Education Building Reservable Space Use Guidelines

Rationale/Purpose of the Guideline

The School of Education (SoE) recognizes its commitment to the requests and requirements for the use of reservable space within its departmental allocation by the faculty staff and students of the school and wider university community. This guideline is intended to guide reservations of Education Building spaces.

Definitions

Conference room	A reservable space equipped with tables and chairs. These spaces are available to all departments within the facility and used primarily for staff meetings and departmental operations. i.e. L138, 154, 159, 198, 245, 291, 299, 445, 452A, 452B
Departmental Meeting Room	A reservable space equipped with tables and chairs. These spaces are available for a specific department within the facility and used primarily for departmental meetings and operations. i.e. L259 suite, 290, 298, 340, 327, 377G, 427
Common Areas	Hallways, corridors, the north plaza, and the third-floor deck.
Campus Partners	Faculty and or Staff from Schools, Colleges, and Divisions other than the School of Education. This is anyone whose unit, group, or department does not report up through the School of Education Dean. This also includes groups from other UW system Institutions and Administration.
Event Sponsor	An Individual representing a SoE academic or administrative department, or appropriate delegate, who organizes, manages, and oversees an event. This individual is the main point of contact for the event, is present throughout the event’s duration, and may have support responsibilities including but not limited to locking/unlocking a space, receiving catering deliveries, etc.
Timetable Courses	For credit courses, scheduled by the registrar’s office and scheduled to meet in a specific location one or more times per week.
Event	Reception, Lecture, poster fair, or conference that occurs once or in a limited series.
Special Event	Reception, Lecture, poster fair, or conference that occurs once or in a limited series, and that involves VIPs and or is arranged by the Dean’s Office i.e Board of Visitors, Campus or Government officials.
Meeting	A single or regular gathering of SoE personnel to conduct routine departmental operations.
Reservation	A contract between SoE Building Services and another party over the use of a SoE space or spaces, at an agreed upon date and time, and in some instances for an agreed upon fee.
Booking	A specific component of a wider reservation, for an individual space or instance.
Custom Setup	Non-standard event requests that require additional planning or furniture configurations that are unique to the request. Site meetings are expected with Building Services prior to confirming reservations. Additional fees may be charged.

