building. Repeated or severely disruptive behavior will be grounds for banishment from the building. The HSC does not allow sleeping in common spaces. These guests will be asked to leave the building. 
• Non-NIU guests under the age of 18 must be accompanied by a parent, legal guardian, adult chaperone or NIU representative at all times. Organizations who host underage guests will be accountable for their guests' actions.
• Rooms may be occupied only during the specified reservation times.
• If an individual is uncooperative, NIU Police and Public Safety will be notified.

Although the HSC strives to provide the optimal conditions for all events, certain circumstances may arise beyond the control of the university which may impact our ability to fulfill arranged obligations. In such cases, the HSC will work to reschedule the event to the best of our ability but may not provide refunds or discounts. Circumstances include, but are not limited to:

• Environmental health and safety concerns
• Weather emergencies
• Need to evacuate
  • Spaces may be evacuated at any time due to unforeseen circumstances. In such situations, events may resume only after receiving approval from NIU Police and Public Safety.
• Temperature control failures
• Mechanical and utility failures
• Technology, network and connection failures

• Reservations
  • Guests of the Hotel must be at least 21 years of age to secure a hotel room reservation.
  • Reservations should be made in advance; walk-in reservations are welcome, but availability will vary.
  • Check-in time is 4 p.m. and checkout time is 11 a.m.
• Payment
  • The Hotel does not accept cash; guests should be prepared to secure their reservation with a credit card or cost center number.
  • The credit card used for payment, along with a valid ID, must be presented at check-in.
  • The Hotel reserves the right to preauthorize a credit card above the cost of the room.
  • Third party payments will not be accepted as a form of payment. 
• Occupancy
  • Guest occupancy is limited based on hotel room or suite and must be provided at the time of reservation.
  • Noise should be kept to a minimum out of respect for other guests.
  • Parties are not permitted in hotel rooms or suites.
    • A party is defined as anything exceeding the occupancy limit per guest room or suite.
  • Stays resulting in the need for additional cleanup or repair to a room will incur additional charges. Other violations may also result in additional charges.
• Parking
  • Guest parking is available in the visitor pay lot upon check in.
  • Loading/unloading spaces are on the west side of HSC, in the bus turnaround. Parking in these spaces is limited to 30 minutes for guests checking in or out of their hotel room. Remaining in the parking spot longer than 30 minutes may result in a parking ticket.
  • After check-in, hotel guests should move their vehicle to the visitor pay lot.

• The HSC will uphold and enforce the NIU Alcoholic Beverage Policy.
• Consumption of alcohol is limited to the HSC event space or designated area in which the beverage was purchased or served.
• Any alcohol brought by Hotel guests from outside of the HSC must remain in the guests' hotel rooms.

• Amplified sound in and around the HSC will be measured and regulated by HSC technical staff and is prohibited when it disrupts NIU educational activities, university business or other events taking place.
• Complaints regarding outdoor amplified sound at events should be directed to NIU Police and Public Safety. NIU values civility, collegiality, diversity and inclusiveness. We ask that music and other performances align with these values. Please see the NIU Freedom of Expression Policy for limits to expression.

• Although NIU and the HSC contain education-based venues, the Copyright Act of 1976 still applies in most cases.
• Any media used in HSC venues that does not qualify for Fair Use must have public performance rights obtained and documented specifically for that media.

• Anyone wishing to film in public facilities and who requires special production resources must make arrangements with the HSC beforehand.
• The HSC will determine the time, place and manner of recording that may occur in the building. When HSC Administration has given approval to an individual or organization for recording, HSC staff will direct the appropriate use of space with regard to the safety and welfare of the public.
• Recording will take place in the pre-determined designated area only. HSC guests cannot be recorded without their knowledge and permission.
• Students wishing to film in HSC facilities for a class project assignment must contact Reservations and Event Management to make arrangements.

