First off, you should know a little bit about how shows/events at the IMC are managed and run. Everyone you meet and talk to at the IMC is for the most part volunteering (as in not getting paid) their time in an attempt to make something great for our community. The Shows Group is a consensus run collective of IMC members who are volunteering their time specifically towards managing the IMC Shows Space. No one member is any more empowered than the other (even if one may talk the most or claim to have been around the longest). This means that all decisions (including approval of shows) must be agreed upon by a 100% of the group. This also means, since the group only meets every Thursday at 7PM at the IMC main space, that in normal circumstances we only make decisions weekly and all shows must give the group plenty of time to convene. Know that all reservation requests go to the whole group which you can also contact via email at shows@ucimc.org.

Below are some of the steps/items required to reserve space at the U-C IMC:

1. Your event must be at least 30 days away else we reserve the right to deny any reservation requests.
2. View the IMC calendar find an available time. If an event says “pending” you may request for that time as the space is first come first served, although it is advised to pick a different time. The IMC booking collective makes decisions when there is a conflict between requests. Note that there are multiple spaces at the IMC - they are color coded on the calendar. The Stage and Sunroom share acoustic space and generally are not rented to two events simultaneously.
3. Click on Reserve Space in the calendar.
4. Fill out the form. - In the title, include the start time. For example: “7pm – My show name.” - In time, put the actual times of the show, not including set up and clean up. - In the Notes tell us how much set up and clean up time you need and whether this event is repeating. - Under “categories” check the location you want. - In description, please include the entrance fee and some meaningful description since the public will have access to this calendar.
5. When you submit an event, it goes to the IMC Shows Group. We will respond to you as soon as we can regarding the date and any issues there may be with the date. The Shows Group will post your request on the calendar as pending if the date has not already be requested and you have paid your reservation deposit. PENDING DOES NOT MEAN THE DATE IS YOURS. The Shows group will remove the pending when all deposits, contracts, and any other items we may request have been received.
6. Your reservation is NOT complete until we receive all deposits for the space, a signed Event Lease Agreement, and a photocopied valid photo ID of the person signing the Event Lease Agreement. You will need to include a separate check for all deposits (see deposit information). You can download the Event Lease Agreement HERE. At least 30 days before the event, all deposits payment and two signed Event Lease Agreements can either be mailed, dropped off at our weekly meetings on Thursdays at 7pm, given to our Office Manager Mon-Fri 10AM-1PM, or put in main space drop box safe to the left in the U-C IMC main space. Larger events may be required to pay the hourly rate up front.
   Mailing Address:
   UC-IMC
   c/o Shows-Group
   202 S. Broadway #100
   Urbana, IL 61801
7. If you are holding a show and/or will be using the sound equipment, you MUST attend a shows group meeting for orientation. The IMC may be able to supply a sound technician. To request a sound technision please email shows@ucimc.org or attend one of our weekly meetings at the IMC main space every Thursday at 7PM. Only Venue Approved Sound Technicians are allowed to operate our sound system.
8. You must also present a security plan to the Shows Group at least one week before your event for our approval. All events must have at least one person keeping an eye on the front door at all times. Larger events may be required to have up to 15 security personel at any given time.
9. The shows group may require (for both members or non-members) that the booker/promoter aquire thier own liability/event insurance.
10. You must leave the space in the same or better condition than it was before you got there.

If you want to put on regular shows at the IMC, we encourage you to become a member of the IMC Booking Collective. Booking collective members help grow and maintain the venue, help each other staff shows, and build a community of bookers. You do not, however, need to be an IMC member or active in the booking collective to rent space (see rental rates). To become a member, come to meetings Thursdays at 7 PM and sign up as an IMC member ($50 per year, $25 low income) or stop by the space when its open (typically afternoons and evenings). Members get get access to the space (with a $20 refundable key deposit). An active member is anyone contributing 4 or more hours per month to the IMC. You need to have put the time in and then prove that time before the shows group designates you an active member. Promises of future work don't count.

PUBLICIZING YOUR EVENT

The IMC will place your event on its calendar. Otherwise, you are responsible for publicizing your event. Free ways to publicize at the IMC:

• WRFU: Place a PSA (public service announcement) in the WRFU box – you can hand it to the on-air shifter or leave at the door.
• The public i: Send an announcement with a request to post in the monthly newspaper – the public I – announcements must be received well in advance (3-6 weeks): print@ucimc.org.
• Fliers: At the IMC you can post fliers on the bulletin boards and lobby table until the week of the event at which point you can post a flier on the glass to the RIGHT of the main door. Do not post fliers on the double doors or on painted walls.
• E-mail: Announce your event to the IMC membership at imc@ucimc.org and rfu@ucimc.org.
• Web: post your announcement to ucimc.org
• IMC Sandwich Board: The day before your event, take the IMC sandwich board which is stored next to the South exit in the alley, use erasable markers (found under the big white boards in the IMC) to announce your show or tape a poster to the white board part (not the painted wood), and put the easel in the lobby.

