Use of Facilities and Land

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Policy Number:
UW-6000
Old Policy Number:
P-1
Responsible Office:
Facilities Planning & Management

University Policy

Rationale/​Purpose:

This policy implements UW-Madison’s authority under Wis. Admin. Code UWS § 18 Conduct on University Lands and Wis. Admin. Code UWS § 21 Use of University Facilities to govern use of university facilities and lands.

Definitions:
Academic Year
The period of time beginning on the first date of fall semester instruction and ending on the last class day of the spring semester.
Organization Associated with the University
An organization that is an officially recognized staff or student group, an administrative or academic unit of the university, or a state agency.
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.
Special Event
Large infrequent reservation of space (e.g., commencement, concert, event requiring full scale UW Police Department security, home football game, WIAA State Football Championship).
Vehicles
Devices used to transport or move individuals or goods (e.g., aerial lifts, boats, bicycles, cars, mopeds, motorcycles, motorized construction equipment, rider mowers, trucks, trailers).
Scope:

Publicly owned or leased buildings and grounds which are subject to the custody and control of UW-Madison.

Policy:

  1. Requesting Space

    1. Requests for instructional purposes must be made to the Office of the Registrar.
    2. Except as otherwise provided in this policy, non-instructional use of facilities or land must be under reservation or rental from the appropriate contracting department (e.g., Arboretum, Athletics, Recreation and Wellbeing, Schools/Colleges/Divisions, University Housing, Wisconsin Union). If appropriate department is unknown, a request may be submitted to Wisconsin Union Event Services (WUES), which will be routed to the appropriate department for the requested space.
    3. In addition to the requirements set forth in this policy users shall comply with the policies and procedures of the department through which a reservation has been made (contracting department), to the extent that such policies and procedures do not conflict with this policy.
    4. When determining whether it has appropriate facilities available for the proposed use of a reservation request the department responsible for making such determination will take all the following into consideration:
      1. The anticipated attendance and equipment need for the proposed use
      2. Other reservation requests for use of space that have been submitted for the date and time during which the proposed use is to occur
      3. Size and location limitations or restrictions
    5. Use of space in university buildings for non-instructional purposes shall not take place during the buildings closed periods.
    6. The university reserves the right to deny reservation requests, revoke reservations, or terminate an ongoing event as appropriate under any of the following circumstances:
      1. The university determines the use interferes with or detracts from its teaching, research, or public service missions.
      2. The university does not have appropriate facilities for the proposed use.
      3. The university concludes that on its face, the reservation request describes conduct prohibited on university lands under Wis. Admin. Code UWS § 18, or that, during the course of the event, participants engage in conduct prohibited on university lands under Wis. Admin. Code UWS § 18.
      4. The university determines that the person or group hosting an event has failed to comply with policy.
      5. The university reserves the right to cancel reserved events due to unforeseen circumstances, such as inclement weather, building closures, flooding, or other conditions that pose a substantial likelihood of physical harm to persons or damage to university property if the event were to occur as scheduled.
      6. The university determines that the space requested has been reserved for use by another organization.
      7. The reservation request was submitted less than 14 days before the event is to occur.
      8. The university determines that the request contains material misrepresentations regarding the intended use of the requested space.
    7. Except as otherwise provided in this policy, requests for non-instructional use of space are considered on a first-come basis.  However, the university will generally make such space available for reservation in the following order:
      1. Use by organizations associated with the university in the following order:
        1. University departments or programs
        2. University faculty groups, staff groups, and Registered Student Organizations (RSOs)
        3. Government agencies
      2. Use by individuals or organizations that are not associated with the university. Such use requires a contract with the university and must be either sponsored by a university department or office or at the invitation of the chancellor, the provost, a vice chancellor, dean, or director.
        1. Use is sponsored by a university department or office when the department or office has agreed to assume responsibility for all administrative, financial, and insurance responsibilities associated with the use of space.  When an event is under the sponsorship of a department or office the head of such unit or their designee must be present for the event and is responsible for ensuring compliance with this policy.
        2. Use is at the invitation of the chancellor, the provost, a vice chancellor, dean, or director when, upon receipt of such invitation the person or organization receiving it agrees to assume all administrative, financial, and insurance responsibilities associated with the use of space.  The invited user shall be responsible for ensuring compliance with this policy.
      3. Individuals or groups not listed above are unable to reserve space.
    8. Attendance at events in space reserved by RSOs for non-instruction use is limited to faculty, staff, and students unless otherwise authorized in writing by the chancellor or their designee, or:
      1. The event is sponsored by a university college, department, office, or school.
        1. To establish that an event has been sponsored an RSO shall submit a letter to the appropriate space contracting department no later than two weeks prior to the event:
          1. On college, department, office, or school letterhead signed by the sponsoring chair, dean, or director.
          2. That states that the college, department, office, or school will assume responsibility for all administrative, financial, and insurance responsibilities (as outlined in the insurance section of this policy) associated with the proposed use of space.
        2. The head of the sponsoring unit or their designee must be present for the duration of a sponsored event and will be responsible for ensuring compliance with this policy.
      2. The event is at the invitation of the chancellor, vice chancellor, dean, or director.
        1. To establish that an RSO is hosting an event at the invitation of an authorized inviter an RSO shall submit a letter to the appropriate space contracting department on chancellor’s office, provost’s office, vice chancellor’s office, college, or center letterhead signed by the authorized inviter no later than two weeks prior to the event.
        2. An RSO hosting an event at the invitation of an authorized inviter shall be responsible for all administrative, financial, and insurance responsibilities associated with the event and shall be responsible for ensuring compliance with this policy.