• Facility access for event decorating and cleaning is arranged and approved by Reservations and Event Management staff in advance of each event. Access to the venue, other than the agreed upon times, will not be allowed. Decorations are permitted in reserved spaces only. They must not pose fire, health, safety risks or damage to university property.
• Decorations include, but are not limited to props, signs, banners, displays, streamers and balloons. They must not pose fire, health, safety risks or damage to university property. The HSC does not provide materials for decorating.
• Painter's tape (blue) or removable adhesive mounts are the only acceptable fastening material to be used on surfaces.
• Requests for assistance in hanging decorations must be made prior to the event with Reservations and Event Management. Staff labor charges will apply.
• Decorations and supplies must be removed immediately after the event by the sponsoring organization, department or external group. HSC staff is not responsible for equipment or supplies left behind following an event.
• If decoration removal and/or excessive cleaning is required in the facility following an event, a cleanup fee will be charged to the sponsoring organization.
• The following items are prohibited:
  • Confetti
  • Glitter
  • Sequins
  • Strobe lights
  • Fog machines/hazers
  • Helium-filled balloons
  • Lasers
  • Tiny decorative materials which are difficult to clean up
• Items that are regulated by fire code or may activate the smoke detection system will require preapproval by Reservations and Event Management and NIU Risk Management. Special requests to use these items must be made at least 10 business days prior to the event.
• The HSC does not provide materials for decorating. HSC staff is not responsible for equipment or supplies left behind following an event.

• Arrangements for event parking should be made as far in advance as possible with a minimum of two business days prior for events occurring Monday through Friday by contacting NIU Parking Services.
  • For visitor pay lot parking inquiries and to plan parking for a large event, please email parking@niu.edu with questions.
  • Departments requesting guest parking should include contact information, cost center number, date, time, name of the event and number of anticipated guests.
  • Overflow parking may be accommodated if needed.
• Visitor pay lot parking is available on a first come, first-serve basis at a fee per vehicle (per entry or per day), including those parking in motorcycle and handicapped parking spaces. Major credit cards are accepted forms of payment. Visitor pay lot hours are Monday through Friday, 7 a.m. to 5 p.m. Vehicles in the lot at 7 a.m. without a valid permit will be ticketed.
• All guests of the university must adhere to NIU Parking Services regulations while parking on campus, including in the visitor pay lot.
  • Parking in reserved or service vehicle spaces is limited to those vehicles with an appropriately displayed and valid permit.
  • Parking inquiries, including tickets, should be addressed with NIU Campus Parking Services.
• While parking is typically free on the weekends, NIU Parking Services reserves the right to assess special charges for parking on weekends.
• Valet service may be arranged with external vendors with prior approval from Reservations and Event Management.

• Service animals are permitted in all university facilities. There is no legal requirement for service animals to be visibly identified or to have documentation.
• Animals whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA.
• Any animal whose behavior poses a direct threat to the health or safety of others, would cause substantial physical damage to the property of others, would pose an undue financial and administrative burden or would fundamentally alter the nature of the university's operations may be excluded regardless of training, documentation or certification.

• Ground floor tables may be reserved through Reservations and Event Management by student organizations or university departments for activities that provide a service for or enhance the mission of NIU.
• Any fundraising must be for the benefit of NIU or a nonprofit organization. Merchandise sales may not compete with HSC operations or retail tenants. 
• Requests for tables can be made for a two-hour reservation max, between 9 a.m. to 9 p.m.(I.e. 9 a.m. to 11 a.m., 11 a.m. to 1 p.m., 1 p.m. to 3 p.m., 3 p.m. to 5 p.m., etc..)
• Tabling requests that include food sales are allowed Monday through Friday, between the hours of 9 a.m. to 5 p.m.
• Food sales can consist of pre-packaged and prepared foods. Prepared food is ready-to-eat food that does not require any more preparation or cooking. Examples are chocolate-covered strawberries, cookies and elotes where corn is cooked and wrapped individually prior to tabling.

