Registered Student Organization Large Event Requirements

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Policy Number:

UW-2047

Responsible Office:

Wisconsin Union

University Policy

Rationale/​Purpose:

 The purpose of this policy is to outline the requirements a Registered Student Organization (RSO) must follow when hosting a large event at the Wisconsin Union.

Definitions:

Large social event

A dance, party, concert, performance, or similar event that has approximately 100 attendees or more.

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 Center for Leadership Involvement (CfLI) and been confirmed by CfLI as meeting the eligibility criteria for registration.

Scope:

This policy applies to all Register Student Organizations (RSOs) at UW–Madison.

Policy:

1. Event Lottery & Event Requests
   1. Registered Student Organizations (RSOs) must submit a facility use request for all large social events held at the Wisconsin Union, as required by UW–Madison and the Wisconsin Union.
   2. Wisconsin Union events are determined via lottery, each fall and spring. RSOs must participate via the lottery; each RSO is limited to submit one entry per lottery.
   3. RSO event representatives must meet with Wisconsin Union staff prior to the scheduled event. Other campus representatives may be in attendance as deemed appropriate by Wisconsin Union staff.
   4. 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.
2. Event Admission Requirements
   1. All UW students, faculty, and staff may gain admittance to the RSO event by presenting a valid UW ID Card.
   2. UW students, faculty, staff, and RSO members 18 years of age or older, who have a valid ID, may sponsor a maximum of two guests (18 years of age or older). The sponsor will be responsible for ensuring their guests adhere to UW–Madison and Union policies. If requested, the guest(s) must provide a government-issued picture ID. Both guest(s) and sponsor will be required to sign a guest register provided by the Union, indicating the willingness of the sponsor to assume responsibility for the guest(s).
      1. The event sponsor is responsible for maintaining the guest register in a legible manner. For reasons of confidentiality, the register will remain in possession of the event sponsor unless it is required by UW–Madison Police & Security or the Office of Student Conduct and Community Services to investigate a disturbance. The event sponsor must maintain the guest register for a period of two months .
      2. Unaccompanied guests will not be allowed admittance to the event.
   3. The general public may only be invited to RSO events when a UW–Madison department is the primary sponsor or co-sponsor of the event, in compliance with UW-6000 Use of Facilities and Land. 
3. Event Requirements
   1. Events cannot exceed room or otherwise agreed upon capacities. Events that exceed capacity will be shut down by Union Management.
   2. The RSO is 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. All RSO volunteers must be sober through the duration of their shift.
      1. All required RSO staff must be in attendance of the pre-scheduled security walk through, typically 30 minutes prior to the event start time. 
      2.  Failure to provide the required number of staff, as indicated in the pre-event meeting, will result in the reduction of the total number of attendees.
      3. 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. 
   3. Police officers and/or private security may be required at any event using university facilities. The RSO is responsible for costs associated with required police and private security service.
4. Alcohol at Events
   1. In accordance with campus policy UW-6003 UW-Madison-Specific Alcohol Beverage Regulations, alcohol can only be served when more than 2/3 of the anticipated attendees are expected to be of the minimum legal drinking age. 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. For any event where a significant number of participants are expected to be under 21 years of age, alcohol service (if any) will be provided only in a “beer garden.” Only participants 21 years of age or older will be admitted to the “beer garden”, and all alcohol must be consumed in the “beer garden.” 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.
      1. 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. 
   3. No carry-in alcohol is permitted at RSO events (includes alcohol purchased both on and off-premises). 

Procedure:

Important Event Deadlines:

• Sound system and sound & light tech requests – minimum 6 weeks
• Custom menu requests - minimum 4 weeks
• Full-service catering menu choices – minimum 3 weeks
• Final guest count - minimum 2 weeks
• Pre-event meeting – minimum 4 weeks
• Catering pick up orders – 5 business days
• Payment information - minimum 5 business days
• Sponsorship Letter - minimum 3 weeks

Event Promotion:

Promotional materials (including social media, website email, etc..) must include the following:

• The full name of the sponsoring organization.
• The date, time, and place of the event.
• Any admission fees.
• All event promotional material must clearly indicate admittance to the event is restricted and not open to the public with the following phrase:
  
  Event is open to UW- System students, faculty, staff, and their guests. Must show valid UW-System photo ID. All guests must be 18 years or older with proof of age.
  
  
• All RSO events are for UW–Madison students, faculty, and staff. Advertising should be primarily on the UW–Madison campus.
• The general public may ONLY be invited to RSO events when a UW–Madison department is the primary sponsor or co-sponsor of the event. (See Admission Requirements)

Pre-Event Meeting:

Who: RSO event representative(s)*; Wisconsin Union Operations Manager; and Wisconsin Union Campus Event Services Office representative. Whenever deemed appropriate other Wisconsin Union or campus representatives may be in attendance for events that request alcohol service, custom menus, a large speaker, etc. 

