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Reserving SpaceMaking Reservations All organizations requesting space on campus agree to the policies and procedures listed in the 2008-2009 Student Organization Handbook, as well as the following:
Making ReservationsBecause meeting spaces fill up quickly, make your reservations as soon as possible even if you're not sure of all the event details. Important deadlines to remember:
Requests for a one time event can be submitted:
The Central Reservations Office is located on the second floor of Memorial Union, 800 Langdon. The office is open and reservations are processed Monday-Friday, 8am - 5pm. Series reservations (weekly, monthly or multiple dates) must be submitted online for processing, due to the additional time needed to process the request. You will receive an email confirmation of your reservation. Until you receive an email with a confirmation number, you do not have a guaranteed space. If you cancel any of your meetings, please notify us as soon as possible via email to centralreso@union.wisc.edu. For any event requesting catering services, cancellation notice must be received in Central Reservations at least 5 working days prior to the event.
What space can I reserve through Central Reservations?Most non-instructional space in campus facilities is reserved through the Central Reservations Office. Central Reservations reserves the following space:
How are rooms assigned? May we select the room?Central Reservations assigns space according to your estimated attendance and needs. You may request a specific space, which will be honored when possible. However, rooms are typically assigned the day before an event, so it is important that your group is instructed to check the "Today in the Union" (TITU) boards at Union entrances or online at www.union.wisc.edu to locate the specific room assigned. Building use demands may require your meeting to be scheduled in a campus classroom, which will also be listed on "Today in the Union." If your organization has a standard weekly meeting, please submit your request online due to the additional time needed to process the request.
What is TITU?TITU stands for "Today In The Union," the listing of assigned room locations for that day in the Union and classroom facilities. TITU schedules are posted at Union entrances and near the main floor information desks. TITU schedules are also listed on the web at www.union.wisc.edu. (Note: The term "Wisconsin Union" refers to both Union facilities, Memorial Union and Union South.)
Is there a room reservation fee?Rooms are free if the event is free and open to the university community or if the ticket price covers only the cost of a catered meal. There is a charge for rooms if an event has an admission charge or a "donation requested." The cost of a room for a fund-raising event is determined by several factors. Call Central Reservations for details. Please note that extra time is needed to complete the paperwork required for admission events. For fundraising activities using university facilities, refer to the Fundraising Information and Activities Section of this handbook. There are rental charges for equipment and special services. Payment is due at the time you make your AV or special services reservations.
Can we get audiovisual (AV) equipment?AV Equipment Availability in Select ClassroomsRegistered Student Organizations (RSOs) may use the AV equipment available in select classrooms at no cost after completion of the required training available online at http://www2.fpm.wisc.edu/support/SOO_Training/page_00__SOO%20AV%20Orientation.htm To reserve a classroom with AV, contact Central Reservations. Please indicate at the time of your reservation that you need a room with AV, and the type of AV needed, as this will affect your room assignment. Central Reservations has a list of the rooms available to RSOs for reserving, and can assist you on which room will work best for your event. Once your group is registered and has viewed the training, come to SOO, 239 Red Gym, by 4:30pm on the day before or the day of the event to pick up keys to the AV cabinets and to be given any access codes. You'll be asked to sign an agreement form, assuring that you viewed the training and that keys will be returned by 4:30pm of the next workday after your event (if the event is on a Saturday or Sunday, it must be returned on the following Monday). If keys are not returned in the manner required, the student organization representative will be held personally liable and subject to monetary penalties and the RSO's status as a registered student organization, and all of its rights and privileges, may be revoked.
Free AV Equipment through ASM, Associated Students of MadisonASM has a TV-VCR unit with cart that can be used by RSOs free of charge in Memorial Union or Union South, as well as, a video projector, overhead projector, slide projector, megaphone, and video camera for check out by RSOs. Contact ASM at 608/265-4276 or visit their website at www.asm.wisc.edu/equip.html for details and to reserve equipment. Equipment must be reserved at least one week in advance. You are responsible for obtaining the ASM equipment from their office, setting it up, and returning it to ASM.