Posting to Calendars in CU: Here are links to submitting to the following calendars: UC IMC calendar - for UCIMC events only. News-Gazette Buzz & DI 40North Craigslist Urbana Business Association (promoting downtown bizes) Convention & Visitors Bureau Opening Bands (must create a login) WCIA Channel 3 (must create a login)

THE DAY OF YOUR EVENT

ACCESS: To get access to the space, call our building coordinator Chris Evans at 721-7125 to arrange to have him open the space for you and get access to sound equipment.

LIGHTS: The lights are turned on via circuit breakers on the north and east walls of the stage. North (by the bathroom) turns on lights in the high part of the ceiling. East (by the dock exit) turns on lights above stage and in the Sunroom. Only turn on and off light circuits – other circuits run computers and outlets. Please be gentle with these old circuits.

SOUND EQUIPMENT: NO VENUE APPROVED SOUND TECHNICIAN MEANS NO SHOW!!! Training is available the first Thursday of every month at 7 PM or by e-mailing shows@ucimc.org. Mics, cables, adapters, etc are all available in the Shows Cabinet for an additional $100 refundable deposit.

BATHROOMS: For events over 100 people, please hang a sign on the first floor bathroom directing people (except the disabled) to the lower level bathrooms. The first floor bathroom will not last long if hundreds of people use it in a night.

SECURITY: For events under 100 people, we recommend locking the door at the bottom of the stairwell to keep people out of the lower level.

CHAIRS: We have 50-100 chairs for use. Most are on the dock. There are more chairs in the lower level. You may use couches, but please do not drag - they will gouge the floor.

PARKING: All parking spaces are rented 6am - 6pm weekdays. Please park in the deck during this times - or you are likely to get towed.

LOADING: Bands can load equipment on the dock (the far right bay). Temporary parking during loading is allowed at any time.

SETTING UP & SOUND CHECKS: Unless you have rented set up and clean up time (recommended), be prepared for having to cooperate with other uses of the space. Please be sensitive to other events in the space - do not boom other activities with loud sound checks and set up sounds.

PROHIBITED: Smoking inside or near the doors, drugs, sexual harassment, & discrimination is prohibited. Alcohol is prohibited - including BYOB.

CLEANING UP THE SPACE

We check the space before and after an event to ensure that the following tasks have been done. Please give yourself an hour minimum for clean up. If any of these items have not been done, we deduct $25 plus any costs for doing these tasks from your deposit. If they have been done, we destroy your deposit check and notify you.

Clean up check list:

• Turn off sound equipment by clicking the off button on the power strip hanging on the wall to the right of the stage. If you leave this on it will burn power like you won’t believe.

• Properly wrap up all cables used by your group. Ask the shows group to show you how if you don’t know. Not properly coiling up a cable will ruin it very quickly.

• Place all microphones/DI boxes/Cables in the appropriate drawer in the shows black metal cabinet located to the right of the stage and LOCK the cabinet.

• Move all tables and chairs back to where you got them. Chairs are usually stacked on the dock. Do not leave tables and chairs in the lobby.

• Sweep the floors. • Survey the floor and mop up any and all spills.

• Do a walk around outside the building picking up all trash, bottles, cigarette butts, etc. Make sure you check and clean the front steps and lobby. This must be done by 6 am.

• Take out all trash in rental area and lobby – even if you don’t think it came from you. Put it in the dumpster NOT in the hall - on the south (alley) side of the building.

• Put new trash can liners in the trash cans – liners can be found in the mop closet.

• Take all recycling out and place it to the right of the dumpster. • Check for and clean up any messes in the bathrooms.

• Put money owed in an envelope and mark with your name, e-mail, and name & date of show. Drop in the safe by the double doors. (Renters must pay $1 per head).

• Turn off ALL lights except the colored bulbs. Use the circuit breakers - north and east walls of the stage area – please be gentle.

• Make sure all dock door is closed and the double doors are locked (check twice!!!). All cleaning supplies are in the mop closet next to the bathroom on the first floor.

Report any broken items or problems immediately, 24/7 to Chris Evans 721-7125 and to shows@ucimc.org. HAVE A HAPPY EVENT!