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Large Space Lottery for UW-Madison Student Groups - Fall 2023

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Large Space Lottery for UW-Madison Student Groups - Fall 2023

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Wednesday, April 19
4 - 7 pm (Register for the lottery from 4-5 p.m.; Drawing starts a 5 p.m.)
Memorial Union | Register in Profile Room, event in Tripp Commons (Both on Second Floor)
Cost: Free
Registered Student Organizations can enter to reserve a large room space at the Union for fall 2023 semester.

Reserve Space for Fall 2023 Events

The Registered Student Organization (RSO) Lottery is where RSOs can enter to reserve a Wisconsin Union large room space on a Thursday, Friday, or Saturday evening. These large spaces can accommodate a dance or social event. 

On Wednesday, April 19, the Campus Event Services Office will be hosting our Fall 2023 Large Space Lottery for Registered Student Organizations in Tripp Commons at Memorial Union. From 4 PM to 5 PM, students will register in the Profile Room, and from 5 PM to 7 PM, we will draw group names. During this lottery, groups will have the opportunity to book a banquet space for a large event on a weekend during the fall semester. Additionally, we will have folks available to answer questions or provide resource materials related to the following topics:

  • CESO - Using the website to request event space, event planning questions, all general questions related to event space
  • Catering – policies, due dates, custom menus, bar requests, culturally relevant menu options, potlucks
  • AV – audiovisual equipment requests, DJ requests, musical events, stage requests
  • RSO Pre-Event meetings, risk assessments, event security, building manager pre-event walkthrough
  • RSO policy questions, registration questions, general support, grants
  • Student Print – resources/offerings
  • WUD – partnership opportunities, late night grant

Space lottery tickets will be given to representatives from each group who sign up at the event, and then groups will be called in the order in which tickets are chosen. When a group is chosen, they can pick from a list of available dates. When a group picks a date, it is entered by an event planner and we move on to the next group until all available dates are filled or we run out of groups.

The group representative will be the main contact for the reservation, and should come prepared to provide contact information and with a date or dates in mind. Groups may only receive up to one date.

Good luck!

________

Additional details:

  • No advance reservation is required for RSOs to attend the lottery.
  • Lottery registration will be held in the Profile Room from 4-5 PM. We will begin drawing tickets promptly at 5 PM. Any group arriving after 5 PM may have the opportunity to book space only if spaces are available, after every group who arrived to register has had the opportunity to book.
  • Registered Student Organization (RSO) status will be confirmed in WIN on the evening of the lottery. Groups who are not in active status in WIN will not be permitted to reserve space that evening and will need to confirm their status through Center for Leadership & Involvement (CfLI) prior to being permitted to reserve space.
  • This lottery is for social events for 50 people or more in Great Hall (Memorial Union), Tripp Commons (Memorial Union), or sections of Varsity Hall (Union South) on Thursdays, Fridays, and Saturdays from 8 PM to 12 AM. Groups who would like daytime events must contact us after the RSO Lottery date to inquire about available space. We will not be able to book outside of the 8 PM to 12 AM time slot on this evening.
  • Groups will only be booking a date during the lottery. Additional information on planning their event will be provided via email following the lottery.
  • Campus Event Services (CESO) staff will be on hand to answer questions about Wisconsin Union event reservations, catering, event operations, StudentPrint on-campus printing, and Wisconsin Union Directorate partnership opportunities.

Questions may be directed to events@union.wisc.edu.

And for more information about Wisconsin Union’s CESO services, visit https://union.wisc.edu/host-your-event/meetings-and-events/.

 

Reserve Space for Fall 2023 Events

The Registered Student Organization (RSO) Lottery is where RSOs can enter to reserve a Wisconsin Union large room space on a Thursday, Friday, or Saturday evening. These large spaces can accommodate a dance or social event. 

On Wednesday, April 19, the Campus Event Services Office will be hosting our Fall 2023 Large Space Lottery for Registered Student Organizations in Tripp Commons at Memorial Union. From 4 PM to 5 PM, students will register in the Profile Room, and from 5 PM to 7 PM, we will draw group names. During this lottery, groups will have the opportunity to book a banquet space for a large event on a weekend during the fall semester. Additionally, we will have folks available to answer questions or provide resource materials related to the following topics:

  • CESO - Using the website to request event space, event planning questions, all general questions related to event space
  • Catering – policies, due dates, custom menus, bar requests, culturally relevant menu options, potlucks
  • AV – audiovisual equipment requests, DJ requests, musical events, stage requests
  • RSO Pre-Event meetings, risk assessments, event security, building manager pre-event walkthrough
  • RSO policy questions, registration questions, general support, grants
  • Student Print – resources/offerings
  • WUD – partnership opportunities, late night grant

Space lottery tickets will be given to representatives from each group who sign up at the event, and then groups will be called in the order in which tickets are chosen. When a group is chosen, they can pick from a list of available dates. When a group picks a date, it is entered by an event planner and we move on to the next group until all available dates are filled or we run out of groups.

The group representative will be the main contact for the reservation, and should come prepared to provide contact information and with a date or dates in mind. Groups may only receive up to one date.

Good luck!

________

Additional details:

  • No advance reservation is required for RSOs to attend the lottery.
  • Lottery registration will be held in the Profile Room from 4-5 PM. We will begin drawing tickets promptly at 5 PM. Any group arriving after 5 PM may have the opportunity to book space only if spaces are available, after every group who arrived to register has had the opportunity to book.
  • Registered Student Organization (RSO) status will be confirmed in WIN on the evening of the lottery. Groups who are not in active status in WIN will not be permitted to reserve space that evening and will need to confirm their status through Center for Leadership & Involvement (CfLI) prior to being permitted to reserve space.
  • This lottery is for social events for 50 people or more in Great Hall (Memorial Union), Tripp Commons (Memorial Union), or sections of Varsity Hall (Union South) on Thursdays, Fridays, and Saturdays from 8 PM to 12 AM. Groups who would like daytime events must contact us after the RSO Lottery date to inquire about available space. We will not be able to book outside of the 8 PM to 12 AM time slot on this evening.
  • Groups will only be booking a date during the lottery. Additional information on planning their event will be provided via email following the lottery.
  • Campus Event Services (CESO) staff will be on hand to answer questions about Wisconsin Union event reservations, catering, event operations, StudentPrint on-campus printing, and Wisconsin Union Directorate partnership opportunities.

Questions may be directed to events@union.wisc.edu.

And for more information about Wisconsin Union’s CESO services, visit https://union.wisc.edu/host-your-event/meetings-and-events/.

 

Presented by:

Wisconsin Union Campus Event Services Logo

Wisconsin Union Campus Event Services

events@union.wisc.edu
608-262-2511

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