  2. Outdoor Space

    1. Reservation and Use of Outdoor Spaces
      1. Except as otherwise provided in this policy or as expressly authorized by the Vice Chancellor for Finance and Administration or designee, events in outdoor space shall be limited to the hours of 7:00 a.m. to 10:00 p.m. To the extent that a person or organization has been authorized under this policy to hold a multi-day event the event shall take place each day within the hours of 7:00 a.m. to 10:00 p.m.
      2. Grounds maintenance activities (e.g., mowing, fertilizations, sod aeration) will be scheduled based on the needs determined by Facilities Planning & Management (FP&M) staff and may impact the availability of outdoor spaces for reservation.
      3. Use of outdoor space may not obstruct the ordinary flow of pedestrian traffic on sidewalks or vehicular traffic on streets without express written authorization from the Vice Chancellor for Finance and Administration or their designee.
      4. The person or group using space is responsible for clean-up upon conclusion of such use. The university reserves the right to charge users for cleanup costs associated with their failure to promptly remove items and return the space to its prior condition.
      5. The following are prohibited, unless approved by the contracting department:
        1. Athletic competitions or organized sports (e.g., practices, contests).
        2. Attaching anything (e.g., signs, banners, other displays) to trees, rocks, other natural objects, buildings, monuments, poles, bridges, or other structures; except as permitted in UW-6036 Banners.
        3. Ground excavation, including planting, except when conducted by FP&M or by university vendors/contractors in accordance with the terms of the contract.
        4. Use of any stakes, posts, poles, anchors, or other materials that pierce the surface of the ground.
        5. Use of sound amplifying equipment in a manner that does not comply with Wis. Admin. Code UWS § 18.11(5) or UW-6013 Expressive Activity.
        6. Vehicle use on any part of university lands that are not a roadway or designated parking facility.
      6. Campus Spaces
        In addition to applicable rules under UW-6013 Expressive Activity, the following rules apply to the specific spaces identified herein:
        1. Bascom Hill
          1. The only reservable portion of the hill is the lower green space.
            1. Use is limited to display of items (e.g., banners, signs, balloons, other displays).
            2. Use must not support candidates in municipal, county, state, or national elections.
          2. Reservations of the space are limited to a single day between sunrise and 7:00 p.m.
          3. A reserving entity can make a maximum of three separate single day reservations per academic year.
          4. The remainder of Bascom Hill is not available for reserved use.
          5. All use of Bascom Hill is subject to UW-6013 Expressive Activity.
        2. Camp Randall Memorial Park
          1. Requests for use of the space must be approved by FP&M.
          2. Reservation of the space is not permitted between 7:00 a.m. two days prior to a Special Event and 7:00 p.m. the day after the Special Event.
        3. Divine Nine Garden Plaza
          1. Requests for use of the space must be approved by FP&M.
          2. Reservation of the space is not permitted between 7:00 a.m. two days prior to a Special Event and 7:00 p.m. the day after the Special Event.
          3. Events with alcohol present are prohibited.
        4. East Campus Mall
          1. Reservable space is bounded by University Avenue to the north and West Johnson Street to the south.
          2. Reservations are only required if the event will involve chairs, displays, sound amplification, tables, or temporary structures.
          3. RSOs are limited to three separate reservations for fundraising purposes during an academic year.
          4. Reservations are limited to two consecutive days.
        5. Library Mall
          1. The university may not engage in viewpoint discrimination, but may impose reasonable, content-neutral, time, place and manner restrictions on expression consistent with UW-6013 Expressive Activity.
          2. Use of Library Mall does not require a reservation unless the proposed event will involve chairs, displays, sound amplification, tables, or temporary structures.
          3. Although reservation may not be required, events for which reservations have been made take priority over use of Library Mall without a reservation.
          4. Reservations are limited to two consecutive days.
        6. Other Campus Outdoor Spaces (e.g., Camp Randall North Lawn, Gordon Dining & Event Center Lawn, Henry Mall, Kohl Center Lawn, Muir Knoll, Observatory Hill)
          1. Users must make reasonable efforts to use outdoor spaces in a manner that minimizes activity, setup, and foot traffic on turf.
          2. When authorized, tents or stages must not be set up for longer than 48 hours.
          3. Chairs, stages, tables, tents, or other setups are not permitted on the turf of Camp Randall North Lawn, Henry Mall, Muir Knoll, or Observatory Hill.
          4. Large-scale events (e.g. organized concerts) are not permitted on Camp Randall North Lawn, Henry Mall, Muir Knoll, or Observatory Hill.
          5. The university will only grant one reservation request for use of Henry Mall per month and event attendance shall be limited to not more than fifty persons.
          6. The following are not permitted on the Camp Randall North Lawn:
            1. Dance floor or tent flooring.
            2. Tailgating on turf.
            3. Catered events, unless all ground surfaces are protected from heat, grease, and oil.
            4. Any reservation of the space between 7:00 a.m. two days prior to a special event and 7:00 p.m. the day after the special event.
        7. Ho-Chunk Clan Circle
          1. Priority of use will be provided to Wisconsin First Nations, under the sponsorship of the Office of University Relations.
          2. Use must be requested at least 14 days in advance of intended use via WUES.
          3. Events, use, and reservations are limited to a single day.
          4. WUES will consult with the Office of Tribal Relations when reviewing requests for use of the Ho-Chunk Clan Circle.
          5. Vendors delivering to the site must use the loading dock at the Bakke Recreation and Wellbeing Center.
          6. The following are prohibited:
            1. Electrical lighting or open flames.
            2. Tables, chairs, or tents, unless approved by WUES.
            3. Staging or activities within the Willow Drive Mound Group to the northeast of the circle (see map)
            4. Parking near the circle; all vehicles must use marked parking locations.
    2. Outdoor Storage and Installation of Utility Hook-Ups
      1. Outdoor storage of equipment or materials is prohibited unless approved by the Physical Plant Director and University Architect, or their designees.
      2. Installation of temporary utility hook-ups (equipment and support structures necessary to provide electrical, water, cable television, telephone, and other similar utility service) outside of buildings must:
        1. Be performed by Physical Plant staff or under their direct supervision.
        2. If installed for a Special Event, be removed no later than 24 hours after the conclusion of the Special Event.

