Wisconsin Union Registered Student Organization Large Events

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Policy Number:

UW-2047

Responsible Office:

Wisconsin Union

University Policy

Rationale/​Purpose:

This policy provides regulations related to Registered Student Organization (RSO) use of large event spaces at the Wisconsin Union.

Definitions:

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 (RSO)

A group, composed mainly of, and directed by, students, consisting of at least four (4) students, 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.

Scope:

This policy applies to all Register Student Organizations (RSOs) at UW–Madison, unless sponsored by the Wisconsin Union.

Policy:

1. Event Requests & Large Event Lottery
   1. Registered Student Organizations (RSOs) must submit a facility use request for all events held at the Wisconsin Union (Union).
   2. RSO reservation and use of large event spaces at the Union are determined via lottery, each fall and spring.
      1. RSOs representatives must be present and participate in the lottery to access reservations for large event space.
      2. Each RSO is limited to one large event space per lottery.
2. Large Event Requirements
   1. RSO event representatives must attend and participate in a pre-event meeting coordinated by Wisconsin Union Staff.
   2. Events cannot exceed room or otherwise agreed upon capacities. Events that exceed capacity will be shut down by Union staff.
   3. Admission
      1. If required as a result of the pre-event meeting, all UW students, faculty, and staff must gain admittance to the RSO event by presenting a valid UW ID Card.
      2. Non-UW students, faculty, or staff may attend RSO events when in compliance with UW-6000 Use of Facilities and Land.
   4. Hosting RSO(s) are required to provide volunteers to staff the entirety of the event - up to 30 minutes prior to the start of the event until the listed end time.
      1. All RSO volunteers must be sober and wear the provided volunteer lanyard through the duration of their shift.
      2. RSO volunteers must assist in maintaining event compliance with this and other applicable policies and procedures.
      3. All required RSO volunteers must be in attendance for the pre-event security walk through (typically 30 minutes prior to the event start time).
      4. Failure to provide the required number of volunteers, as indicated in the pre-event meeting, will result in a reduction of event capacity.
      5. If it is determined RSO volunteers are not sober, the event will be canceled and the RSO will be subject to a fee or loss of participation in the next lottery.
   5. Police officers and/or private security may be required at any event using university facilities.
      1. The hosting organization is responsible for costs associated with required police and private security service.
      2. Private security staff work under the direction of Union staff and the UW–Madison Police to execute their responsibilities (e.g., perimeter control, prevention of prohibited items, monitoring of capacity).
   6. To maintain a large event reservation and hold an event, all event deadlines as outlined on (website) must be met.
   7. Cancellations of large event spaces must be made in writing a minimum of one month in advance of the scheduled event. RSOs that cancel less than one month prior will be subject to a fee or loss of participation in the next lottery.
3. Alcohol at RSO Events
   1. Any request for alcohol service at a RSO event will require the approval of Wisconsin Union catering - who will determine availability and whether or not a beer garden and/or ID checker is necessary for the event.
   2. Any RSO event with alcohol must include paid Union staff trained to check identification.
   3. Must be in compliance with UW-6003 UW-Madison-Specific Alcohol Beverage Regulations.
   4. For any event where participants under 21 years of age are expected, procedures will be in place to prevent consumption of alcohol beverages by these individuals (e.g., beer garden, Union provided wristbanding, carding at the bar).
   5. When a “beer garden” is required as a result of pre-event meeting:
      1. Only participants 21 years of age or older will be admitted to the “beer garden.”
      2. All alcohol must be consumed in the “beer garden.”
      3. Union Catering staff will check identification at the entrance to the “beer garden” and issue a wristband to those 21 years of age or older. Participants must show a U.S. government-issued picture ID.
      4. No alcohol may leave the “beer garden” area. Union Catering staff will keep an accurate count of beer garden attendance and is responsible for ensuring that beer garden capacity is not exceeded.
   6. No carry-in alcohol is permitted at RSO events (includes alcohol purchased both on and off-premises).

Related UW-Madison Policies:

UW-3049 Catering – On and Off Campus

UW-6000 Use of Facilities and Land

UW-6003 UW-Madison-Specific Alcohol Beverage Regulations

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

Request a Reservation – Wisconsin Union

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:

10-05-2023; 06-04-2025

Retrieved:

06-12-2025 16:00:50