Policy: Event Reservation

Body

University Policy: Facilities
Date Revised: March 17, 2021
Date Effective: April 13, 2021
Responsible University Official: Vice Chancellor for Administration & Finance
Policy Owner: Executive Director, Auxiliary Services
Policy Contact: Executive Director, Auxiliary Services

REASON FOR POLICY

This policy addresses facility use obligations in UW-Platteville’s Use of Facilities and Grounds policy, and chapters UWS 21 and UWS 18 of Wisconsin Administrative Code. Event Services is the central point of contact for groups or individuals seeking to reserve UW-Platteville facilities and/or grounds (to be referenced as “facilities” throughout for brevity but to include grounds). This policy establishes the rules governing the use of facilities at UW-Platteville main campus for which Event Services is the scheduling authority, as identified in UW-Platteville’s Use of Facilities and Grounds policy.

SCOPE

This policy is prepared within the scope of UWS 21, UWS 18, and UW-Platteville’s Use of Facilities and Grounds policy, which identifies both the priorities for facility use and the assigned scheduling authority tasked with establishing rules for the use of space. This policy applies to internal and external groups or individuals seeking use of university facilities. Application of the rules will not discriminate between user groups based on their political, ideological, religious, or philosophical values.

Events Services is the scheduling authority for the Center for the Arts, the Dottie and Manzel Johns Pioneer Gazebo, Nohr Gallery, and Velzy Commons within Ullsvik Hall. Event Reservations manages reservations for the Markee Pioneer Student Center, but is not the scheduling authority for that facility (see Appendix B of the Use of Facilities and Grounds policy).

Requests for use of facilities and grounds at UW-Platteville Baraboo-Sauk County will be managed by the Administrative Director - Operational Oversight of Baraboo Sauk County.

BACKGROUND

This policy addresses obligations within UWS 21, UWS 18, and UW-Platteville’s Use of Facilities and Grounds policy.

DEFINITIONS

Scheduling Authority – The positions to which the Chancellor has delegated authority to:

coordinate university-directed uses of facilities;
determine whether it is feasible for space to be made available for uses that are not university-related; and
establish written rules for the designated space.

Appendix B of the Use of Facilities and Grounds policy identifies the scheduling authorities for UW-Platteville’s facilities and grounds.

POLICY STATEMENT

University facilities and grounds are owned by the State of Wisconsin and are to be used primarily for purposes of fulfilling the university’s mission of teaching, research, and public service. University facilities and grounds are not available for unrestricted use for other purposes, or by non-university individuals or groups. Institutional space is not owned by any department or program, but rather is assigned by the university to a department or program for its use. The following considerations apply to reservation requests that fall within the scope of the Office of Event Services (the Center for the Arts, the Dottie and Manzel Johns Pioneer Gazebo, Nohr Gallery, and Velzy Commons within Ullsvik Hall):

Advance Scheduling

University departments and organizations may request to schedule the use of university facilities within two years of the event date. Non-university organizations and individual users may request to schedule the use of university facilities within eighteen months of the event date.

The following list of events; critical to the continuation of the University and/or traditional to a college campus are not restricted to the two-year policy.

Critical to the continuation of the university:
- Pioneer Preview
- Paths to Platteville
- New Student Experience
- Welcome Week
- Career Fair
- Commencement
- Homecoming events
- Family Weekend

NOTE: Due to state and university offices being closed on legal holidays, UW-Platteville facilities may not be available for use on those dates unless otherwise noted under special hours of operation.

Responsible Use

The group or individual listed on the event confirmation sheet is responsible for charges and damages caused by its members or by anyone attending the event. A $25 administrative fee may be added to cover damages beyond wear and tear, and for repair and replacement of items. If a group or individual falsifies reservation information, its reservation privileges will be revoked.

Reservations are not confirmed until the appropriate account number, deposit, or purchase order and authorization are obtained.
Deposits and prepayment of estimated charges are required for weddings.
Estimated charges will include equipment, labor, outside rental, taxes, and facility rental costs. Estimates are based upon information provided at the time of your reservation request. Actual charges may differ.
Past due invoices must be paid in full before future events may be held.
All charges are subject to state and local taxes, if applicable.

