Offerings, Pricing & Policies

Layout & Room Setup

Each of our event spaces has a standard set-up that is included in the room rental. Additional functions, layouts, and set-ups are available.

Here are some conventional styles and functions that can be adapted for your group’s event.

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Table Rounds

Table Rounds

Full table rounds with chairs set all the way around the perimeter. 72 inch rounds seat up to 8 people. Can be used for meals or small group discussions. Great for seated dinners in our large ballroom spaces.

Reception

Reception

Standing room only or combined with cocktail tables. Generally setup with buffet style food and beverage or passed hors d’oeuvre.

Conference Square

Conference Square

Rectangular tables set-up in an empty square or boardroom seating with chairs around the entire outer perimeter. This setup works well for large interactive group discussions.

Conference U-Shape

Conference U-Shape

Used for a combination of discussion and presentations. Rectangular tables are placed in a U-formation with chairs surrounding the outer perimeter. Generally used for less than 40 people. This is left open on one end to accommodate a presenter or keynote speaker.

Theater/Lecture

Theater/Lecture

Rows of chairs all facing the presenter. Often used for large lectures or keynote presenters.

Classroom

Classrooms

Rows of rectangular tables and chairs with all chairs facing the presenter. This is the most common setup for classes and some lectures.

 

Dance

Dance

Seating and reception areas surrounding stage or portable dance floor (additional rental).

 

Technology Packages

Many of our spaces already come with built-in AV and technology support integrated into the space and are included with your room rental. We also provide add-on technology and audio-visual equipment options for your event needs. Additional technology fees and surcharges in our Pricing may apply for some services. In addition to hardware, we can also provide you will full-service technical support staff on hand at your event for particularly challenging needs or important streaming conferences.

Hybrid Capabilities and Smart Classroom Upgrades

We are in the process of incorporating more hybrid capabilities as part of our technology offerings to accommodate the ever-changing landscape of in-person and virtual meetings. Ask our team about virtual services.

 

Pricing

Facility Rental Fees

Competitive pricing for our facility space rentals are outlined below and offered at various tiered structures based on your university affiliation.

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External Groups

Public clients, external groups, business organizations not part of the University of Wisconsin or the UW System.

Upper Gulley Program Room, Carson Gulley Center $500.00
Symphony Room, Gordon Event and Dining Center $500.00
Overture Room, Gordon Event and Dining Center $500.00
Concerto Room, Gordon Event and Dining Center $500.00
Sonata Room, Gordon Event and Dining Center $500.00
Each Additional Room at Gordon $200.00
2nd floor cove area at Gordon Event and Dining Center $100.00
Ed Gordon Suite $50.00
Frank Holt Program Room, Frank Holt Center $500.00
Classrooms/Meeting Spaces/Community Spaces $50/ Half day
$100/ Full day
Housing Green Spaces/Fire Pits $0.00

UW Department/UW System

University of Wisconsin-Madison Divisions, Departments, Units; UW System groups; Wisconsin State groups; and Conference Services.
Rental rates includes 40% discount to university constituents.

Upper Gulley Program Room, Carson Gulley Center $300.00
Symphony Room, Gordon Event and Dining Center $300.00
Overture Room, Gordon Event and Dining Center $300.00
Concerto Room, Gordon Event and Dining Center $300.00
Sonata Room, Gordon Event and Dining Center $300.00
Each Additional Room at Gordon $120.00
2nd floor cove area at Gordon Event and Dining Center $60.00
Ed Gordon Suite $30.00
Frank Holt Program Room, Frank Holt Center $300.00
Classrooms/Meeting Spaces/Community Spaces $30/ Half day
$60/ Full day
Housing Green Spaces/Fire Pits $0.00

Student

UW-Madison student groups and Registered Student Organizations (RSOs)
Rental rates includes 70% discount to university student groups.

