Recreation, Park, Tourism, and Hospitality

Horn Field Campus - Reservations

Facility Rental Policy

General Information
  1. All groups may request scheduling consideration no more than one calendar year in advance.
  2. A signed reservation request/contract and payment will be required two (2) weeks prior to program to hold the requested date(s).
Insurance 

Organizations or individuals not associated with Western Illinois University are required to either:

  1. Provide the the University a certificate of insurance, including the Board of Trustees and Western Illinois University as an additional insured for no less than $1,000,000 combined limits; OR

  1. Purchase coverage for the event through Campus Connexions . 

Campus Connexions provides general liability insurance and is available to tenants, users, and renters of Western Illinois University facilities. Western Illinois University and the Board of Trustees must be named as an additional insured. The cost of the coverage is based on the type of event and number of people attending the event. 

The organization shall assume full responsibility for the conduct of any patron, guest, or visitor who attends an event they are sponsoring. Western Illinois University assumes no responsibility for supervision and/or chaperoning any event scheduled in campus facilities. Any sponsoring organization or individual using University facilities assumes responsibility for maintaining the condition of the facilities during its use. The organization or individual shall be responsible for all damage to, or misappropriation of, University facilities or equipment occurring as a result of the use of facilities. This responsibility includes damage or misappropriation by all non-University attendees. The organization or individual will be held liable for reimbursement to the University for any such damage or loss.

On Site Responsibilities
  1. All groups are required to check in and out with the facility manager, Mindy Pheiffer.
  2. A fully equipped kitchen is available. Groups may bring their own food when utilizing the kitchen facilities in the lodge or make arrangements for catering service.
  3. Fires are permitted only in the lodge fireplace (kitchen end only) or designated fire circle, and then only if reserved. Fires must be attended and normal precautions taken to prevent harm to individuals and the Horn Field Campus grounds.
  4. Park only in the parking lot. The circle drive is a fire lane and must not be blocked at any time.
  5. Under no circumstances may a bus or large truck be driven beyond the mobile home. The turning radius of most busses and large vehicles is greater than the drive can accommodate.
  6. No pets allowed on the premises. Guide dogs assisting persons with specific disabilities are permitted.
  7. Before leaving, the group leader must ensure that the area is clean and check out with a Horn Field Campus staff member. The cabins, lodge, kitchen and commons must be cleaned prior to departure to ensure a clean facility for the next group. Cleaning procedures will be distributed upon arrival. They will also be posted in all the cabins, lodge and kitchen areas.
  8. To help us conserve energy, turn off lights, heaters or air conditioners when not needed. Close all doors and windows when appropriate. (In the winter leave the heaters on in the bathrooms in the cabins.)
  9. Please help protect the environment. Treat the building and grounds with care and respect. Remember: Horn Field Campus is a natural wildlife habitat laboratory. Enjoy but do not harm the trees, pick flowers or disturb the wildlife. Stay on the trails in the woods and the prairie.
  10. Smoking is allowed ONLY on the porch area of the lodge. Please place filters in the “butt” can.
  11. Please respect your neighbors. Quiet hours are observed between the hours of 11:00 p.m. and 6:00 a.m.
  12. Respect the resident staff's privacy.
  13. If maintenance problems or emergencies arise, contact the resident staff immediately.
  14. Use the play area near the parking lot for games to help us to keep the lawn and flowers beds from being destroyed.
  15. Use only the facilities you have reserved.
  16. Please observe and follow the recycling practices.
  17. We request that all groups reserving the lodge, unless staying overnight be out no later than 10 p.m.
Transportation needs

For assistance in transporting your group out to Horn, contact Durham School Services of Macomb at 309-836-6806.

Catering Service

Food catering service available for groups needing food service. Individual groups are responsible for arranging their own food service. Alcohol is not permitted on the Horn Field Campus premises unless catered through Sodexo Food Services. Local food and catering services include:

  • Hy-Vee Food Store (309/837-9917) 
  • Old Dairy (309/837-6700) Ask for Emily or Mark
  • Jimmy Johns (309/836-6100) 
  • Sodexo Food Service (309/298-2832) Campus Catering
  • Firewood - Included by Request
  • Fees subject to revision 

For more information, please contact our scheduling office at 309/298-4676 or e-mail us at hf-campus@wiu.edu.

Reservation Procedures
  1. To reserve facilities at Horn Field Campus for your use, please contact Horn Field Campus at 309-298-4676 or e-mail us at hf-campus@wiu.edu.
  2. Contact the Horn Field Campus Office as far in advance as possible to determine facility availability. Be prepared to provide information about the content of your program, facility needs, and number of guests.
  3. Upon receiving your reservation request form and deposit, your event date will be secured.
  4. You will receive an invoice for the reservation cost. This fee is due one week prior to your event. Please note the date that this payment is due, failure to do so by the deadline could put your reservation at risk.

Notify Horn Field Campus regarding any subsequent changes to the information on registration/invoice form. This information determines the fees charged to your group, so it is important to alert Horn Field Campus to any changes. 

    • Example: A teams course is scheduled for 20 people, but only 10 people show up on the day of the program. The group will be required to pay for 20 participants.

Additional services requested after the form has been returned will be added to the total fee charged to your group.

For more information contact the Horn Field Campus office at 309-298-4676 or e-mail hf-campus@wiu.edu.