Making a Reservation

Before You Begin

Be sure to observe the regulations applicable to use of the SPHPI facilities before making a reservation.

Space requests can be made via two methods:

  1. Email/phone – Requestors can email sphfrontdesk@uic.edu and/or call the SPH front desk at (312) 413-2012. This option is recommended for one-off reservations and for non-SPH requestors.
  2. Online (Virtual EMS Calendar) – This option is recommended for SPH requestors, or if recurring need of SPH space is anticipated. To access the reservation system, requestors must have a user account established. To request a user account, please complete the following User Account Creation Form. Prior to submitting a virtual EMS access form, you must obtain departmental approval to request or reserve SPH space on behalf of your unit.

Virtual EMS Calendar Users

Virtual users can use the Online Room Reservation System to browse for space availability and create a reservation request for an event. Refer to the EMS User Guide resource to learn how to use the reservation system and some of its functions. The EMS reservation system provides the ability to request audio/visual equipment, furniture, and additional services. Notes can also be added to the request to communicate event details or instructions.

Space Assignment & Classrooms

Space requests are assigned on a first-come, first-served basis. SPH classrooms are reserved firstly for academic/instructional support and courses take precedence over all event reservations. Event reservations for classroom spaces are considered and approved only after classes are scheduled and confirmed for any given term. Classroom availability for events becomes available at the end of the second week of classes of a given semester.

Classroom space requests for events taking place in a future semester will be processed as tentative requests. Upon confirmation of a semester’s course schedule, tentative classroom space requests for events will be processed & approved if the requested classroom remains with open availability. Requestors will be notified if their request for a classroom space has become unavailable due to a course conflict. If the space request for an event needs to be reassigned to a new space due to course scheduling needs, every attempt will be made to accommodate the user with similar space.

Confirmation

Upon submission, EMS web users can track the status of a reservation by selecting the “my events” section of their account. Please note that a space request is considered ONLY A REQUEST and not a confirmed reservation.

Room requests are routed to SPH personnel, who review and process SPH space requests. An SPH EMS administrator will finalize space request orders and reach out to the requestor if any additional information is needed.

Modifying Your Reservation

Most event adjustments can be made via the virtual EMS system or by emailing sphfrontdesk@uic.edu. Please be aware that the ability to modify an active event on the user-end is disabled 48 hours prior to the day of the event. To make 48-hour window change, please contact the SPH Front Desk by telephone at (312) 413-2012, or via email sphfrontdesk@uic.edu.

 

Preparing for Your Event Heading link

Day of Event

Ensure clear signage to direct guests to proper room(s) has been displayed.

Signage

Posting regulations for informational and/or directional signs are as follows:

  • All signs must be posted with non-acid tape (masking tape is preferred).
  • Display signage only on designated display stands provided by SPH Facilities.
  • Usage of easels is allowed as long as placement is not obstructive to flow of traffic or passageways.
  • Event related signage will only be displayed on the day of the event only and no earlier than that.
  • Users looking to promote their event days in advance can inquire about SPH digital signage services.

Setup/Breakdown Time for Event Request

Rooms will only be unlocked based on the times specified on your booking request. Users cannot enter the room prior to the start time of the scheduled event. If you need setup or tear-down time, please factor that into your request. The times you specify for the beginning and end of your event should take into account any setup and tear-down.

Audio/Visual Technical Support

Requests for technical support and/or equipment needs must be indicated at the time of the reservation request. For a list of items and pricing, click here.

Event Listing

All events held in the SPH facility will be listed in the SPH Events Calendar. If your event is open to the public, please provide registration contact information.

Photocopying and Faxing

Unfortunately, these services are not available for public use.

Parking

Paid parking is available at the Paulina parking garage across the street at 915 S. Paulina St. (enter on Marshfield or Paulina). Street parking is also available at metered spots. For more information on nearby parking amenities please visit the UIC interactive Campus Map.

Building Contacts

To contact the SPH front desk personnel or for general information services please call us at (312) 413-2012 or via email at sphfrontdesk@uic.edu.

For other building related inquiries, contact the Facilities Operations Coordinator, Saulo Barrera, via telephone at (312) 996-0692 or by email at (barrs382@uic.edu)

In Case of Emergency

UIC Police: (312) 996-4357
UIC Fire: (312) 996-3473
UIC Routing: (312) 996-7511

Have a safe and healthy event!