Upper Gulley Program Room, Carson Gulley Center $150.00
Symphony Room, Gordon Event and Dining Center $150.00
Overture Room, Gordon Event and Dining Center $150.00
Concerto Room, Gordon Event and Dining Center $150.00
Sonata Room, Gordon Event and Dining Center $150.00
Each Additional Room at Gordon $60.00
2nd floor cove area at Gordon Event and Dining Center $30.00
Ed Gordon Suite $15.00
Frank Holt Program Room, Frank Holt Center $150.00
Classrooms/Meeting Spaces/Community Spaces $15/ Half day
$30/ Full day
Housing Green Spaces/Fire Pits $0.00

Additional Meeting Accessories, Equipment Rental, and Fees

A number of spaces are rented with standard set-up and equipment packages. Additional equipment and services may be added to your event or meeting.

External Clients UW System/State Student Rate
Tables
Rounds/6′ foot rectangle/8′ foot rectangle/cocktail
$10.00 $6.00 $3.00
Registration skirted tables $20.00 $12.00 $6.00
Chair/tall chair/bar stools $5.00 $3.00 $1.00

* All linen selections are in white or black only; Additional colors or selections available by order through our third-party vendors and billed separately.

Presentation External Clients UW System/State Student Rate
Laptop computer (PC) $50.00 $30.00 $15.00
LCD projector (portable) $50.00 $30.00 $15.00
Projection screen (portable) $30.00 $18.00 $9.00
Internet
Wireless internet guest access/NetID Included Included Included
Additional Wireless Access Point $100.00 $60.00 $30.00
Audio and Sound
Additional Microphone (wireless, wired, podium, lavalier) $30.00 $18.00 $9.00
Presentation sound system $30.00 $18.00 $9.00
Communication
VoIP Conference phone $25.00 $15.00 $7.00
Power Supply
Extension Cord $5.00 $3.00 $1.00
Power Strip $5.00 $3.00 $1.00
Technical Support
A/V on-site support per hour (M-F business hours) $45.00 $45.00 $45.00
A/V on-site support per hour (After-hours and weekend Pro Staff) $90.00 $90.00 $90.00
A/V on-site support per hour (Student Staff) $15.00 $15.00 $15.00
External Clients UW System/State Student Rate
Additional Podium $30.00 $18.00 $9.00
Easel, flip chart and markers (one set) $15.00 $9.00 $4.00
Paper Pad $20.00 $12.00 $6.00
Whiteboard $15.00 $9.00 $4.00
Table Sign Holders, metal (3″, 11″ or 16″ each) $1.00 $0.60 $0.30
A-Frame Sign $10.00 $6.00 $3.00
Floor Sign Stand $10.00 $6.00 $3.00
External Clients UW System/State Student Rate
Pipe & Drape (black, per 10 foot section) $100.00 $60.00 $30.00
Photo Booth Pipe & Drape (black) $60.00 $36.00 $18.00
Uplights – Large (per light) $10.00 $6.00 $3.00
Uplights – Small (per light) $5.00 $3.00 $1.50
Stanchions (per 2) $15.00 $9.00 $4.00
Stage section (4′ feet x 8′ feet x 16″ inches tall) including stairs and/or ramp $30.00 $18.00 $9.00
Cleaning Penalty Fee External Clients UW System/State Student Rate
Excessive Clean up Fee $25/hour $25/hour $25/hour

 

Extra Staffing Fee Within 14 days Within 7 days Day of Event
Late Set-up/Change Fee $50.00 $100.00 $200.00

Policies

All University Housing facility rentals are subject to UW-System, UW-Madison, State, and local regulation. All University Housing Event Services Terms and Conditions apply. Please review our guidelines and policies outlined below and discuss any questions with your Event Coordinator. Other University or department policies not listed here, may also apply to your event rental.

Division of University Housing Terms and Conditions

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Definitions

Housing Staff – Department or unit that is administratively part of the Division of University Housing.

Campus Academics – UW or UW System Administration department, unit or center that impacts a student’s ability to matriculate (ie: classes, or programs with holds).

Campus Partners – UW or UW System Administration department, unit or center.

Registered Student Organizations (RSOs) – Listed as a student organization with the Center for Leadership and Involvement.

Catered Events – An event that utilizes University Housing Dining and Culinary services for more than just a break service.

Corporate and Outside Agency – An event which is organized or funded by a business entity outside of the University of Wisconsin system.

Housing Conference Groups – Adult and youth residential and commuter programs scheduled through the Division of University Housing for a summer program or conference.

