Wisconsin Union Member Events and Weddings

Layout for printing
Policy Number:
UW-2044
Responsible Office:
Wisconsin Union

University Policy

Rationale/​Purpose:

The Wisconsin Union regularly hosts special events, including weddings. This policy outlines regulations specific to these types of events.

Definitions:
Academic Year
The period of time beginning on the first date of fall semester instruction and ending on the last class day of the spring semester (see the Academic Calendar).
Banquet Spaces
Large configurable rooms with capacity of 100+ (e.g., Great Hall, Tripp Commons, Varsity Hall)
Scope:

This policy applies to all Wisconsin Union lifetime member events in Memorial Union or Union South.

Policy:
  1. Eligibility
    1. Only Wisconsin Union lifetime members (see Wisconsin Union Membership) are eligible to reserve space for special events (e.g., showers, other catered member parties) or weddings.
    2. Wisconsin Union lifetime members may not reserve a space for an outside company or organization (e.g., company holiday parties, business meetings).
    3. A written contract must be signed to secure a room reservation.
  2. Limitations
    1. During the academic year:
      1. Lifetime member events in banquet spaces may only occur on Fridays or Saturdays.
      2. Only two lifetime member events per month will be scheduled per union (Memorial Union and Union South).
    2. During summer and winter break periods, lifetime member events are limited by space and staffing availability.
  3. Deposits and Fees
    1. Wisconsin Union lifetime members are not charged a room rental fee for special events or weddings.
    2. A non-refundable deposit, which will be applied to event charges (e.g. audio/visual rental, catering), is due at the time of reservation as outlined in the Wedding and Special Events Guide.
    3. Refunds are not provided for unused portions of deposits.
    4. Maintaining a reservation requires meeting deadlines and payment amounts as outlined in the Wedding and Special Events Guide.
    5. A service fee as outlined in the Wedding and Special Events Guide will be assessed for any lifetime member special event or wedding hosted on a Friday, Saturday, holiday, or Sunday/Monday of a holiday weekend.
  4. Minimum Expenditures
    1. Minimum expenditures (e.g., A/V, catering) for each room are determined by the Wisconsin Union and calculated pre-tax.
    2. If the minimum expenditure is not met the difference will be charged.
  5. Weddings
    1. Wedding ceremonies must be held in conjunction with a wedding reception.
    2. A ceremony can be held a maximum of one hour before the reception start time.
Related UW-Madison Policies:

UW-6003 UW–Madison-Specific Alcohol Beverage Regulations

Related UW–Madison Documents, Web Pages, or Other Resources:

Policy Administration

Approval Authority:
Associate Vice Chancellor and Director of Wisconsin Union
Policy Manager:
Director, UW Conferences & Events
Contact:
Director, UW Conferences & Events -- Matt Olson, mtolson2@wisc.edu, (608) 265-8012
Revised Dates:

06-04-2025

Retrieved:
06-14-2025 03:55:50