Wisconsin Union Space Reservations

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Policy Number:
UW-2046
Responsible Office:
Wisconsin Union

University Policy

Rationale/​Purpose:

This policy provides clarification on the reservation and use of meeting and event spaces in Wisconsin Union facilities.

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).
Large Event Spaces
Locations designated for 100+ participants (e.g., Great Hall, Main Lounge, Tripp Commons, Tripp Deck, Varsity Hall). These are also known as banquet spaces.
Registered Student Organization
A group, composed mainly of, and directed by, students, consisting of at least four students and an advisor, and which has filed all appropriate registration forms with the Office for Student Organizations, Leadership & Involvement (SOLI) and been confirmed by SOLI as meeting the eligibility criteria for registration.
Wisconsin Union Facilities
Indoor and outdoor locations under the control and responsibility of the Wisconsin Union (e.g., Memorial Union, Union South, The Terrace).
Scope:

All Wisconsin Union facilities, outdoor spaces, and reservable locations.

Policy:
  1. Reservation Fees

    Charges and fees for use will be assessed on the basis of needs (e.g., labor, time, materials) for the reservation. Current rates can be found on the Wisconsin Union Event Services (WUES) website.

  2. Reservation Limitations
    1. Reservation requests for the year (September of the current calendar year through August of the following calendar year) begin on August 1.
    2. Union Members
      1. Reservations, up to 18 months in advance of the reserved date(s), may be made prior to August 1 of the current calendar year with a non-refundable, non-transferable deposit.
      2. See also UW-2044 Wisconsin Union Member Events and Weddings.
    3. Registered Student Organizations (RSOs), unless sponsored by the Wisconsin Union.
      1. One reservation per week for a period not exceeding one hour.
      2. Eight hours per semester of extended or non-recurring reservations (in addition to the one hour per week).
      3. One large event space not to exceed four hours (see UW-2047 Wisconsin Union Registered Student Organization Large Event Spaces).
      4. Any available space one week to two business days in advance of a reservation.
    4. UW-Madison Departments and Local/Wisconsin Government Agencies
      1. Reservations, up to 18 months in advance of the reserved date(s), may be made prior to August 1 of the current calendar year with a non-refundable, non-transferable deposit.
      2. Specific room assignment confirmation is available with a non-refundable, non-transferable deposit. 
  3. Event/Space Specific Regulations
    1. Literature Tables
      1. Locations
        1. Memorial Union - across from central entrance to Rathskeller and outside the east entrance
        2. Union South - under stairs on first floor near the Sun Garden and on Orchard Street between planters
      2. Eligibility
        1. RSOs
        2. Wisconsin Union units (may invite non-UW Madison entity directly related to units purpose or programs)
        3. University units
      3. Prohibited
        1. Commercial sales by non-UW-Madison vendors
        2. Use of table by anyone other than the RSO or university unit named on the reservation
    2. Food Service Facilities (e.g., Lakeview Lounge, Rathskeller, Sett, Sun Garden, Terrace, Union South Kiosks)
      1. Full spaces are only reservable for Wisconsin Union events and special programs with WUES approval.
      2. Non-Wisconsin Union entities reserving the following locations are limited to the stage only:
        1. Rathskeller
        2. Sett
        3. Terrace
  4. Food in Reserved Spaces
    1. Must be provided by Wisconsin Union Dining & Hospitality, unless meeting one of the following exceptions:
      1. RSO’s may carry-in pizza from a commercial vendor, for closed meetings only, in spaces other than food service facilities, game spaces, and large event spaces. Delivery is not allowed. 
      2. RSO’s when provided approval for and outside vendor by WUES and Wisconsin Union Dining & Hospitality, in compliance with applicable policies and procedures.
      3. Reserved spaces used by Wisconsin Union Directorate and Hoofers.
    2. Potlucks
      1. Must be in compliance with UW-2014 Temporary Food Service
      2. Must submit pantry fee to Wisconsin Union Event Services
      3. Limited to Landmark Room (Union South), Northwoods Room (Union South), One Wisconsin Room (Red Gym)
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Wisconsin Union – Host Your Event

Policy Administration

Approval Authority:
Associate Vice Chancellor and Director of Wisconsin Union
Policy Manager:
Deputy Director of Wisconsin Union
Contact:
Assistant Director for Facilities Management, Wisconsin Union -- Paul Broadhead, paul.broadhead@wisc.edu, (608) 263-4588
Revised Dates:

06-30-2025

Retrieved:
08-01-2025 06:59:08