Central Reservations

Union South Closes & Services Relocated!

To make way for a new South Campus Union, Union South has been decommisioned. A temporary Union location called Breese Terrace Union provides meeting rooms and entertainment during construction.

Campus Activities

The Wisconsin Union is proud to assist student organizations and campus departments in presenting programs that are both fun and educational. Whether it's a lecture, a tailgate party, or a dance, we will work with you to make sure everything runs smoothly for your attendees. The information provided in this section will guide you in planning your event.

In this section:

Literature Tables
Lectures
Multicultural Events
Large Social Events
Tailgate Parties
Food & Beverage
Equipment
Outdoor Events

Literature Tables
The purpose of literature tables at Memorial Union is primarily to provide registered student organizations with the opportunity to present their own materials or publications. Materials should be directly related to the student organization's stated purpose. It is understood that a student organization granted the use of a literature table cannot reassign the literature table space to others or permit the use of the space for or by others. The literature tables in Memorial Union are administered according to the following guidelines:

Reservations for literature tables will be made in the Central Reservations Office.
Because of the demand for literature table space, space will be assigned no more than two weeks prior to the event for a maximum period of two days per week. Four (4) literature tables are available for reservation at the Memorial Union.
A sign must be visible at the booth clearly stating the name of the sponsoring organization. Signage is restricted to the size of the literature table front.
A member of the student organization must be present at the literature table throughout the reservation period. Hawking of wares or leafleting in front of the literature table is not allowed.
The organization must confine itself to the space allocated. Posters and other display materials may not be posted on the walls.
Two stools/chairs and one literature table will be provided and must not be moved from the assigned space.
Student organizations sponsoring donation collection, sales, or resale functions will be charged $15.00 per day.
Violation of operational guidelines could result in the suspension of literature table privileges for the student organization.

Lectures
The primary purpose of the University of Wisconsin-Madison is to provide a learning environment in which faculty, staff, and students can discover, examine critically, preserve and transmit the knowledge, wisdom, and values that will help ensure the survival of this and future generations and improve the quality of life for all. At the UW-Madison, learning takes place in many different environments, including classroom learning and out-of-classroom activities. Since the founding of the UW-Madison in 1848 the campus has sponsored thousands of public lectures, which have provided the campus and surrounding communities a forum to vigorously exchange ideas. If planned correctly, public lectures offer the campus and the Madison community a forum to address critical societal issues, which compliment the learning that takes place within the traditional classroom. To successfully organize a public lecture requires considerable planning and assistance from many different campus units. Public lectures can also, at times, be controversial, with speakers discussing an electrifying array of academic, political, social, and economic issues. To help students, staff and faculty successfully plan and deliver a public lecture on campus we offer this "framework for planning a public lecture."

University departments, student organizations and other affiliated groups enrich the community by their sponsorship of these events. Lecture programs that are planned well and structured carefully will have the greatest likelihood of providing an effective platform for the speaker to communicate his or her ideas and for the audience to listen to, critically analyze, and question speakers. The principles implicit in the following "public lecture planning framework" can be found in the now-famous sifting and winnowing statement of 1894: "Whatever may be the limitations which trammel inquiry elsewhere, we believe that the great State University of Wisconsin should ever encourage that continual and fearless sifting and winnowing by which alone the truth can be found."

Framework for Planning a Public Lecture at the University of Wisconsin-Madison

Multi-Cultural Events
In recognition of the diverse needs of many campus organizations, the Union has established guidelines specifically for assisting you with presenting Multicultural and International Events. Please contact our office directly for more information and staff assistance.

Large Social Events
Registered Student Organizations (RSO) are eligible to reserve University Facilities for meetings and events such as performances and dances. There is no rental fee when an event is free and open to the University community.

Central Reservations assigns space according to your estimated attendance and needs. You may request a specific space; this will be honored when possible. Typically, rooms are assigned the day before an event, so please check the "Today In The Union" to find out your exact room assignment.

Large performance and dance spaces available for use include:

Tripp Commons (Memorial Union)
Great Hall (Memorial Union)

The organizer of the event will need to sign a contract regarding the use of the room and safety issues at the time the reservation is made. Please make an appointment with a Central Reservations event planner to review this detailed contract in person. The University of Wisconsin and The Wisconsin Union expect that the RSO submitting a request for facility use will actively participate in all aspects of the event's organization and execution.

Attendance
Events sponsored by RSO's and held in University facilities are limited to students, faculty and staff. Publicity for events must indicate this, and specify that the event is not open to the public.