Cancellations

Organizations no longer needing use of spaces they have reserved are responsible for canceling their reservations in a timely manner, minimally as indicated under the event planning timeline, so other groups can use our facilities.

UW-Platteville groups failing to cancel twice during a semester will lose facility use privileges and will be responsible for any room rentals and incurred charges, if applicable.
Non-university organizations or guests failing to cancel space within the timeline as indicated will be responsible for room rentals and any incurred charges. Groups will forfeit all room deposits as well.
A $25fee is charged to all groups making significant changes less than one week from their event. A $50 fee is charge to groups failing to cancel their reservation.

Reservations may be cancelled by UW-Platteville during inclement weather, force majeure events, and under circumstances outlined in Section 9 of the Use of Facilities and Grounds Policy. When the university cancels an event, the customer incurs no charges. When classes are cancelled but campus remains open (item a. below), the customer may cancel the event without charges, unless the room has already been set up. In this instance, the customer would be charged for labor fees for the setup and strike of the space.

There are three types of weather-related cancellations:

Classes are cancelled, and campus remains open (events are not automatically cancelled)
Classes are cancelled, and the institution is closed to the public: events are automatically cancelled
Classes are cancelled, and the institution is closed to the public and employees: events are automatically cancelled

The Event Reservation staff will make their best effort to inform groups of such required cancellations.

Class Use of Student Centers Facilities

University of Wisconsin - Platteville classes may only use the Markee Pioneer Student Center, Nohr Gallery, and Velzy Commons for special events, such as poster and senior design presentations, not conducted on a regularly scheduled basis. Exceptions may be made to address extraordinary circumstances at the discretion of the chancellor, or designee.

Political Campaign Activities

The University of Wisconsin System provides strict guidelines on the use of campus resources for political campaign activities for employees, students, and recognized student groups. Please note that state law strictly prohibits the use of state-owned buildings for political fundraising.

Extended Hours

Requests for use of facilities beyond established hours of operation are made through the Event Reservations at least ten (10) business days in advance. The reserving group or individual will be responsible for additional cost and charges resulting from such use.

Catering

Due to the university’s policy concerning health licensing restrictions, University Dining Services has exclusive rights to provide food service catering for any event or activity which occurs on University property.

Student organizations may provide prepackaged food items for meetings and events that have a value of $50 or less in the Markee Pioneer Student Center, with prior approval from the Director of Dining Services.
Further exceptions of University Dining Services policies should be directed to the Director of Dining Services.
See the Student Centers Self Catering policy for additional information.

Alcohol Service at Events

Under the authority of the UW System Chapter 18.09(1) and the conditions described in the UW-Platteville Alcohol and Other Drug Policies , organizations may request to have alcohol service as part of their events by completing the alcohol request form which is available on the Event Services SharePoint site here. Completed request forms shall be emailed to eventreservations@uwplatt.edu. Event Services will present the request to the Vice Chancellor for Administration & Finance for consideration and will notify the requestor of the decision in a timely manner.

Ticketed Events

Inquiries for ticketed events are directed to the University Box Office. In both the Center for the Arts and Ullsvik Hall, the University Box Office shall be utilized.

Parking Arrangements

UW-Platteville provides parking on university property and administers the enforcement of parking regulations through the University Police Department. Please let Event Reservations staff know your parking needs when requesting facility use.

Parking along Main Street and Hickory Street, adjacent to Ullsvik Hall, is administered by and enforced by the City of Platteville. Any request for a modified or exclusive parking restrictions, such as load zone only, shall be directed to the University Police Services and the City of Platteville.

Security

Depending upon the nature of the event and logistics involved, Event Services may require uniformed law enforcement and/or security officers for the safety and protection of attendees and property. Events that anticipate more than 250 attendees shall follow the Large Event Advanced Planning (LEAP) process outlined in the Use of Facilities and Grounds Policy.

A safety assessment will be completed for high profile or high-risk events during the initial planning meeting.
The reserving group or individual is responsible for all costs associated with event security, which will be billed as part of the event cost.
Arrangements for event security should be discussed with University staff during the planning process of the event.