In addition to the listed HSC policies and procedures, all federal, state, and local laws and policies apply, including but not limited to the following policies:

• On-Campus Student Organization Events Policy (DOCX)
• Poster/Chalk Policy
• Freedom of Expression at NIU
• NIU Smoke Free Campus Policy
• NIU Concealed Carry Policy
• Health and Safety Policy
• Alcoholic Beverage Policy

• Assignment of space will be determined by Reservations and Event Management and made based on the type of event, the anticipated number of guests and the availability of rooms.
• An organization should designate one representative as the point of contact for their event. This person will work with an HSC event coordinator to plan all aspects of the event.
• A request for space does not guarantee space, even if the facility is available at the time of request. Organizations should not advertise their event until they receive confirmation of their reserved space. After a client has met all reservation requirements, a reservation confirmation will be emailed to the client by a HSC Event Coordinator. The HSC, at their discretion, may change room assignments to accommodate larger or smaller attendances.
• A reservation will remain incomplete until the HSC is provided with all equipment, set up, staffing and catering information for the event, as well as all approvals of the event in Huskie Hub, if applicable.
• In order to have a successful event and guarantee event support clients should meet the following deadlines:
  
  • Noon, 15 business days prior to the event – Initial request made for events requesting catering, audio visual, security/staffing and setups that require staff labor charges.
  • Noon, six business days prior to the event – Final confirmation of all event details, including but not limited to: setups, audio-visual, catering count, security/staffing and equipment.
  • Noon, two business days prior to the event – Single request requiring no catering, equipment or staff labor charges.
  • Events beginning on the weekend must have final confirmation of all event details submitted by noon on Friday of the week prior.
• While we strive to provide the best service possible, event change requests within the dates listed above will only be granted as resources allow.
• Transparency is critical to event success. While we respect the privacy of our clients, full disclosure of event details and plans are necessary to ensure appropriate assignment of space, event support and usage of space.
• Requests for changes, additions, alterations to set up, technology or staffing may incur additional fees.

• Scheduling priorities are determined in order by request to remain consistent with the university's mission. The following categories define space use priorities for the HSC. In addition, they help ensure that space and equipment are first and foremost for university-based events that primarily benefit NIU students, staff, and faculty. These categories also identify events that carry fees for space/equipment use and external programs or partnerships that require insurance and event contracts to manage liability and risk.
  • NIU Orientation and Admissions activities have priority of HSC facilities.
  • Registered student organizations, university events and other university organizations have the next highest priority in the scheduling and assignment of facilities.
  • External and off-campus organizations have the lowest priority and are not permitted to reserve space during the following restricted dates, without prior approval from HSC administration. Restricted dates include:
    • One week before classes begin in August until the first Monday of November.
    • The end of Spring Break through Undergraduate Commencement in early May.
• The HSC reserves the right to move any organization to another campus facility or reschedule that event to accommodate the needs of other organizations assigned a higher scheduling priority by this policy.

Student Group and NIU Department Reservation Request Form

External Client Reservation Request Form

Please have the following information when submitting your request:

• Department, organization or business name
• Contact name, phone and email
• Valid cost center, accounts receivable number or credit card for billing
• Event name and type
• Description of event
• Date and time of event, including set up and removal time
• Anticipated guest count
• Preferred staging setup
• Equipment and/or catering needs
• Proof of Insurance or risk management referral
• External vendors additional information required

• Recognized Student Organizations must abide by the On-Campus Student Organization Events Policy (DOCX).
• Performance (dance, theater, music, etc.) practices are limited to one, two-hour session per week booked in advance for the Sandburg stage. Performance practices are limited to the time windows of 5-7 p.m., 7-9 p.m. or 9-11 p.m., and may be relocated or canceled to accommodate events.

Ticketed Events

• Events booked in the HSC must use the university ticketing system. No other ticketing system is allowed without prior approval. All tickets are purchased through the online system.
• Holmes Student Center, in consultation with NIU Police and Public Safety, will determine if ticketing is necessary for the event and will determine the appropriate location where tickets will be redeemed.
• Ticket sales for events at Holmes Student Center will close at noon the day prior to the event to allow staff to plan for event support.
• The profit from the tickets will offset any outstanding balances the organization has accrued prior to giving the profit to the organization. Any remaining balance after applying the ticket profits will be the responsibility of the organization to cover.
• The number of VIP tickets will not be limited but must be requested at the time of ticket processing. VIP ticket lists will not be accepted for free events. VIP tickets are not transferable.
• VIP tickets are limited to hosting organizations in Huskie Hub.

• Security requirements will be developed by HSC staff and Department of Police and Public Safety on a case-by-case basis dependent upon factors including, but not limited to:
  • Expected attendance
  • Event history
  • Comparison to similar events
  • Nature of tickets being sold
  • Type of event
• For more information see the On-Campus Student Organization Events Policy.

