Off-Campus/Non-Standard Events

Every event other than a lunch talk counts as an “Off-campus or non-standard event” and requires approval by completing the Off-campus/Non-Standard Event Form.

Examples:

  • Event at Ida Noyes Hall/The Pub
  • Attending a conference
  • Dinner at a restaurants
  • Picnic at the Point
  • Reading group at someone’s apartment
  • A morning, evening, or weekend event in a classroom
  • Any use of the Green Lounge

Event Request Timelines

LSSOs must submit the approval form for their off-campus/non-standard event at least 3 weeks prior to the event date. Any request received less than 3 weeks in advance will be denied. It is strongly recommend that LSSOs submit all off-campus & non-standard event requests before the start of each quarter.

A large-scale off-campus or non-standard event should always be requested before the start of the quarter and at least 6 weeks in advance. Large-scale events often require a contact with a restaurant by Law School staff, might involve 50+ people, or require other multi-effort logistical support from the DOS or Law School Events office.

The last day to request approval for an event is Sunday, April 9, 2023.

Event Reservations for Off-Campus/Non-Standard Events

Once an Off-campus/Non-Standard Event is approved, LSSOs should make that reservation in the Law School’s event scheduling system (EMS). If your event is outside the Law School (either elsewhere on campus or off campus entirely), you will select either Off Campus 1 or Off Campus 2 as your room name. For example, if your event is taking place at Ida Noyes Hall, please reserve one of the two Off Campus rooms. Please include your group name and the location in your EMS reservation. Examples include:

  • ELS: Social gathering at the Pub
  • ESLS: Outing to Cubs game at Wrigley Field
  • LLSA: End of Year Dinner at Carnivale
  • CLS: Welcome picnic at the Point

When selecting a date, we strongly encourage you to first review the Off Campus rooms in EMS to ensure that your preferred date is available. If the Off Campus rooms in EMS have already been booked, you will need to find another date or time.

Contracts

There may be times when a vendor requires a signed contract before LSSOs can host an event (e.g., large dinner reservations, rentals, services). The University does not permit student leaders to sign contracts with vendors. All contracts must be sent to the Office of Dean of Students for review and some contracts may need to be review by the Procurement Office and Office of Legal Council before being signed. Therefore, LSSOs are encouraged to start the planning process early to allow for enough time to have the contract reviewed and completed.

Using the Green Lounge

For very special, limited circumstances, either half or all of the Green Lounge may be reserved in the afternoon or evening.

  • Green Lounge reservations are limited since this is a space for the entire Law School
  • Some large-scale annual events that use the Green Lounge include Parsons’ Dinner, CLF Auction, etc.
  • If LSSOs want to reserve any part of the Green Lounge for an event, they should plan ahead and make that request no later than August 31, 2022.
  • DOS is happy to discuss your plans in the summer so that you can make your Green Lounge reservation request. DOS will only approve at most one significant event in the Green Lounge per week.

After Hours

Room reservations scheduled outside of the standard business hours of Monday – Friday, 9:00 AM – 5:00 PM, may incur extra fees for cleaning and security. Please work with the Office of the Dean of Students to arrange these events.

Facilities Requests

The Facilities Department handles all requests for facility needs, including: moving tables and furniture; providing additional tables, chairs, poster stands, and garbage cans; managing the room temperature; and other responsibilities. These requests should be entered in EMS at the time of your room reservation. For questions, please contact facilities@uclaw.uchicago.edu.