Room Reservations

Various rooms in the Asian American Cultural Center (AACC) can be reserved for meetings and other events. The use of the AACC facility must be consistent with the mission of the Asian American Cultural Center and/or the Office of the Dean of Students. All usage must abide by University rules and regulations.

If you are interested in reserving space at the AACC, you must first read the facility usage policy below.

Facility Usage Policy

1. Basics
   Various rooms in the Asian American Cultural Center (AACC) can be reserved for meetings and academic or social events. The use of the AACC facility must be consistent with the mission of the Asian American Cultural Center and/or the Office of the Dean of Students. All usage must abide by University rules and regulations.
2. Event Times
   The AACC is open Monday and Friday 8:30 am - 5:00 pm and Tuesday through Thursday 8:30 am - 9:00 pm. Scheduled events should end 15 minutes before closing to allow adequate time for the building to be cleared and locked. For special events outside of our normal hours of operation, a week's notice and approval from the AACC staff is required. All events must end by 12:00 am.
   
   During times of AACC sponsored events taking place on the UIUC campus or in the local community, spaces will not be available for reservation. The Center will not be available during official university holidays.
3. Reservations
   A space request form must be completed to make a reservation, which is available at AACC. The scheduling of the AACC is available by calling or visiting during normal hours of operation. Priority for the use of space is as follows: Asian American Cultural Center staff, Affiliate Organizations, UIUC Departments, Student Organizations and non-UIUC entities. Reservations are made on a first come, first served basis. A space request form must be submitted 24 hours prior to the event and your request is granted only if a confirmation is sent via email or in writing.
   
   Individuals or organizations can reserve the facilities on a one-time only basis or a regular basis (i.e. weekly, bi-monthly). Only affiliate organizations can reserve space on a regular basis. The AACC reserves the right to limit the number of reservations made by one organization so all groups may have a fair opportunity to use the space. Each respective student organization will designate no more than two people per academic year who will are responsible for reserving rooms with the AACC.
   
   Space request for the fall semester will begin August 1 for affiliate organizations and August 7 for the public. Request for the spring semester can be made beginning December 1 for affiliate organizations and December 7 for the public. Room reservations are non-transferable and cannot release a room to another group. Any scheduling changes must be made through the AACC.
   
   User can only occupy the AACC facility only during the time specifies on the space request form. There will be a one hour grace period for the organization to clean up and vacate the facility.
4. Capacity
   Estimated attendance should not exceed the following room capacities:
   • Lounge
     • Tables and Chairs: 45 people
     • Chairs Only: 80 people
   • Conference Room
     • Tables and Chairs: 30 people
     • Standing Room Only: 75 people
   • Resource Room
     • Tables and Chairs: 15 people
     • Maximum Capacity: 25 people
5. Keys
   If necessary, keys for events taking place outside of normal Center hours will be issued to a designated individual. This person is required to handle the key at ALL times. It is the responsibility of the organization to pick up the keys during the normal business hours the day of or the day prior to the event. User must return the key before noon on the first working day following the event. Failure to return the key as specify will affect your organization's ability to use the space in the future.
6. Cancellations
   Cancellation of a reservation must be made at least 24 hours before the event. Failure to use a confirmed room without formally canceling the room will affect your ability or your organization's ability to check out resources or make space reservations in the future.
7. Food/Catered Events
   If any type of food is brought into the AACC, all excess trash needs to be taken out to the dumpster after the event. Users are ultimately responsible for cleaning up the AACC after the event. Janitorial service for the AACC is only once a week, therefore, it is crucial that the facility is kept cleaner than before. Failure to leave the Center in good order may result to additional charges and/or denial of future usage.
8. Kitchen/Dining Rules
   Available space in the refrigerator may be used during the day of the event. All items must be labeled and removed at the end of the event. Any items purchased by the AACC must remain in the AACC, including all kitchen items (serving utensils, mixing bowls, etc) and appliances. The AACC is not responsible for item storage (before or after the event) and has the right to dispose any leftover items at anytime. If the kitchen has been reserved, refer to the kitchen usage policy for additional guidelines.
9. Set-Up/Clean-Up
   Users are in charge for their own room set-up and take down. Users are responsible for returning the AACC to its original arrangement and condition. If the kitchen is used, users must follow the kitchen usage policy, which require the user to wash and put away dishes/utensils and clear the kitchen floor of all food. The floor must be clean with the swifter and the lounge must also be vacuumed. Users will be contacted if the facility is left in an unsuitable condition.
10. Decorations
    Users are not allowed to use tape, nails, or poster putty on the walls of the AACC. Users may apply tape only on the frames of windows and doors.
11. Conduct and Responsibility
    Groups reserving space are accountable for the behavior of their guests and members. Any damages or personal injuries are the responsibility of the sponsoring organization.
12. Art Exhibits
    When art is exhibited, do not move or remove any of the work. If an accident occurs during an event and a piece is damaged, inform the AACC staff or your group will be held liable.
13. Equipment
    The TV and the DVD player may be operated with the use of directions left in the lounge. Please read the directions carefully; equipment MAY NOT be removed from the premises. Users must make their own arrangement for other equipments.
14. Damages
    Provided that the user will accept full responsibilities for use, and agree they or their organization will pay for any damages incurred, within sixty (60) days after such circumstances occur. The space request form with financial detail of remuneration for damage or excess cleanup will be forwarded to the Registered Student Organization Office and the Business Office to hold the reserving organization encumbered.
15. Emergencies
    The reserving organization will be responsible for the safety of their guests and members in the case of emergency. Emergency guidelines will be made available upon confirmation of event.

Space Request Form

Please complete the space request form (MS Word) and return it to the AACC in person or email it to aacc(at)uiuc.edu. The AACC will respond within a few days. If you have further questions, please call the AACC at 333-9300.