Guideline Details

General Guidelines
1. Education Building spaces are reserved on a first-come first-served basis by School of Education Faculty, Staff, and Students for:
  1. SoE departmental programming and operations
  2. SoE special events
  3. Campus events sponsored by SoE departments
2. Conference rooms at the Education building are not available for regular credit instruction.
  1. Conference rooms can be requested for special events related to a course (i.e. – guest speakers, special activities), but they may not be used as the primary course location for regular instruction.
  2. Timetable courses may only be held in General Assignment Classrooms or departmental meeting rooms of the program providing the course.
3. Common areas cannot be reserved for events.
4. Facilities, AV, and IT support are provided to Education Building reservable spaces during normal operating hours: 8am – 5pm, Monday – Friday.
  1. If onsite AV assistance is desired during your event must, this must be coordinated at least two weeks in advance to ensure staff availability.
  2. Support may be available during nights and weekends for special requests.
  3. Availability may be limited, and not all requests can be accommodated.
  4. Contact MERIT support to learn more about IT/AV service fees.
5. Conference rooms may be used for drop-in use when the space is not reserved. If two parties are present in a reservable space, the party with an active reservation will have priority.
6. Building Services reserves the right to deny requests due to scheduling conflicts, resource availability, and other operational constraints.
7. The Dean’s Office and Building Services reserve the right to cancel scheduled events during exceptional circumstances to support emergency operations or due to other operational constraints. If a group’s event is cancelled by Dean’s Office or Business Services, the group that reserved the event will not be charged.
8. Building hours vary with the academic calendar, and winter/summer break hours are reduced. Events with access needs outside of posted hours can request adjustments to building schedules.
9. Non-compliance with School- and campus-wide policies may result in the loss of access to the reservation system.
Room Setup Options
1. A focused selection of event setups is provided for large event spaces within the Education Building.
2. Standard Set ups include:
  1. Morgridge Commons
    1. Standard Lounge
    2. Lecture
    3. Reception
    4. Poster Fair
  2. The Wisconsin Idea Room
    1. Standard Seminar
    2. Lecture
    3. Board Room U
    4. Board Room Square
    5. Poster Fair
  3. All other reservable spaces have static setups and are offered and supported as is.
3. Requests which do not conform to one of the above layouts require the approval of Building Services and will incur a custom event cost.
Reservations
1. School of Education employees are authorized to create Education Building reservations through the school’s scheduling system, located at https://education.ems.wisc.edu/
2. A space is not reserved until the reservation contact has received an email confirming the reservation.
3. Changes to a confirmed reservation require approval from Building Services.
4. Campus partners may not request Education Building spaces and are advised to seek sponsorship from a SoE department if they are interested in utilizing reservable space within the Education Building.
5. Building Services does not offer event planning services. If an event requestor requires services beyond an initial reservation and event set up support, (e.g., questions about individual locations, capabilities, or event programming), we encourage them to inquire with one of the SoE’s event management operations:
  1. Communications & Advancement
  2. Professional Learning and Community Education (PLACE)
6. Please submit cancellations via email to buildingservices@request.education.wisc.edu.
7. An event is not considered canceled until the requestor has received an email confirming the cancellation.
8. Cancellations occurring less than 3 business days before an event may incur cancellation fees.
Non-SoE Events
1. Any non-SoE campus group interested in booking a SoE meeting room must first obtain sponsorship from a SoE department.
2. SoE departments that sponsor another campus unit for an event will appoint an event host who:
  1. Is from the SoE Department sponsoring the event.
  2. Serves as the event’s main Point of Contact before and during the event.
  3. Are present for the entirety of the event.
  4. Are responsible for returning the space to the condition in which it was found.
  5. Depending on location, sponsors may be responsible for locking space or equipment up for the night.
3. Building Services reserves the right to deny requests to operational constraints including but not limited to scheduling conflicts, staff or resource availability, or time of year.
4. Registered Student Organizations are required to coordinate with campus event services available on the Student Organization Resource and Guideline guide: https://guide.cfli.wisc.edu/reserving-space/
Service Rates and Fees
1. Cancellations occurring less than three (3) business days out from an event will incur a $50.00 cancellation fee per booking and may incur fees up to and including 100% of the event charges.
2. A change order fee of $50.00 may be charged for material changes to event setups or requirements less than five (5) business days before an event.
3. Custom set up fees of $500.00 may be charged for requests which deviate from standard setups included in the provided menu.
4. All users are required to comply with the established room standards, which are posted in each space.
5. Event rates are dictated by the SoE Event pricing schedule Education Building Event Rates.
Reservable Spaces
1. Some Education Building spaces require additional permission to reserve or may require reservations that are mediated by Building Services. These are spaces which have dedicated purposes, require complex set-ups, or are in high profile locations.
2. Departmental meeting rooms can be reserved by other departments with the endorsement of the intended department (i.e. C&A using the EPS departmental meeting room).
3. Wisconsin Idea Room requests are subject to review by Building Services. Please note that this space is not able to support all event types.
4. Morgridge Commons requests are subject to review by Building Services, Please note that this space is not able to support most event types.
5. The North Plaza and Third Floor Deck are common areas and not supported for meetings and events. These locations are only available for use “as is”. Furniture relocations and additional services are not provided.
Catering
1. Food, alcohol, and catering are permitted at Education Building Events.
2. Event organizers must contact the Wisconsin Union or University Housing for catering events.
3. If the Union or University Housing is not available to support the event, the requestor may contact an outside vendor.
4. All outside vendors who perform catering services on campus must have a City of Madison Catering License and an insurance certificate with high-risk limits per University Requirements.
5. Campus policies and permit applications can be found below:
  1. Alcohol Permit application https://www.uhs.wisc.edu/alcoholpermit/
  2. Alcohol Campus Policy https://policy.wisc.edu/library/UW-6003
  3. Catering Campus Policy https://policy.wisc.edu/library/UW-2045
Filming & Photography
1. Events that involve the capture and production of recorded media must follow the established university policies linked below
  1. Photography https://policy.wisc.edu/library/UW-203
  2. Film, Television, Commercial prod. https://policy.wisc.edu/library/UW-202
  3. UW Talent Release https://policy.wisc.edu/attachments/UW-203/UWTalentRelease.pdf