Availability & Reservation Requests

Reservation requests will be accepted on a first come, first served basis within the below timeline (based on event classification):

Housing Summer Conference Groups – as early as 24 months in advance

Housing Staff or Catered Event – as early as 24 months in advance

Corporate and Outside Agency – as early as 12 months in advance

Campus Academics – as early as 12 months in advance

Campus Partners – as early as 10 months in advance

Registered Student Organization – as early as 6 months out

Limited Non-Housing events are hosted at the start of Fall Semester between August 10 – September 10 until after July 1 or between January 10 – February 10 for the start of Spring Semester until after October 1.

Residence Hall Spaces

Space Definitions and Priorities:

Residential Hall Space

Space that is within the Residence Hall living area and commonly used by residents and/or Residence Life Staff. These are not spaces on the first floor of open access buildings.

  • Priority will go to the group living in the space, with no extra fee for the room unless there is a special set up needed.
    1. Exception would be training purposes when there are no residents or guests.
  • These spaces shall, for both Summer and Academic Year, be prioritized by:
    1. Residence Hall Students/ Conference Guests
    2. Residence Life Staff
    3. Housing Division

Non-Residential Hall Space

Space that is in Housing, in which the area is accessed without going through resident living areas.

  • These spaces shall, for the Academic Year, be prioritized by:
    1. Housing staff
    2. Catered Events
    3. Corporate Events
    4. Campus Academics
    5. Campus Partners
    6. Registered Student Organizations (RSO)
  • These spaces shall, for the Summer, be prioritized by:
    1. Conferences (with or without catering)
    2. Housing Division
    3. Catered Events
    4. Corporate Events
    5. Campus Academics
    6. Campus Partners
    7. Registered Student

Reservation Timeline

Space reservations should be made at least 7 days prior to the event with the exception of outdoor events for which reservation requests should be made at least 30 days in advance and catering reservations requests should be made at least 14 days prior to the event.

Building Hours

Events in Non-Residential Hall Space may not start before 8:00am and must end no later than the closing time of the building front desk or dining unit: https://www.housing.wisc.edu/residence-halls/services/desks/

Events during the in Residential Hall Space may not start before 9:00am and must end no later than 11:00pm unless special permission is granted.

Financials

With the exception of the Housing Staff classification, fees apply for all space reservations. Groups will be billed the room reservation fee on their final invoice.

Groups will be financially responsible for any damages or extra cleaning required and may be denied future use of space for this reason.

Any organization, group, department, or office with outstanding financial obligations to the Division of University Housing may be denied use of space.

Cancellations

Catering – Cancellations and/or changes to the reservation must be made at least 14 days in advance to receive a full refund. There are no refunds for cancellations less than 14 days prior to the event.

Non-catering – Cancellations and/or changes to the reservation must be made at least 7 days in advance to receive a full refund. There are no refunds for cancellations less than 7 days prior to the event.

University Apartments – Cancellations and/or changes to the contract must be made at least 14 days in advance to receive a full refund. There are no refunds for space that is reserved but not used.

Weather related cancellations – If the University is closed due to weather conditions, non-Housing events will be cancelled at no charge. The cancellation of Housing events will be handled on a case-by-case basis based on operational need and staff availability. If the University remains open, but the customers would like to cancel the event due to weather conditions, the amount charged to the group will be handled on a case by case basis at the discretion of appropriate University Housing staff/office.

Liability

If the Signatory(s) organization is part of the University, the organization may be responsible to University Housing for property damages or loss caused by the organization’s officers, employees, agents, guests and contractors in connection with their operations, activities, occupancy or use of University Housing premises. If the Signatory(s) organization is not part of the University, it agrees to indemnify and hold harmless, assume liability for and defend, the State of Wisconsin, the Board of Regents of the University of Wisconsin System and their officers, employees and agents, from and against any and all actions, claims, liabilities, assertions of liability, losses, costs and expenses, which in any manner arise or are alleged to have arisen, from the acts, commissions or wrongful conduct of its officers, employees, agents, guests and contractors in connection with their operations, activities, occupancy or use of the University Housing premises. (needs Housing policy)

Outdoor Policy

Academic Year

  • First Priority: Catered events for Housing residents
  • Second Priority: Catered events for non-Housing, university-affiliated customers
  • Third priority: Resident groups or Housing staff events/meetings without food
  • Fourth priority: RSOs and campus departments/office hosting a meeting/event without food.

