UC and Dining Hall Facility Use (Policy #1250)

The James R. Connor University Center’s (UC) mission is “As the heart of the campus experience, the University Center contributes to each Warhawk’s unique educational journey through student-centered environments, programs, events, and services.” The UC is predominantly funded through Student Segregated Fees, and with that purpose and funding in mind, the following policy has been developed and approved.

Executive Director of the University Center

This policy applies to the interior and related exteriors of the University Center, Drumlin, and Esker unless otherwise noted and is referred to as UC. Generally, equipment and support outlined within this document are not available for use beyond the noted facilities.

UW-W students, faculty/staff, and other sponsors will be responsible for the actions of their guests. The University and UC reserves the right to:

1. Prioritize reserving of space as outlined in this policy
2. Assess charges to reservation sponsors for space use, technical equipment, and support based on sponsor types and applicable use fees
3. Restrict the future use of UC Facilities by the sponsor as allowed by University policy
4. Enforce any applicable institutional, Universities of Wisconsin or state of Wisconsin policies or laws

A. Policy Review and Revision

A Facilities Advisory Committee, chaired by the UC Assistant Director Building Operations or their designee, will meet each November, or more often as necessary, to review the Policy. Changes to the process or policy cannot be made without both Committee and administrative approvals. The University Center Advisory Board will be asked to review. If changes are needed to the policy, the chair will call a meeting of the committee to discuss the proposed changes and ramifications. The Committee will consist of:

1. Staff Representatives: UC Executive Director (designee), UC Assistant Director Building Operations, UC Building Operations Manager, Student Activities & Involvement (UC)
2. Student Representatives: Whitewater Student Government, UC Building Manager, and UC Live or UC student employee representative

B. Policy Exception

As the UC serves our campus in unique ways, this policy cannot reflect guidelines for every type of use/service. Because of the commitment to making events as successful as possible, limited exceptions may be granted on a case-by-case basis. Any deviation from existing services as outlined in this document must be reviewed with and approved by the Assistant Director Building Operations. Any exempt activities must still complete the required reservations and advising processes as applicable.

Sponsors who believe their use is not included in the scope of this policy must request a meeting with the Assistant Director Building Operations as soon as possible. 

Sponsors that are considered exempt and do not have to submit an exception request are:

1. Any unit of the UC including UC Live
2. Chancellor’s office
3. Any activities defined by a formal memorandum of agreement. 

C. Sponsors Defined

Sponsors refer to those requesting use of spaces and are considered the event planners. A sponsor will directly benefit from the event and is responsible for the actions of guests. All sponsoring organizations, departments, offices, private, or corporate users agree to abide by all University policies and procedures. The right to reserve space is a privilege; all policies and procedures will be enforced.

Private and Corporate Sponsors, through the process of reserving UC Facilities, agree to hold harmless and indemnify University of Wisconsin Whitewater, Universities of Wisconsin, and their Agents. Private and corporate sponsors are responsible for damages incurred. 

D. Categorization of Sponsors

1. Recognized Student Organizations and University Departments/Offices Sponsors
   1. Recognized Student Organization is defined as: A recognized student organization is a group which has completed the steps and been recognized by the University. Only registered officers or their designee, of recognized student organizations may place a request for space reservation.
   2. University Departments/Office/Governance Sponsors includes the following: colleges, schools, divisions, and administrative offices of UW Whitewater, except for events coordinated by Continuing Education Services.
2. Private/Corporate Use (Conferences, Wedding Receptions, Proms, etc.) UC facilities may be utilized for wedding receptions, private parties, high school proms, etc. provided such events are held in accordance with applicable regulations as set forth in this document and comply with all University policy and contracts.

E. Facility Use

1. Reservation Method
   1. Reservations for the use of UC facilities by Recognized Student Organizations, University Departments or Private or Corporate Entities must be placed with the Building Operations Office in the UC, room 253. The Reservations Office also has the authority as granted by the Facilities and Grounds Policy (https://www.uww.edu/policies/facilities-and-grounds-policy) to reserve academic instructional space.
2. Prioritization of Use
   1. Student use will be considered first. Beyond that criterion, the following will be taken into consideration for all sponsors:
      1. Attendance appropriate to the facility
      2. Campus-wide recurring events that impact students
      3. Catered events and facilitate student recruitment and retention
      4. Recent misuse of facilities
3. Use Fees
   1. Room setups and required equipment fees will be assessed to sponsors in accordance with the Addenda A Rental Rates and B Equipment List. Additional charges will be assessed for services, equipment, and room setups which require custodial or staff assistance beyond what is normally and routinely provided by the UC. Quotes will be provided in advance of the event.
4. Finalizing Reservations
   1. Any reservations for UC spaces shall be considered tentative until all appropriate forms and advising have been completed and approved. Sponsors will receive an email confirming their reservation.
      
