Use of University Facilities and Lands is primarily restricted to activities that fulfill the University's missions of teaching, research, and public service.
Failure to comply with the requirements set forth in this memorandum and the attached policies may lead to revocation of the privilege to use university facilities and lands. Other penalties may be considered where appropriate, as authorized under the provisions of Wisconsin Administrative Code.
The following documents are available at the website listed with each document.
GENERAL ASSIGNMENT SPACE, which includes meeting rooms at the Memorial Union and Union South and classrooms designated for non-instructional purposes by the Office of the Registrar: Timetable and Classroom Scheduling.
SPECIAL ASSIGNMENT SPACE, which includes those "special use" facilities for which certain University departments have been assigned ongoing responsibility for allocating such spaces. Examples of "special use" spaces include the Music School (performance spaces in Humanities and Music Hall), Theatre and Drama (performance spaces in Vilas Hall), Athletic Department (Kohl Center, Field House, Camp Randall Stadium), Recreation Sports (various athletic fields and indoor spaces such as Camp Randall Sports Center, Nielsen Tennis Stadium), Agricultural and Life Sciences (Stock Pavilion), School for Business (designated rooms in Grainger Hall), College of Engineering (Engineering Hall), Center for Health Sciences, and University Housing (various rooms).
For further information about these spaces, including information about any rental fees and costs associated with their use, contact the CRO.
These procedures do not apply to research facilities under the control of a Dean or Director.
Use requests submitted by campus departments and programs
Use requests submitted by recognized university student, faculty or staff groups.
Use requests submitted by governmental agencies
“Under the sponsorship of” shall mean an event sponsored by a University department with some level of University involvement. The University department sponsoring the event will be responsible for all administrative and financial obligations associated with the facility use.
“At the invitation of” shall mean an event that is sponsored by a non-university group at the invitation of the University. The Chancellor, Dean or Director may issue such an invitation after concluding that the event promotes the mission of the University. The sponsoring non-university group will be responsible for all administrative and financial obligations associated with the facility use.
Both general assignment space and special assignment space in University facilities is available on a "no rental charge" basis for all events that are free and open to members of the University community. (See Special Notes* at end of section).
Rent may be charged for restricted, non-instructional use of University facilities subject to the exception stated above. In establishing rental fees, departments should note the discussion later in this document concerning Unrelated Business Income Tax (UBIT).
The sponsor(s) are responsible for, whether in general assignment space or special assignment space, all costs of any required special services. Such costs may include non-standard room set-ups, non-standard equipment, special maintenance requirements, sign language interpreters or other provisions required for persons with disabilities who wish to attend an event, special parking arrangements, proof of insurance coverage, and special security required or requested for an event. (See Special Notes** at the end of this section.)
Costs for such services will be determined on the basis of service provided at rates established by the responsible University departments.
Information on rental fees and costs is available from the CRO or from the appropriate scheduling office for Special Assignment Spaces.
*Monies collected in conjunction with a departmentally sponsored activity must be deposited in a state account unless special arrangements are made in advance with the Division of Business Services.
**The University Police Department is responsible for determining the minimum level of security required for an event. If that level requires equipment or security staff in addition to those regularly assigned for duty, the organization sponsoring the event is responsible for such costs.
Use of the facility shall be authorized by a written contract between the University and the sponsoring organization (e.g., department, faculty, staff, or registered student organization) that has requested use of the facility; such contract should specify or incorporate all applicable costs or rental fees and any time and manner limitations.
The contract shall ensure that all University costs associated with the use are properly itemized and paid by the sponsoring organization(s).
Where a student organization requests use of a facility, invitations to the event taking place in that facility shall be limited to students, faculty, and staff unless an exception is specifically authorized by the Chancellor or Chancellor's designee(s).
Monies collected as a result of departmentally sponsored use of facilities must be deposited in the appropriate state account. Questions should be referred to the Division of Business Services.
APPLICABLE LAW. Uses of University facilities shall conform to all applicable laws related to the proposed use, e.g., Americans with Disabilities Act (ADA).
ALCOHOL. The University has developed specific policies governing the possession and consumption of alcoholic beverages. See Facility Use policy memos: # P-7, # P-7.1, # P-7.2, # P-7.3, and # P-7.4.
UNRELATED BUSINESS INCOME. Uses of University facilities or lands that generate revenue for the University and are not substantially related to the University's three missions (teaching, research, and public service) may be subject to a tax as Unrelated Business Income (UBIT). If UBIT questions arise in connection with a proposed use of facilities or lands, further information should be sought from the Division of Business Services.
ADVERTISING. The University also has developed specific guidelines that govern advertising on University premises. These guidelines are set forth in UW-Madison Campus Policies Governing Advertising, Commercial Use, Incentives, Acceptance of Gifts, Sponsorship, and the Use of University Names and Marks. These guidelines are included as an appendix E
SELLING, PEDDLING AND SOLICITING. The University has stipulated policies regarding selling, peddling, and soliciting. See UWS 18.06 (16).
COMMERCIAL USE The University has set forth policies governing commercial use of University space. See Facility Use Memo # P-8.
FUNDRAISING PRINCIPLES See UW System Board of Regents: “Fundraising Principles and Guidelines.”
POLITICAL CAMPAIGNING The University has established specific conditions for use of University facilities and ground for political purposes. See Facility Use policy memo # P-6.
OTHER LIMITATIONS Use of certain facilities or lands may be subject to limitations concerning the time of availability and manner of use. The responsibility for determining whether any time and manner limitations will be imposed resides with the department responsible for the assignment of the facility for use. This information is available from the CRO or the office managing the specific space, and will be incorporated into any written contract.