Event Planning

The Dreyfus University Center Concourse tables, including the Pergola area near the main entrance and banner space are reserved through the Campus Reservations Office. Table usage is designated for staffed solicitation (member of reserving organization must be present).

1.      Concourse reservation tables (including the DUC Pergola) or banner space must be reserved by a recognized student organization or a University department.

2.      A member of the organization or department must be present at the table all times that solicitation takes place.

3.      Any student organization reserving space for sales purposes, must also apply for a sales registration permit from the Campus Activities and Student Engagement Office. Campus Departments must follow all cash handling rules as directed by the UWSP Controller. If food or beverages are a part of the sale, a waiver from Dining and Summer Conferences must also be obtained. It is the responsibility of the sponsoring organization to see that these approvals have been received PRIOR to any sales taking place.

4.      An organization is limited to one table per reservation date.

5.      An organization may have a reservation for a maximum of five days only, excluding Saturday and Sunday. A new reservation may not be made until the last day of a current reservation.

6.      The University Centers is not responsible for posters, banners, or printed materials left in the concourse area.

7.      Individuals staffing a concourse table must remain behind the designated table (as outlined by the purple carpet in the DUC) and are not allowed to approach individuals walking through the concourse. This policy will be posted in the concourse spaces and sent to individuals reserving these spaces.

• Snacks, coffee breaks, meals and other food service can be catered to meeting rooms, although most academic rooms have food restrictions. All food and beverages for group functions that are consumed in campus buildings, (with the exception of CPS Cafeteria, athletic concessions, and residence halls), must be provided by the University Dining Services, and arranged directly with them. 
  
  
• If beer or other alcohol is desired at a meeting or event, alcohol approval must be granted by University Dining Services according to alcohol-use guidelines. This approval is required before University Food Service can serve any alcohol, and they are the sole server of catered alcohol anywhere on the UW-Stevens Point campus.
  
  
• Student organizations wishing to sell food items on-campus must complete one of the following forms.
 
• Food Sales Permit & Liability Waiver​​

(for use if requesting permission from UDS to sell food on-campus)
 
• Liability Waiver [Food]
  (for use if bringing non-UDS catered food to campus)
  
  
• Any University department or student organization can reserve space for sales pur­poses, but must secure a sales regist­ration form from the Student Involvement and Employment Of­fice, as well as a waiver from Food Ser­vice if food or bever­age is in­volved.
  
  
• A/V AND TECHNOLOGY USE POLICY:
  
  It is the sponsoring organization’s responsibility to notify the Campus Reservations Office whenever A/V or technology in academic classrooms will be used or will be needed a minimum of one week in advance of the program. Campus Reservation Office can advise which rooms have suitable A/V and technology and which rooms have no technology at all. COMPUTER-BASED TECHNOLOGY IN ROOMS IS ONLY ACCESSIBLE TO PERSONS WHO HAVE A VALID UW-Stevens Point NETWORK LOGON ID. PERSONS WITHOUT A VALID UW-Stevens Point NETWORK LOGON ARE SHOULD CONTACT THE INFORMATION TECHNOLOGY HELP DESK A MINIMUM OF ONE WEEK PRIOR TO THE DATE OF THE EVENT TO MAKE ARRANGEMENTS TO OBTAIN A GUEST NETWORK ACCOUNT.
  
  There is no charge for the use of existing A/V and technology equipment in academic classrooms, however equipment usage policies vary by room. A/V and technology equipment such as TV/VCRs, overhead projectors, etc. is available for use without assistance in some academic classrooms. However, many rooms on campus have locked technology cabinets which may only be accessed by a UW-Stevens Point faculty member who is knowledgeable in the use of the technology or by hiring a technician from the Program Services Office. Only UW-Stevens Point faculty, staff, and Program Services technicians are allowed to check out keys to those cabinets and monitor the equipment’s usage. Faculty and UW-Stevens Point staff wanting to use the technology in rooms with locked cabinets must make that request through Campus & Reservations to be connected with either Information Technology support staff or a Program Services technician (depending on the room) in order to be trained on proper use of the equipment.​​

The operation of a concession or sale of goods on this campus by any student group is subject to the review of the Student Involvement and Employment Office.  Any sales sponsored by a UW-Stevens Point Department, must follow all State of Wisconsin Statutes. 

If food or beverages are to be part of the sale, a waiver from University Dining Services must also be obtained in addition to any sales registration permit.

It is the responsibility of the sponsoring organization to see that these approvals have been received PRIOR to any sales taking place.

• Decorations should be freestanding, or floor and table arrangements.
• Decorations are not to be taped, glued, or tacked to a wall, window, ceiling, or floor surface. Poster putty is allowed. (Exception to this is that items may be taped to the brick wall in Laird Room.)
• Easels can be provided for an event to accommodate decorating and can be reserved through Campus Reservations.
• Balloons must be secured at all times on the DUC Concourse and in the Alumni Room. Unsecured balloons can potentially set off the building fire alarms system, and may result in a fine from the SPFD.
• Glitter, confetti, or sand is not allowed. Clean up for these items will be billed to the user of the space at $25.00 per hour with a four-hour minimum.
• Decorating supplies, set up and tear down are responsibility of sponsoring organization/group.
• In compliance with the UW System Risk Management requirements, candles are allowed in the University Centers only for catered events with approval of University Dining Services. Candles are only allowed for non-catered events for ceremonial or religious purposes and only with pre-approval.

Requests for a UW-Stevens Point sponsored event must come from an individual that is either:

• An official member of the recognized student organization officers listed on the SIEO Student Organization Database
• A paid staff person from a UW-Stevens Point Department.

Recognized student organizations or campus departments may not reserve space for other organizations for the purpose of lower rates. The organization or department sponsoring the event must be primarily responsible for planning, implementing, attending and financing the event. The Director of the University Centers or his/her designee reserves the right to evaluate and make final determination of appropriate rates. Violations will result in suspension of reservation privileges.​