• To accommodate all incoming event requests, organizations are responsible for confirming and honoring their reservations. Organizations that fail to use the reserved space (without prior notification) may result in loss of scheduling privileges and/or Student Conduct referrals.
• After the first offense, the reservation contact will be sent a "no-show warning" email. After the second offense, the reservation contact will be sent a "no-show policy violation" email, and the above sanction will be enforced.
• HSC must receive written notice of cancellation.
  • Cancel 61 or more calendar days before the event and receive a full refund of room rental except $500 non-refundable deposit. If room rental is less than $500, 25% will be held as a non-refundable deposit.
  • Cancel 60-31 calendar days before the event and receive a 50% refund of room rental paid.
  • Cancel 30 calendar days or less before the event and receive no refund of room rental paid.
  • Cancel 10-7 business days before the event and receive a 50% refund of ordered services paid.
  • Cancel six business days before the event and receive no refund of the ordered services paid.
• No Show Fee
  • 1st time $50 for tower rooms or $100 for all other spaces
  • 2nd time $50 for tower rooms or $100 for all other spaces and will lose the ability to reserve future spaces

NIU students support the HSC through payment of student activity fees. No state funds are received to cover operating expenses. Therefore, certain charges must be assessed for various rentals and services provided.

Take this short survey to see the rate of your event.

Registered Student Organizations (RSO)

Free Rate Criteria

• RSO meetings and events that are submitted by the RSO and attendees are solely current NIU students, faculty and staff. The submitter is responsible for serving as the primary contact for the event and will be responsible for planning all details of the event.
• RSO meetings and events that do not generate revenue.

University Rate Criteria

• RSO meetings and events that are in partnership (planning or payment) with external organizations, but are still for the sole benefit of current NIU students, faculty and staff.
• RSO meetings and events with attendees outside of current NIU students, faculty and staff.
• RSO events that generate revenue.
• The RSO submitter of the event is responsible for serving as primary contact and will be responsible for planning all details of the event.

Standard Rate Criteria

• A RSO meeting or event which meets University Rate Criteria and one of the following:
  • RSO is not the primary contact and planner for the event.
  • RSO is not paying for the event.

NIU Divisions and Departments

Free Rate Criteria

• NIU Division and Department events with attendees who are solely current NIU faculty, staff and/or students.
• NIU Division and Department events that are submitted, planned and are responsible for all details of the event.
• No revenue is generated for the meeting or event.
• No external organization is planning or paying for the event.
• A university cost center must be used.

University Rate Criteria

• NIU Division and Department events that are planned and paid for using a university cost center but are open to the general public and include non-university attendees.
• NIU Division and Department events that generates revenue.
• NIU Division and/or Department is planning and/or receiving funding from external organization, but the event is still for the sole benefit of current NIU students, faculty and staff. One member of the Division/Department must be the continual contact for the event.

Standard Rate Criteria

• A NIU Division and Department meeting or event which meets University Rate Criteria and one of the following:
  • The NIU Division and Department are not the primary contact and planner for the event.
  • The NIU Division and Departments are not paying for the event.

External and Off-Campus Groups

Standard Rate

The program, meeting or event is an initiative of a private company, nonprofit or individual. The following criteria apply to standard rate events:

• Nonprofit: nonprofit 501c3 organizations, NIU alumni, faculty and staff that are hosting a personal event (retirement party, wedding, family reunion, private reception, etc.) will receive a 10% discount* off the standard rate.

*Discount applies to space only. Events may also carry fees for staff and equipment such as staging, risers, dance floors, AV systems, police details, etc. 

If you believe your event should be exempt from the University Rate Criteria or Standard Rate Criteria and you would like it considered to be under the Free Rate, you may submit an exemption rate request.