Rental of AV Equipment through the Central Reservations OfficeAV equipment is available for rent through the Central Reservations Office for events in Memorial Union or Union South. Make your request for equipment at least three working days prior to the event. Last minute requests may be difficult to fill. Plan to pay for equipment at the time the reservation is made. Equipment is delivered to the room reserved in the Union and set up by Union staff prior to your event. Operators are available for a fee if arranged at least two weeks prior to the event. Do not leave equipment in unattended rooms! Cancel equipment at least three working days in advance to avoid charges.
Other Rental Options of AV EquipmentRefer to Audio-Visual Equipment-Renting & Leasing in the Yellow Pages of the City of Madison phone directory.
What about refreshments in reserved space?Wisconsin Union FacilitiesWisconsin Union Catering and the Wisconsin Union Deli Division offer beverage and/or food service for your group events. Food requests are needed at least 2 weeks prior to your event. For details, contact Central Reservations, 608/262-2511 or our website at www.union.wisc.edu/food. No outside food or beverage is allowed in meeting spaces. Charges may be assessed to groups found violating this policy. Two rooms that are equipped with a kitchenette are available for use by RSO's for their own group with a maximum of about 50 participants. With permission, and in this room only, student organizations are allowed to bring in their own homemade (not store bought) food. However, there is a $25 kitchenette fee. See also Temporary Food Sales in the Fundraising Information and Activities Section of this handbook.
Campus ClassroomsNo food is allowed in campus classrooms. You must obtain the Building Managers' permission to bring in food to areas outside of the classrooms. A list of building managers is available at http://www.fpm.wisc.edu/smoasp/FacilityName.asp. Log in with your net ID and password. Select the "Buildings" tab at the top and then search by building, which will list the manager and contact information. Permission is also needed to sell food in lobbies or in other common areas of campus buildings. Please see the Temporary Food Sales, in the Fundraising Information and Activities Section of this handbook for more details
Outdoor Campus Areas to ReserveThe Central Reservations Office reserves most outdoor space on campus. Three often-requested areas are listed below. UW Library Mall is the grassy area between Memorial Library and the State Historical Society Building, including the fountain. This is campus space and is reserved through Central Reservations with certain restrictions such as:
Between Wisconsin Union facilities
and the public sidewalks Bascom Hill (lower third area only) is reserved through Central Reservations like other outdoor space. There are some restrictions on its use, so please contact Central Reservations for details.
How to Reserve Outdoor Campus Areas1. RSO’s wishing to reserve campus outdoor space should complete a Wisconsin Union Campus Outdoor Space Request Form 2. Return it to the Central Reservations Office. The Central Reservations Office will then send out an official space request to members of the campus community. It takes three business days after the request has been sent out for space requests to be approved or denied by those who receive the request. 3. Expect email confirmation. Your event is not approved until you receive an email confirmation from the Central Reservation’s Office. 4. For information about Run/Walk events and to reserve outdoor space for Run/Walk events, please review the Run/Walk Information from the Central Reservations Office. If your event plans to use any of the Campus natural areas such as the lakeshore path, please review guidelines for their use at http://lakeshorepreserve.wisc.edu/plans/organized-run_policy.htm.