5. Audio/Visual and Lighting Equipment
   1. The UC offers a wide range of audio/visual and lighting equipment to enhance events. Audio/Video (A/V) and lighting packages are available at an additional charge. (See Addendum B). Equipment can be reserved through UC Reservations. UC staff may be available to assist with supplemental A/V and lighting equipment needs or answer any questions on the day of the event.
      
6. Sponsor-Provided Equipment
   1. Sponsors may bring in their own A/V and Lighting equipment but will not be supported by UC staff. Prior approval is required for third-party A/V & Lighting equipment to be connected to UC in house A/V & Lighting systems. The UC Building Operations Manager will consider requests received at least 10 business days in advance. Additional labor charges will apply and will be quoted at the time of the request. 
7. On/Off-Campus Use of Equipment
   1. Any use of equipment of the James R. Connor UC is intended for use only inside of the UC. Equipment will be available for use outside of the UC (both on campus and off campus) only as available after all operational needs have been met. These special requests will be approved by the UC Building Operations Office, on a request-by-request basis. These requests will be quoted at the time of request and may incur a charge to the requestor. The UC does not provide labor or technical support for any equipment used outside of the UC. Furthermore, the user must return equipment in the condition it was checked out in, or fees may be assessed to repair/replace equipment.
8. Catering
   1. Catering services are provided exclusively by a campus contracted vendor. Exceptions to this contract may be made by the Executive Director of the UC if warranted. Arrangements for catering services must be made with the Catering Office after tentative space reservations have been completed. See the UWW Dining Services Catering Policy.
9. Alcohol Service
   1. All alcoholic beverages must be served by the exclusive campus contracted vendor per the Alcohol Beverage Policy.
10. Regular UC Facility Hours
    1. Building hours will vary during breaks and final exam periods. See Addendum C for extended hour requests.
       1. Typical Academic Hours
          1. Monday - Friday: 7:00 a.m. - 11:00 p.m.
          2. Saturday: 9:00 a.m. - 11:00 p.m.
          3. Sunday: 11:00 a.m. - 11:00 p.m.
       2. Typical Academic Break Hours
          1. Monday - Friday: 7:00 a.m. - 4:30 p.m.
          2. Saturday: Closed
          3. Sunday: Closed
    2. Current UC Building Hours can be found here: uww.edu/uc/about-the-uc
11. University Center Closings
    1. The Executive Director of the University Center has the authority to close the UC for reservation or in its entirety as they deem necessary. Appropriate signage and communication will be provided. 
       
12. Reservation No-Shows
    1. Repetitive non-use of confirmed reservations may result in University Center reservation modifications (up to and including cancellations). Determinations will be made by the UC Assistant Director of Building Operations. 

F. Billing and Payments

While the UC does all that it can to facilitate the use of the building and its resources, some sponsors or events will incur charges as outlined in the remainder of this policy and addenda. Those sponsors will be issued an estimate when completing event advising and then will receive, via email, an itemized bill no more than 14 days post event. For catering, billing is a separate process through University Dining Services.

1. Post-Reservation Additional Fees
   1. Additional Cleaning
      1. Fees may be charged for additional labor needed for extra cleaning due to use of paint, glitter, mylar cutouts, confetti, wax, etc. at a rate of $25/hour. 
   2. Repair and Replacement
      1. Sponsors reserving UC facilities and adjacent spaces will, without exception, be responsible for the room and its contents, including all furniture, fixtures and portable equipment. If any UC property is lost or damaged the Sponsor will be liable for financial restitution. If significant damage occurs to the facility or equipment, the Sponsor will receive detailed damages information in the billing email. 
2. Payment
   1. The UC will use University billing required processes at the direction of the UC Assistant Director of Building Operations Payment terms are notated on invoices. Payment will be accepted in the form of check, cashier’s check, or org code chargeback. 
      
3. Late and Nonpayment of Fees
   1. Sponsors delinquent in the payment of applicable charges will be temporarily denied the use of UC facilities and services until such time as all past due accounts are paid in full. Continued delinquency will be forwarded to collections, Student Organization Misconduct process and/or the Provost’s Office. 
      

University Center Policies Page

UW-Whitewater Policy Library

Addendum A: Room Rental Rate

Addendum B: Equipment Use

Addendum C: Building Hours

Events (Policy #1201)

Facilities Planning & Management (FP&M) (tables, generators)

Community Engagement Center (event spaces)

Young Auditorium (auditorium, Kachel Center, terrace)

First Approved: April 19, 2024

Questions regarding the interpretation of this policy should be directed to:

Executive Director of the University Center

Phone: 262-472-1656

Email: meldonia@uww.edu