Summer

  • First priority: University Housing Conference Groups
  • Second priority: Catered events for non-Housing, university-affiliated customers
  • Third priority: Housing staff events/meetings
  • Fourth priority: University departments for official university business

Rain Sites

All requests for outdoor space should secure an appropriate indoor space as a rain/inclement weather back-up location. If this is not feasible due to the nature of the event, Housing staff should communicate with the client, that should the weather or grounds not be suitable for their event, it will be cancelled and may be rescheduled pending availability of space. A deposit for rain site locations on top of the outdoor space reservation would be collected in advance.

Frequency

Only one event per month may be scheduled for the Gordon Dining & Event Center Green Space.

Only one event per month with a tent may be scheduled for the green space adjacent to the north side of Dejope.

Each event is at the approval and discretion of the Director of Residence Hall Facilities or the Associate Director of Residence Hall Facilities.

Activities

Reservation requests for outdoor events should be made at least 30 days in advance to allow time for additional approvals.

Organized sports are not allowed in outdoor areas unless that area was specifically designed for the activity (i.e., basketball on basketball courts, volleyball on volleyball courts, etc.).

No vehicles are allowed on the turf.

Event Alerts

Once an outdoor event has been approved, email reservespace.mailbox@housing.wisc.edu your Event Alert.

Event Services will notify Risk Management, UWPD, Physical Plant and other campus offices (as noted at https://vc.wiscweb.wisc.edu/wp-content/uploads/sites/245/2017/10/G-14.pdf) for programs/events that University Housing is holding outdoors and/or related to the potentially sensitive topics, safety within our environment, security or involving large groups (i.e. anticipate extra traffic/special parking, congestion). This also includes political appearances in our facilities and spaces for state and national campaigns.

Campus needs a minimum of three full business days to process event alerts for approval. Event alerts should be submitted as early as possible.

Tents & Rental Equipment

Groups requesting tents or other rental equipment for outdoor events must work with University Housing to make sure equipment meets Housing’s guidelines.

When rental equipment is needed, the approver will work with DCS or Facilities (as appropriate) to ensure that equipment is appropriate for the space and the space is preserved as best as possible.

The payment to the rental company will be handled on a case by case basis. At times, the customer will pay the company directly and at other times, the company will bill Housing who will in turn bill the customer.

For the Gordon Dining and Event Center and north side of Dejope Hall green space:

Pop-up tents are only allowed on the Gordon Patio and Dejope Terrace. Existing tables and chairs will not be removed from the area.

A stage may be setup on the Gordon Patio and Dejope Terrace for one event/week. No stages on turf.

Tables, chairs, and tents are allowed on the green space. Tables and chairs are allowed for one event/week and tents one event/month. Tents would be placed no longer than 48 hours per event.

Catering equipment is generally on hard surfaces.

University of Wisconsin – Madison Policies and Guidelines

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Facility Use Guidelines - Vice Chancellor for Finance and Administration

G-4 Film/Video/Audio Location and Photo Requests for Commercial Purposes PDF

G-6 Temporary Food Sales in UW Buildings PDF

G-7 Outdoor Banners guidelines – PDF and Banner Request Form – PDF

G-8 Framework for Planning a Public Lecture PDF

G-9 Liability Insurance PDF

G-10 Catering Service PDF

G-11 List of Special Use Facilities PDF

G-13 Terms and Conditions PDF

G-14 Event Alert PDF

G-15 Acknowledgement by University Units and RSO’s on non-UW Revenue PDF

G-16 Sponsorship Addendum to Facility Use Agreement by RSO’s PDF

G-18 Revenue Producing Events in University Facilities and Grounds PDF

G-19 Storage of Materials Outside Buildings and Temporary Utility Hook-Ups PDF

G-22 Temporary Outdoor Art Exhibits on Campus Grounds PDF

G-25 Outdoor Use of Chalk, Paint and Colored Powders PDF

Alcohol Beverage Regulations

Facility Use for Political Purposes