  3. Insurance

    1. Only UW-Madison officers, employees, and agents when acting within the scope of their employment or agency are covered under the State of Wisconsin Self-Funded Liability Program (SSLP). Persons or organizations not covered under the SSLP, including RSOs, may be required to obtain and submit necessary evidence of insurance coverage for events in university buildings or on university lands to the applicable contracting department for review by the Office of Risk Management upon request.
    2. Persons or groups, including RSOs, needing insurance for a particular on-campus event may be eligible to obtain coverage via the University’s Tenant User Liability Insurance Policy (TULIP) special events insurance program or obtain coverage from other sources. See UW-Madison Risk Management Facility Use webpage for details on insurance coverage requirements.

  4. Consequences of Non-Compliance

    The university reserves the right to take appropriate action for non-compliance with this policy, including, but not limited to, the imposition of penalties as specified in Wis. Admin. Code UWS § 18.13 as applicable, revocation of space reservations, termination of the event, and, to the extent that non-compliance with this policy constitutes non-compliance with other policies, any such action set forth in such other policy.
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor Facilities Planning & Management
Contact:
Director, Space Management -- Jesse Luckey Winters, jesse.winters@wisc.edu, (608) 556-7741
Director, UW Conferences and Events -- Matt Olson, mtolson2@wisc.edu, (608) 265-8012
Effective Date:
09-01-2003
Revised Dates:

09-01-2003, 08-27-2024

Retrieved:
01-16-2025 20:29:50