Late-night dances and large social events occurring on the UW–Madison campus are an important part of campus life because they offer members of the university community an opportunity to socialize and be together. In the tradition of shared governance, sponsoring student organizations and campus administration work closely together to plan safe and successful events. The following guidelines have been developed to help minimize the risk of problems and to create a safe environment for dances and similar major events sponsored by Registered Student Organizations (RSOs). Major social events are events typically held in Union South Rooms 109, 140, and 240; Memorial Union Great Hall and Tripp Commons; the Union Theater, Union Terrace, and Red Gym On Wisconsin Room.
UW–Madison and the Wisconsin Union expect that the RSO submitting a request for facility use will actively participate in all aspects of the event’s organization and execution. The RSO will help provide insight into the workings of the event and how the RSO plans to execute a successful event. The RSO expects the Wisconsin Union will actively help the RSO in the execution of a successful event for all parties. The RSO expects fair treatment and expects that similar events receive similar security requirements, capacity requirements, treatment during the event, and decision making.
The RSO must attend at least one of the weekly RSO pre-event meetings a minimum of two weeks prior to their event. However, the Wisconsin Union encourages the RSO planning the event to attend the RSO pre-event meeting:
At the RSO pre-event meeting, the RSO will meet with Union Operations Management, the Central Reservations Office (CRO) Event Planner, and the UW–Madison Police Department to determine all aspects of security needed at the RSO event. All event co-sponsors should attend the RSO pre-event meeting. The security aspects determined at the meeting include, but are not limited to: maximum attendance, event starting and ending times, number of event staff provided by the RSO, number of private security staff required at the event, number of police officers required at the event, and approval of all advertising for the event. Failure to attend this meeting a minimum of two weeks prior to the event will result in the cancellation of the event.
The RSO pre-event meeting takes place every Friday afternoon from 2:00 p.m .to 3:00 p.m. It will take 15-20 minutes to discuss the RSO event. The RSO must contact the CRO Event Planner that they are working with to reserve a time during the Friday meeting.
It is assumed that the RSO representative attending the RSO pre-event meeting has the financial and administrative authority to represent the RSO.
The RSO must bring all advertising and other publicity to the RSO pre-event meeting to be approved by Union Management.
Criteria used to determine security needs include, but are not limited to:
Security needs are determined by the Wisconsin Union Assistant Facilities Director, in consultation with the UW–Madison Police Department.
The RSO is required to provide event staff at the event. Depending on the history of the RSO’s events, one staff will be required for every 25 event attendees. The exact number of staff required for the event will be determined at the RSO pre-event meeting. On the night of the event, all required RSO staff must be on-site 30 minutes prior to the event start time. Failure to provide the required number of event staff, as indicated in the RSO pre-event meeting, will result in the reduction of the total number of attendees allowed into the event, and/or the cancellation of the event.
Union management may require the presence of two or more police officers and/or two or more private security staff at any event using university facilities. If it is determined that a police presence or private security is required, Union management is responsible for determining the number of police officers and/or private security staff. The UW–Madison Police Department will provide any required police officers, and the Union will provide any required private security staff. The RSO is responsible for costs associated with required police and private security services. Note: The UW–Madison Police Department has the ultimate authority to determine security requirements for any events occurring on campus.
All event promotional material must clearly indicate that the event is not open to the public.
No off-campus promotion of the event is allowed, including radio, newspaper, or television. No event promotional flyers should be distributed off-campus. Additionally, all event promotional material must include the following:
All event promotional materials must be submitted and approved at the RSO pre-event meeting no later than two weeks prior to the scheduled event date.
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. To gain sponsorship of a UW–Madison department, the RSO must submit a sponsorship letter, signed by the department chair, to the Central Reservations Office at least two weeks prior to the event date. The sponsorship letter must be in the “campus sponsorship template” format obtained from the Central Reservations Office. The UW–Madison Department (as well as the RSO) is responsible for all aspects of the event including financial, administrative, and liability. All revenue generated from the event must be deposited in the appropriate UW–Madison department state account. Failure to file the sponsorship letter by the two-week deadline will result in the general public not being able to attend the event.
If an event has an admission charge or collects donations, you will be subject to a facility fee of $75 [See Wisconsin Union Procedure FM1-4b.]
All event rooms have specific capacities and requirements. Listed maximum capacities of venues are based on fire codes. The room capacity for the RSO event may be lower than what is listed due to the type of furniture arrangement and/or the number of event staff present to work the event. The room capacity of the event will not be allowed to exceed the maximum event attendance agreed on at the RSO pre-event meeting. The event sponsor, or private security if required, will keep an accurate count of attendance and is responsible for ensuring that event capacity is not exceeded. Wristbands may be required to track attendance. This will be determined at the RSO pre-event meeting.
If an event exceeds capacity, Union management will take steps to bring the event back into compliance with fire codes, including shutting off the music, turning on the room lights, and/or shutting down the event.
Below are the fire capacities for Union rooms when used for dances. The fire capacities are based on the International Fire Code (IFC) maximum occupant load for the function of the space.
|MU Great Hall||500|
|MU Great Hall w/ Reception Room||615|
|MU Tripp Commons||320|
|MU Union Theater||1300|
|MU Union Terrace||2500|
Alcohol is strictly limited at all events at the Wisconsin Union. This includes all RSO events.
Please read, sign, and return this agreement no later than five days after the initial tentative reservation has been made or 45 days prior to the event, whichever comes first, or your tentative space reservation will be canceled.
The Wisconsin Union Procedure on Registered Student Organization Large Social Events has been reviewed with me and I have read and received a copy of same. I acknowledge my responsibility to assure a safe environment in consideration for all who attend.
Name: (Please Print)____________________________________________________ Title__________________________
Event Title: _____________________________________________________________ Event Date: _______________
For interpretations, resolution of problems, and special situations contact: Wisconsin Union Assistant Director-Facilities Management
03-28-2006, 09-25-2007, 08-20-2008
03/28/2006; 09/25/2007; 08/20/2008