Venue Booking Frequently Asked Questions

Meet with our venue coordinator to start the booking process.

How much does it cost to book the IMC?

Do you have AV equipment available for use like projectors, sound equipment, etc?

Yes! We can provide audio-visual equipment as well as sound engineering support at the following rates: 

Audio equipment fee: $25
Projector use: $25
IMC Sound Engineer: $20/hr

For a full list of equipment and stage specifications, see our inventory list.

Do you have chairs and tables?

Yes! We have 16 foldable tables plus additional cafe tables. We have 100 black chairs.

For a full list of equipment and stage specifications, see our inventory list.

How do I get member discounts?

• You can become an organizational or individual member to benefit from discounts! 

What if I want to collaborate or propose a co-sponsored event?

• For events aligned with our mission, our programming committee may consider co-sponsorship, including cost-reduction. You must be a member of the IMC for your event to be eligible for IMC co-sponsorship. Submit a co-sponsorship by filling out our request for co-sponsorship. You can preview or print the PDF here and bring it by or send it by email to [email protected].

For questions, contact us today: Venue Coordinator, [email protected] or call 217-666-7628

Schedule a meeting with our venue coordinator to start the booking process.

How easy is it to get to the IMC by bus and is there parking?

• Transportation to and from UCIMC is easy.
  • Visitor parking: City parking meters in the downtown Urbana area are enforced Monday through Friday from 8:00 a.m. to 5:00 p.m. Parking in the municipal garage at 100 W. Main St. (just kitty-corner from the IMC) is available for 25 cents an hour for the first two hours and 50 cents for each additional hour.
  • The local bus system, the Champaign-Urbana Mass Transit District, operates a main hub right across the street from the IMC. The 3 closest MTD bus stops are: (2 on Broadway) Lincoln Square Garage East and Lincoln Square Courthouse, Lincoln Square Garage South (on Elm Street).  

What are the current COVID-19 Safety Protocols? (Updated 2/8/24)

• All participants should stay home if they have experienced any COVID symptoms or been in contact with someone exposed or with symptoms 
• If COVID-19 community level is medium (Find community level here):
  • COVID Safety Plan required for all rentals
  • Masking recommended, especially for people with health risks
• If COVID-19 community level is high (Find community level here): 
  • COVID Safety Plan required for all rentals
  • Masking strongly encouraged
  • Staff are required to wear masks 
• For co-sponsored events: We recommend that publicity specifies whether the event is “masks required” or “masks optional.” This allows people with health risks or people who want a masked space for whatever reason to make informed choices.
• Hybrid events are encouraged so that more vulnerable individuals can participate.

Can you help me get the word out about my event?

We encourage you to use our media channels to get the word out about your event! For co-sponsored events, we can also help connect you with UCIMC members and community.

• WRFU 104.5 FM (Radio Free Urbana) is on-site and available for you to broadcast shows in areas of your expertise or simulcast your event.
• Public i Newspaper comes out once a month and you can suggest an article or announcement by emailing them at [email protected].
• Please use our community bulletin board to advertise your event. No approval required.

What else do I need to know?

• Photo ID is required at time of contract signing. Minimum age to rent space is 18 years of age.
• Payment is required in full 7 days before your event.
• Youth events must have adequate adult supervision. For any events after 9pm, the host must be 21 (Security must be 25 years of age or older).
  
• All events must end by 12AM and the building must be clear and locked by 1AM
  
• Absolutely no fire arms or weapons are allowed in the building. 
• All events are drug free. Absolutely no illegal narcotics are allowed. 
• The building is smoke-free. Event attendees can smoke outside, but must be 15 feet from an entrance in accordance with the Illinois state law. 
• Parties and music events will need a written security plan. Usually that means 2 to 5 people doing safety checks throughout the event. You and your security people are empowered to ask any people violating the venue rules to leave. Security guards must be 25 or older.
• Our NO ALCOHOL policy is strictly enforced (unless documents are provided as specified below). We are a community arts center where people of all ages are welcome and encouraged to attend.
• To have alcohol at an event you must have all of the following:
  
  • Liquor liability insurance. Most caterers have both a trained server and liability insurance, so this is the easiest way to accomplish these.
  • A special event permit and a temporary liquor license from the City of Urbana (except for private events).
  • A licensed server.
  • A written security plan.   
  • You will need special permission granted to you by the IMC Board.
  • Unless you have all of the above, our NO ALCOHOL policy will be strictly enforced. The IMC is an all-ages community arts center and a safe environment.  
• The IMC reserves the right to shut down an event. 

How does the sound system work?

For events requiring a sound system, there are three options:

1. You provide and use your own sound system
2. You can reserve an IMC sound technician for $20/hour. 
3. We can have an IMC sound technician train you as a sound tech for events with one microphone or recorded music. Then you only pay to use our sound equipment at $25/event.
   
   Sound Tech Training
   • Sound equipment tech training is available by appointment. Contact the Venue Coordinator [email protected] to schedule a training.
   • Please take the training! It is fun and enlightening!  
   • Only venue approved sound technicians are allowed to use the in-house sound system and access the Venue Equipment Cabinet.
   • No venue-approved sound technician means no use of our equipment. Please do not attempt to use our sound equipment without training -- it takes our volunteers a lot of time to get the settings correct.

I want to organize a show with a couple of local bands. We don't have any money for renting the space. Is there any way we can use the IMC as our venue?

As host, you will need to:

• have someone trained on our sound system and to get access to the microphones and wiring.
• make sure your guests respect the space.
• take out the garbage and clean up at the end of the event
• return the space and sound board to its original state
• fill out and follow-through on a security plan for events with more than 75 people