Wisconsin Union Lounge Usage Procedure

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Policy Number:
UW-2051
Old Policy Number:
FM3-0h
Responsible Office:
Wisconsin Union

University Policy

Policy:

The lounges within the Wisconsin Union facilities are primarily intended to be available to students and other Union members and their guests as an open gathering space for conversation, study, and relaxation. In order to preserve the functionality of the space for its intended use as a lounge, assignments of the lounge for activities will be carefully limited (especially during the academic year).

  1. When classes are in session, activities assigned to the lounge must meet all of the following four conditions:
    1. No other suitable space is available.
    2. The event has particular significance to the Wisconsin Union lifetime member or University priorities.
    3. The event will appreciably benefit from the particular ambiance of the space.
    4. The request is unique, i.e., the event is not part of a regularly reoccurring pattern of activity.
  2. Availability:
    1. All lounge assignments must be approved by the Central Reservations Office (CRO) Director or designee.
    2. Memorial Union lounges
      1. Main Lounge is reservable if the above conditions are met.
      2. The Browsing Library is not reservable.
    3. Union South lounges
      1. The Varsity Lounge (Union South) and Marquee Lounge (Union South) are considered pre-function spaces for when an event has the entire Varsity Hall or Marquee reserved.
        1. Set-up for these spaces will be limited and lounges will remain open to the public. An example of this would be for a registration table that is unable to fit within the room. If a customer needs to use the entire lounge for their event, Sections II.1 and IV.1 apply.
  3. Fees:
    1. There is a $1250 non-refundable deposit for the Main Lounge.
    2. $1000 of this deposit will go towards any food or audiovisual charges for the event and $250 will go toward set-up needs (see Section IV.1).
      1. For members, there is a larger minimum for Friday and Saturday events.
    3. Registered Student Organizations are exempt from the deposit and set-up fee. All other users are responsible for the fees stated in 3a.
    4. There will be no charge for gallery receptions and the majority of the lounge will remain open.
  4. Set-up:
    1. In general, the space is available for use “as is.” There is a $250 set-up fee included in the deposit that will go toward any set-up requirements. However, if a customer requests that the lounge be completely cleared, there may be additional staff charges for the removal of furniture.

For interpretations, resolution of problems, and special situations contact: Wisconsin Union Assistant Director-Facilities Management

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
Effective Date:
01-22-2008
Date Issued:
01-22-2008
Revised Dates:

01-22-2008, 01-24-2011

Retrieved:
06-02-2025 09:32:49