Tailgate Parties
As you plan your tailgate please note the following guidelines for businesses, agencies and campus organizations:

UW Department sponsorship is required to reserve any tailgate space.
Insurance is required for parking lot reservation.
Menu sheets will be mailed early in the summer so an AM and a PM tailgate menu can be planned.
Menus need to be placed with the Central Reservation Office 3 weeks prior to the selected football game

Outdoor Events
The Central Reservations Office reserves most outdoor space on campus. Campus departments and Registered Student Organizations wishing to reserve outdoor space should complete a Wisconsin Union Campus Outdoor Space Request Form and return it to Central Reservations. The Central Reservations office will then send out an official space request to members of the campus community. It takes a minimum of five business days after the request has been sent out for space requests to be approved or denied. We suggest you put in your request as early as possible as most outdoor spaces are very popular and often booked early. For Run/Walk events, please review the Run/Walk Information on the UW Campus handout. Your event is not approved until you receive a confirmation from the Central Reservation’s Office.

The following outdoor spaces are some of the most popular spaces reserved through the Central Reservations Office:

UW Library Mall
Outdoor spaces between Wisconsin Union facilities and public sidewalks
Lower third of Bascom Hill

Library Mall

The four grassy areas surrounding the fountain, "Library Mall," between Memorial Library and the State Historical Society, serves primarily as a pedestrian thoroughfare for the lower campus. All uses made of the mall must preserve thoroughfare access for pedestrians.
University groups (departments and organizations affiliated with the University) may reserve the Library Mall. All requests for reservations of the Library Mall must be directed to the Central Reservations Office in Memorial Union, 608-262-2511.
The University will not reserve the Library Mall for any selling, peddling, or soliciting activity unless a University department directly sponsors the activity. Monetary transactions must be processed through the sponsoring department's fiscal accounting. Distribution of newspapers or similar printed matter is permissible.
The Library Mall may NOT be reserved for events requiring sound amplification or drumming groups because the adjacent Mall Concourse (cemented areas and podium near the University Bookstore) has appropriate facilities and may be reserved through the City of Madison. Please contact the City Concourse Coordinator at 266-6033 to reserve the city's space.
Due to construction, the Podium (aka State Street Mall) concrete stage area, a popular place for UW students to gather and have rallies and performances, will be unavailable for reservation from August to November 2009. During this construction period, a nearby location at the 700 block of State Street, with electric hook-ups, will be made available for reservation Monday-Friday, 5:00-7:00p.m., and weekends 12:30p.m.-1:30p.m. and 5:00p.m.-7:00p.m. Also, the 800 block of State Street, Murray Street to Park Street, will be reservable; however, no electrical hook-up is available. For information on how to organize a community event in the downtown area, city street or city park, go to: http://www.cityofmadison.com/parks/specEvents.html
University groups may reserve the Library Mall for events that include placing tables, chairs, temporary structures, or display items on the mall provided that the items will not damage the grounds in any way or interfere with other University activities. *Reservations for displays or other continuous events on the Library Mall ordinarily will be limited to two consecutive days. Displays may be up between 6 AM and 6 PM only. No overnight activity unless with prior approval.

Bascom Hill
Your organization may reserve display space for signs, banners and other temporary display items on the bottom one-third of the hill; reservations are confirmed for one-day displays in this zone. The use of any other portion of Bascom Hill for such displays is not permitted.

Space may be reserved for one day only between the hours of 6:00 AM and 6:00 PM. A maximum of three separate assignments per academic year may be made by any Registered Student Organization or University department/agency.
Display items, e.g., signs, weighted balloons and other temporary installations must be free standing. Small staking is permissible.
Use must also comply with UWS18 and other applicable regulations.
Protection of display items is not guaranteed by the UW-Madison. Any costs associated with security for display items, clean up, or other special costs shall be the responsibility of the organization.

Picnic Point
Reserving a fire pit on Picnic Point is done through the CARS Office at the Physical Plant. The phone number is 608-263-3333. Firewood can be delivered to the site from Physical Plant, however please note the following considerations:

The wood is not covered, so it may be wet before your group arrives.
Other fire pit users could use the wood if you arrive late to your site.
You must reserve firewood a minimum of 3 days in advance to ensure delivery.

Please follow these guidelines for events at Picnic Point:

There are no tables, so bring picnic blankets.
No dogs are allowed
No alcohol is allowed
No camping is permitted
The event cannot go past 10 PM

All the signs and banners placed outside on designated areas have to be free standing.

Food & Beverage
The Wisconsin Union Catering and Deli Department offer a wide variety of menu and service options. Please refer to our Catering website or Deli take-out menu for details.

Equipment
Audio/visual equipment is available in our buildings for a nominal rental fee. Please refer to the 'Equipment' section of this web site for available items and rental prices. Please note that payment for equipment is required at the time you place your order.

No sound equipment is available for use by DJ's or bands. Equipment needed for DJ's or bands must be provided by the organizer, and cannot be plugged into the Union's house sound system. The music level cannot be higher then 104 decibels at any time. Building services staff will check the music level periodically.

Wisconsin Union Central Reservations
2nd Floor, Memorial Union | (608) 262-2511 | centralreso@union.wisc.edu

Wisconsin Union - Experiences for a Lifetime

Meetings and Conference Services

Union South Closes & Services Relocated!

Campus Activities