Reserving Outdoor City-Controlled AreasCity SidewalksTo reserve city sidewalks, including sidewalks on Langdon Street and University Avenue, check the City web site at http://www.cityofmadison.com/parks/specEvents.html or call the Parks Event Scheduler, 608/261-4281, for information about use of these and other sidewalk areas. State Street Mall(Due to the East Campus Mall construction project at Murray & State St., the PODIUM will NOT be available for amplification, events or activities from August 1 - November 1, 2008.) The State Street Mall extends the entire length of State Street from the Capitol Square all the way down to Park Street. There are two performance areas on the State Street Mall where amplification is allowed at designated times. (Permits are not required at these spaces if there is no amplification associated with the activity and you do not need to reserve the space exclusively for your activity. Permitted events have priority at these locations.) One area is the raised stage area, the Podium, in the center of the 700 & 800 blocks of the State Street Mall. The other space is at the top of the State Street Mall, 30 on the Square, at the stage area between the Madison Children's Museum and the Wisconsin Veterans Museum. Amplification is allowed at the Podium on a daily basis from 12:30-1:30 PM and 5:00-7:00 PM. Amplification is allowed at 30 on the Square Sunday through Friday, 12:30-1:30 PM and 5:00-7:00 PM, and on Saturdays, from 9:30-11:00 AM, 11:30 AM-1:00 PM and 5:00-7:00 PM. Amplification/Electrical Permits for these spaces are available at the Parks Division, Madison Municipal Building, Rm. 120, 215 Martin Luther King Jr. Blvd., Monday through Friday, 8:00 AM-4:00 PM. The cost of an amplification permit is $12.00 + .25/hour for electrical use. To reserve these spaces outside the time periods indicated above, or to use other city streets or property for an event, a Street Use Permit is required. Street Use Applications must be received at least two weeks prior to the date requested. There is a $50.00 non-refundable administration fee for this permit, with additional fees depending on equipment and services provided. For additional information regarding Street Use permits, check the City web site http://www.cityofmadison.com/parks/specEvents.html or contact Jim Mattke, Parks Event Scheduler, 608/261-4281.
Can we get help with planning a conference?Central Reservations can help you with all your conference needs, including room reservations, coordinating publicity, catering, hotel, parking and audio visual equipment. A "conference" is defined as more than 50 people for an event that lasts more than 8 hours and includes a plenary and other breakout rooms. Please contact us, at 608/262-2511, as soon as possible to reserve space for your conference. Our availability becomes more limited the longer you wait.
Can the general public be invited?Student organizations may only use university facilities for events which are intended primarily for students, faculty and staff. If you are promoting your event off campus or electronically, promotional material, advertising, or other publicity must indicate (1) that “attendance is limited to students, faculty and staff,” and (2) the name of the registered student organization as the sponsor of the event, noted clearly and prominently. The general public may only be invited to events where a university department, in conjunction with a registered student organization, is the primary sponsor. Guidelines for political events are listed below. Registered Student Organizations can hold closed meetings for the purpose of peer counseling sessions, or for other purposes, if attendance is limited to a pre-established list of members. A meeting that will be closed to nonmembers must be clearly identified as a membership meeting.
Can we use university facilities for political purposes?Yes, student organizations may use university facilities for political purposes under the auspices of the university’s specific policies and codes for political programs and advertising. The University of Wisconsin-Madison has a very rich history of political activism by our student body. The Student Organization Office is available to assist student organizations in their efforts to develop informed voters and encourage civic engagement. The online guide Student Organizations and Campaigning Activities helps student organizations carry out their events and activities consistent with university policy and helps student organizations align the requests of political campaigns with university policies and procedures. Please refer to the Residence Life Manual on Political Campaigning for policies set by the Division of University Housing and the Residence Hall Advisory Board.
Don't Forget!Important deadlines to remember:
Requests for a one time event can be submitted:
The Central Reservations Office is located on the second floor of Memorial Union, 800 Langdon. The office is open and reservations are processed Monday-Friday, 8am - 5pm. Series reservations (weekly, monthly or multiple dates) must be submitted online for processing due to the additional time needed to process the request. You will receive an email confirmation of you reservation. Until you receive an email with a confirmation number, you do not have a guaranteed space. If you cancel any of your meetings, please notify us as soon as possible via email to centralreso@union.wisc.edu. For any event requesting catering services, cancellation notice must be received in Central Reservations at least 5 working days prior to the event.
Reserving Recreational SpaceRegistered Student Organizations or Departments must request space at least 2 weeks in advance, and at least 4 for larger events and tournaments. Rental Fees apply to ALL RSOs and University Departments. All space is subject to availability based upon Rec Sports programs and other scheduled events. Groups can request recurring requests throughout the semester on one form, rental fees for space apply for all activity areas, both in and outdoors. All forms, polices, procedures and rental fees can be found here: http://www.recsports.wisc.edu/events.html |
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