What: RSO Pre-Event Meetings are two-part meetings:

• Part one: 15-minute meeting with Operations Manager and CESO rep. The Operations Manager will walk you through a brief risk assessment that helps us gather pertinent event details, determine additional resources that may be needed to ensure a safe event, and answer any questions you may have.
• Part two: 15-minute meeting with CESO Event Coordinator. During this meeting, your event coordinator will walk through a diagram of your event space to obtain setup information. They will also discuss catering details, an event schedule, AV and equipment needs, etc. This is a great opportunity for you to ask questions about the flow of your event, resources you need, or anything else on your mind.

The following will be discussed at your meeting - please be prepared to answer in both parts.  

• Event details (i.e. alcohol service, catering, AV, open to the public)
• Advertising
• Max event capacity
• Number of volunteers and additional security needs (if needed)

When: Friday afternoons, between 2:30PM to 4:00PM. The Campus Event Services Office will send you a link via email to sign up for your meeting timeslot. Remember, this meeting must be scheduled a minimum of one month prior to your event date (e.g., for an event on Friday, 10/21, a Pre-Event Meeting must happen on or before Friday, 9/23). Keep this in mind when you are selecting an event date, particularly one that is earlier in the semester.

Where: RSO Pre-Event Meetings are scheduled virtually, but can be scheduled in person upon request

*The RSO event representative attending the pre-event meeting is assumed to have both administrative and financial authority to make necessary decisions for the event on behalf of the RSO. 

Criteria Used to Determine Security Needs:

The criteria used to determine security needs include, but are not limited to:

• Any record of security problems at events sponsored by the same organization over the past 2 years
• Size of event
• Event marketing plan and advertisements
• The venue where the event is held
• The popularity of the band, DJ, or performer
• Alcohol service
• Type of event: dance, fundraiser, competition, dinner, reception, etc.
• Audience: open to RSO members only, UW–Madison students, UW System students, and guests
• RSO plans for the dance, including the number of volunteer event staff

Security needs are determined by the Wisconsin Union Operations Manager and may include consultation with other Wisconsin Union and UW camps representatives whenever deemed necessary. The event organizers are responsible for all costs associated with required police and private security services.

RSO Volunteer Responsibilities:

RSO event volunteers will follow all event staff duties detailed in the RSO event staff duties and instructions. RSO event volunteers must be sober through the duration of their shift. 

• Walkthrough prior to the event (time determined at the pre-event meeting)
• Must wear event volunteer lanyard (provided Wisconsin Union staff) through the duration of their shift
• Checking and verifying university affiliation with IDs**
• Monitoring attendance
• Assisting Union staff in enforcing Union policies and procedures including:
  • No carry-in alcohol
  • No smoking
  • Music off 30 minutes prior to building close

**If an event requires age verification, Wisconsin Union staff is required to check and verify IDs at the cost of the RSO. 

Private Security Staff Responsibilities:

Private security staff work under the direction of Union management and the UW–Madison Police. Their primary responsibilities include, but are not limited to:

• Perimeter control
• Prevention of contraband
• Monitor attendance capacity
• Other functions requested by Union management or the UW–Madison Police

Alcohol Service:

• The RSO is responsible to cover the labor charges of the Union Catering ID checkers - which will be determined by Wisconsin Union catering.
• In addition, there is a $150 per hr. /per bartender sales guarantee. If the sales do not equal the guarantee, the RSO is responsible for the difference. The number of bartenders at an event is determined by the Wisconsin Union.
• Bar service closes 1⁄2 hour prior to the event ending time or 11:00 pm, whichever is earlier.
• Bar service must be arranged at the time of your pre-event meeting. 

Meet with the Building Manager the Night of Your Event:

Thirty minutes prior to the start time of your event, you and your volunteers are required to meet with the Wisconsin Union building manager and if needed, any UW–Madison Police/private security. This is useful and necessary for clear communication between your group and the building staff. 

• The Building manager will reiterate the event details and plans for the event as discussed at the pre-event meeting.
• The Building Manager will reiterate the roles and responsibilities of the event volunteers and if necessary, where they shall be stationed during their shifts.
• The Building Manager will provide all event volunteers with their Event Staff lanyard. All RSO event volunteers must wear their lanyards through their duration of the event. The RSO is responsible for returning the lanyards at the event of the evening.
• If not already introduced, the Building Manager will introduce any catering manager or Union staff helping to service the event. 

Related UW-Madison Policies:

UW-6000 Use of Facilities and Land

UW-6003 UW-Madison-Specific Alcohol Beverage Regulations

Policy Administration

Approval Authority:

Associate Vice Chancellor and Director of Wisconsin Union

Policy Manager:

Assistant Director for Facilities Management, Wisconsin Union

Contact:

Assistant Director for Facilities Management, Wisconsin Union -- Paul Broadhead, paul.broadhead@wisc.edu, (608) 263-4588

Revised Dates:

10-05-2023

Retrieved:

01-17-2025 10:07:55