• Campus departments must provide a valid departmental cost center number at the time of booking. Reservations will not be accepted without this information.
• Recognized student organizations must coordinate funding with the Student Involvement Accountant prior to the event. 
• External clients must provide a valid credit card and/or accounts receivable number at the time of booking.
  • Deposit for 50% of the room rental rate is required from external clients at the time of booking to secure a space within the HSC. Room rental deposits are non-refundable.
  • Accounts receivable:
    • Three months prior - 100% of room rental due
    • Two months prior - catering selections confirmed
    • 11 business days prior - estimated guest count due and 80% payment due for all ordered services
    • Six business days prior to event a final guest count is due. Any additions made after this date are charged an additional 20% per person by catering
    • The remaining amount, including last-minute additions, fees, and total staffing hours, will be billed after event.
• Payments for weddings and special events require:
  • Food and beverage minimums: within one month of booking special event, $500 non-refundable deposit or 25% of the rental amount if room rental is less than $500 and an account established with NIU.

• Daily rental rates for HSC spaces vary by client and room. The university rate is 25% of the standard room rate.

• Rooms marked with a * are set in a standard chair and table configuration. Requests for changes to the set will require a fee of $100.
• Organizations must return their chair and table configuration to the initial set they begin with. If an organization makes changes to their initial set and fails to fix them by the end of their event, they will incur a $25 fee. Additionally, loss of future scheduling privileges and/or Student Conduct referrals may occur for no-shows or excessive cancellations.
• View additional room set-ups and room capacities for HSC.

• HSC standard staff labor rates are $20 per person per hour.
• In order to continue providing our students with top-of-the-line facilities and support, we've added a service charge of 5% for campus departments and a 12% service charge for external clients.
• Building Services and campus trades (carpenters, plumbers, electricians, etc.) labor rates are established by university administration and are in addition to any materials charges. The HSC will act in agreement with those rates and pass them on to the client when charging for their services.
• The HSC reserves the right to set minimum staffing levels required for all event and labor requests depending on the nature of the request and the availability of staff.
• Extensive set-up requirements, as established by HSC staff, will incur additional charges.

The HSC offers a wide variety of audio-visual and staging equipment to enhance events. With a broad selection of equipment and services to meet client's needs, as well as a creative technical staff, the equipment is chosen to complement the event and allow clients to focus on the audience rather than the technology.

• Technical staff
  • Complementary support includes up to one half-hour of set up, troubleshooting, assistance and customer instruction. It does not include a technician dedicated to the event.
  • Any equipment or software brought by the organization for their event will not be programmed or fixed by HSC technical staff. If the equipment is to be plugged into the house systems then HSC technical staff will provide the standard input cables. Technicians, at their discretion, may advise the client on how to solve issues with their equipment or software.
  • Most of the audio-visual equipment is available for use without a technician. If a technician is required, then hourly rates will apply.
  • For events featuring musical acts or performances, a sound check with technical staff is required. Clients should schedule this with their event coordinator when booking the event.
  • Any requests for an event technician, or equipment that would require one, made within six business days of the event are not guaranteed.
• Equipment usage
  • The client will be held responsible for any loss or damages that occur to the equipment under their reservation. The client may be assessed a fee for repair or replacement costs determined by HSC technical staff.
  • Audio recordings of an event may be created and distributed after prior consultation with audio visual services. Recording requests of any kind must follow the event planning timeline in order to be made available.
  • All cables that are placed through guest walkways must be fixed to the floor using methods approved by technical staff using a non-damaging adhesive.
• Rates for audio visual services are available through a client's event coordinator.

Internet connections are provided free of charge for HSC guests. Acceptable usage of the wired and wireless internet should follow NIU Department of Information Technology's Acceptable Use Policy.

The unencrypted ‘NIUvisitor' Wi-Fi network is designed to cater to guests visiting campus. Guests visiting campus can register (PDF) for access to the visitor Wi-Fi network. This registration will be valid for five days from the registration date. Registration can be found at NIU guest wireless instructions.

• The HSC has three pianos available for use. A grand piano on the Duke Ellington Ballroom stage, an upright in the Carl Sandburg Auditorium, and a baby grand for public use in the Promenade Lounge. Use of the Promenade Lounge piano is free in its present location and condition.
• Pianos may only be moved about the main floor by HSC staff. Labor fees may apply.
• HSC pianos are tuned at least once a year.

• Custom signage for events is available upon request.
• All event signage requests must be submitted to a client's event coordinator.
• Use of the event sign stands is prohibited without the approval of HSC Staff. All unauthorized signs will be removed immediately.
• View NIU posting guidelines.