Excerpt from: Wis. Admin. Code UWS § 21, Use of University Facilities
Declaration of policy: It is the policy of the Board of Regents that the facilities of the University are to be used primarily for the purposes of fulfilling the University’s missions of teaching, research and public service. University facilities are not available for unrestricted use for other purposes.
Use of Facilities by persons or organizations not associated with an institution:
(1) The chancellor of each institution, or his or her designee, may permit persons, or organizations not associated with that institution, to use university facilities at his or her institution if he or she determines that:
(a) The proposed use is under the sponsorship or at the invitation of an organization associated with the institution;
(b) The proposed use will not interfere with or detract from the teaching, research and public service missions of the institution, or the use of the facilities by organizations associated with the institutions;
(c) The institution has appropriate facilities available for the proposed use; and
(d) The person or organization has complied with institutional procedures adopted under s. UWS 21.06.
Running, biking, and walking event organizers may apply to use the UW–Madison Arboretum’s paved roads for events under the following conditions:
Applications for use of UW–Madison Arboretum’s paved road for events must be submitted no more than eight months and no less than two months in advance of the event to:
UW-Madison Arboretum
Athletic Event Permits
1207 Seminole Highway
Madison, WI 53711
Stephanie Petersen, smpetersen2@wisc.edu, 608-262-2746
Your application must be accompanied by a map of your course, your first-aid plan, and your volunteer plan.
If any event involves using outdoor space where there are liability concerns, other University offices will be notified. These “Event Alert” recipients have five days to respond with questions/concerns. If potential questions/concerns are identified, the Arboretum will initiate meetings to clarify the questions, with the aim of confirming the event as soon as possible.1
Liability for any event-related incidents rests with the event organizer and organizers must make arrangements for appropriate medical support for the event. Prior to printing your application forms your “release of liability” language must be approved by UW–Madison’s Risk Management Office.
Contact:
Risk Management
21 N. Park St., Suite 6101
Madison, WI 53715
riskmgmt@bussvc.wisc.edu
Although not required in all cases, Risk Management reserves the right to require special events insurance for the event when warranted and to require the university (special language required)2 be named as an additional insured under that policy. Events insurance is also available through the Risk Management Office.
UW Police DepartmentThe cost of police services must be borne by the organization sponsoring the event.
1429 Monroe Street
Madison, WI 53711
Lt. Cherise Caradine: (608) 516-8461, cherise.caradine@wisc.edu
Sgt. Adam Boardman: (608) 512-3644, adam.boardman@wisc.edu
A 30” by 30” sign*, facing oncoming traffic, must be erected at Seminole Highway stone wall entrance and the Mills Street entrance just east of the bridge, cautioning motorists and other Arboretum visitors that an athletic event is in progress and to be alert for participants.
*Signs should be removed immediately after the event.
(Subject to change due to Arboretum events)
Trails and visitor center parking lot hours are:
Daily 7:00 AM - 10:00 p.m.
**All other parking lots are open from sunrise to sunset.
Visitor Center hours are:
Monday-Friday 9:30 a.m. – 4:00 p.m.
Saturday-Sunday 12:30 p.m. – 4:00 p.m.
While you are here, please obey the following regulations. Your cooperation will help protect the Arboretum’s plants and wildlife as well as ongoing research projects.
Call UW-Madison Police & Security for non-emergency situations (608) 262-2957
IN CASE OF EMERGENCY DIAL 911
1 University of Wisconsin-Madison Facilities Use Guidelines G-14
2 "The Board of Regents of the University of Wisconsin System, its officers, agents, and employees are named as additional insureds regarding the (put name & date of your event here)…"