Fundraising and Solicitation

To ensure a welcoming environment for the campus community and guests, fundraising and soliciting are restricted to locations designated by Student Center policies.

Reservations of facility space must be made in advance.
Distribution, solicitation, or fundraising will not be allowed away from or outside of the designated space.
Fundraising and solicitation for donations by student organizations require advance approval from the Markee Pioneer Student Center.
Additional policies apply such as the Markee Pioneer Student Center Contact Tables Policy.
Wisconsin state law, Wis. Stat. § 11.1207(3), strictly prohibits use of state facilities for political fundraising.

Right Reserved

The university reserves the right to cancel, delay or change the date and time of any event or activity that will be held on campus property if there are legitimate reasons that warrant this action, such as illness, accident, or a force majeure event, including, but not limited to, acts of God, acts of nature, severe weather, epidemic, pandemic, public health order, quarantine restrictions, acts of the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, and strikes. If such action is taken, the University will notify the sponsoring party or entity as soon as possible prior to the scheduled event, depending on the specific circumstances. The university will also determine whether the situation warrants the reimbursement of any costs or expenses that have been incurred by either the University or sponsoring party or entity.

An event may be cancelled if the university receives credible information that the prior or current statements or conduct of a group that plans to use and/or is using university facilities or grounds are direct to inciting or producing imminent lawless action and are likely to incite or produce such action or that the group has made "true threats" as that term is defined by law against members of the campus community. The determination shall not be made based on the political, ideological, religious, or philosophical values of the user groups.

Additionally, the University reserves the right to do any of the following:

Change room reservations to maximize use of university facilities.
Cancel or alter any reservation or planned event that:
- Violates an institutional policy, University of Wisconsin System or Board policy, or state or federal law.
- Is in direct conflict with the educational mission of UW-Platteville; and/or
- Is deemed to create a threat to the health and safety of the campus community or participants due to the expected number of likely participants and/or the institution’s lack of sufficient security staffing or resources to maintain a safe environment during the event.

Deny service to organizations that have violated federal or state laws, Board of Regent policies, UW-Platteville policies or procedures, or Event Services policies, or are not in good standing with the University.

Event Classification

Events are classified into four categories.

Organizations associated with UW-Platteville where no revenue is produced (UWS 21.03.1)
Organizations associated with UW-Platteville where revenue is produced (UWS 21.03.4)
Organizations not associated with UW-Platteville where no revenue is produced (UWS 21.04.1)
Organizations not associated with UW-Platteville where revenue is produced (UWS 21.04.3)

All organizations, both associated and non-associated, may be required to pay rental charges for use of facilities where revenue is produced. Generally, room rental charges are based on category four, then a discount is applied to categories one, two, and three. These rates are:

100% discount
75% discount
100% discount
No discount.

PROCEDURES

Requests for alcohol at an event requires prior approval using the alcohol request form available on the Event Services SharePoint site here . The customer shall email a completed alcohol request form to eventreservations@uwplatt.edu. Event Services will submit the request to the Vice Chancellor for Administration & Finance for consideration and will notify the requestor of the final decision in a timely manner.

RESPONSIBILITIES

Director of Auxiliary Services: Implements policy provisions outlined herein.

Vice Chancellor for Administration & Finance: Reviews rules established herein, approves requests for alcohol, and approves requests for use of university facilities and grounds as outlined in this policy and the Use of Facility and Grounds policy.

CONTACTS

Those designated to receive questions and feedback on the policy.

Position/Contact	Phone	Email
Executive Director, Auxiliary Services Mike Ernst	608.342.6033	ernstm@uwplatt.edu
Vice Chancellor for Administration & Finance Jana Steinmetz	608.342.6171	steinmetzja@uwplatt.edu

HISTORY

7/25/2018 - UW System legal reviewed existing policy to align with RPD 4-21 and provided minor edits. Revised policy was approved by senior leadership
3/17/2021 - Policy was moved into the university policy template and aligned with the revised Use of Facilities and Grounds policy.
6/3/2024 - Titles and links updated during transition to TDX Knowledgebase

SCHEDULED REVIEW

2025