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Policies & Frequently Asked Questions

Policies & FAQ

Frequently Asked Questions (FAQ's)

  • Registered student organizations, University departments, government agencies, Union members and groups with a University department sponsorship are eligible to use space at Memorial Union and Union South.

    If you have a specific question or concern about your group's eligibility, please contact the Campus Event Services Office. For more information on Wisconsin Union Membership, click here.

  • As a general rule, Campus Event Services does not confirm specific room names at the time a reservation is made. Exceptions may apply to large functions such as wedding receptions and banquets, which are usually scheduled with designated room locations.

    Campus Event Services assigns space according to your estimated attendance and needs. As event plans develop and needs change, this flexible assignment system allows the Campus Event Services Office to accommodate as many requests as possible with the most efficiency. Event organizers and participants should check specific room locations the day of the event on our Today In The Union (TITU) information screens.

  • In most cases, there are no room rental fees at the Union for eligible users when the event is free and open to the University community. As a benefit of membership, Union members are eligible to host occasional social events without a room rental charge. 

    Certain events and room locations are subject to deposits and fees.  For more information on rates & policies, click here.

  • No room rental fees are charged for weddings.  However, the use of the Wisconsin Union's large banquet spaces is contingent upon meeting the pre-tax minimum rates in food and beverage revenue on Fridays, Saturdays and holiday weekends. 

    Additional service fees and deposits may apply.  For more information on rates & policies, click here.

  • In order to have a smooth and functional flow of information, the Union follows the general event planning timeline below.

    Please make a note of critical dates as they apply to your event:

    •    Sound system requests are due a minimum of two weeks prior to the event.
    •    Catering menu selections are due a minimum of two weeks prior to the event.
    •    Guaranteed guest count is due no later than five business days prior to the event.
    •    Market & Cafe and Guest Card orders are due no later than five business days prior to the event.
    •    Audiovisual equipment orders may be modified up to three days prior to the event, pending equipment availability.

  • Memorial Union:
    Parking lot #6 under Helen C. White library and the City of Madison parking ramp on Lake Street are the best parking solutions guests attending an event at the Memorial Union.

    Union South:
    Parking underneath Union South or in lot #17 on Engineering Drive are suggested parking solutions at Union South. Permits for campus parking spaces can be purchased through the UW-Madison Office of Transportation Services. You may contact Special Events Parking at (608) 262-8683.

    See our Parking page for more information.

  • A limited number of guest rooms are available in both Wisconsin Union buildings. Call (608) 263-2600 for information about Memorial Union Club Suites and for the Wisconsin Union Hotel at Union South.

    Please check the Greater Madison Convention and Visitors Bureau web site for additional lodging options in the Madison area.

  • Wisconsin Union members are eligible to host occasional personal social events such as birthday and anniversary celebrations, graduation parties, wedding receptions, and other similar gatherings.

    Wisconsin Union members are not eligible to host or sponsor events at the Union for corporations or private organizations outside the University community or events open to the public. For example, Union members are not allowed to book a space for a company holiday party or for a business meeting.  For more information on Wisconsin Union membership, click here.

  • No outside food or drink is allowed in the rooms. Wisconsin Union Catering is happy to provide excellent quality food and beverages for any event at the Union. 

    Rare exceptions are made for certain types of multicultural events sponsored by student organizations only. Please call or email the Campus Event Services Office for further details.

  • Please notify Campus Event Services of event cancellations in writing via email as soon as possible.

    To avoid responsibility for full catering, equipment and service charges, you must provide five business days’ notice to cancel events requiring food service and three days’ notice to cancel events requiring equipment rental.

  • Orders for catering or A/V equipment can be placed at the time of your reservation. You can also contact a Campus Event Services staff member to help with your catering or A/V selection.

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