Hosting Meetings

This guide was developed to assist you with the logistical aspects of hosting a meeting.  CFL does not have staff to assist with large meeting logistics so if you are writing a grant to host a large meeting that will require assistance, be sure to include that in your budget.  Review this link for important planning information and for a list of Conference Services Departments on Campus for meeting/events:  https://businessservices.wisc.edu/purchasing/planning-an-uw-event/

Meeting Space

On-campus facilities include: Union South, Memorial Union, Pyle Center, Lowell Center, Discovery Building, and Gordon Commons.  Refer to the catering policy (link below). Meeting rooms are available (no charge) at UW-Madison Conference Centers, which includes The Lowell Center and The Pyle Center, and the Wisconsin Union. Rms 220 and 320 at The Pyle Center are particularly nice if your group is small enough. They overlook Lake Mendota. Note that you cannot bring food into these places. Either dine out or UW cater in.

Grainger Hall (Wisconsin School of Business) also has meeting rooms available, but they do charge for both rooms and catering (again, you cannot bring in your own food).

The Registrar’s office of Curricular Services can also schedule rooms that are managed by the campus class scheduling system.

There are some local conference rooms within various departments within the College of Letters and Science.  Library and Information Studies has control of a few rooms in HC White, and Economics schedules the Sewell Room on the top of Social Sciences building.  These rooms are not advertised, and are generally difficult to schedule (busy schedules).  See Kelly to assist in scheduling space.

If you’re looking for a venue in central Wisconsin, check with UW-Stevens Point’s Schmeeckle Reserve. https://www.uwsp.edu/cnr-ap/schmeeckle/Pages/home.aspx

Lodging

Lodging required for a University of Wisconsin sponsored conference, meeting or event, lodging will be reserved at no more than the maximum rate for the location. https://businessservices.wisc.edu/documents/312-lodging-policy/  Group lodging requires a contract and may require a purchase order.  See John Burmaster to help plan and arrange for group lodging.  Be sure to plan early to consider UW events and other large events in held in the Madison area which can create problems finding lodging.

Meals

Hosted Events meals and Business Meals are subject to per-person meal payment limits.  See the link at the top of this page for the maximums which include tax and tip. REMINDER: Tax is not reimbursable. You should take the UW tax ID card with you to the restaurant.  If you take your group to a restaurant with the intention of covering their costs, the meals for everyone in the group must be on one receipt for one reimbursement. You will need to provide the original itemized receipt showing the cost per meal and the total amount paid. With proper documentation you will be reimbursed up to the meal maximums.  You need to provide a Participants List:  https://businessservices.wisc.edu/documents/events-participant-list/ and the Event Meal Payment Formhttps://businessservices.wisc.edu/documents/events-meal-payment-form/

Receptions

Receptions may be held on campus (see Meeting Space, above and Catering policy, below).  Please note that UW business related receptions hosted in your home will be identified under policy as an Official Function.  Official Functions must be preapproved.  Please plan ahead as approval must be obtained at least 3 weeks prior to the Official Function. You will need to provide the original itemized receipt(s) with proper documentation to request reimbursement for up to the refreshment break maximum of $10.00 per person (Jan 2020). You will need to provide a list of attendees and the Events Reception Payment form:  https://businessservices.wisc.edu/documents/events-reception-payment-form/   L&S policy on Receptions: https://kb.wisc.edu/ls/page.php?id=22617   If you are planning to serve alcohol a permit must be obtained. Please see this link for details: https://kb.wisc.edu/ls/22631

Audio/Visual

Check with the meeting facility regarding the details of multi-media projection.  Some facilities allow you to bring in all your own equipment, some require that you use their projection devices, but can bring a laptop—rules vary (Pyle Center no longer allows projectors to be brought in). LTER has a projector that may be available for use (check with Kelly). The UW InfoLabs Equipment Checkout System has projectors, laptops, cameras, video cameras, digital audio recorders and iPads available for checkout.

Helpful References:

FAQs for UW-Madison Official Events: https://d130sr9hixaozu.cloudfront.net/wp-content/uploads/sites/546/2019/06/Official-Functions-FAQs.pdf

Official Events, Hosted Meals, Business Meals Matrix:  https://d130sr9hixaozu.cloudfront.net/wp-content/uploads/sites/546/2019/07/Official-Functions-Guidance-Matrix.pdf

Catering policy: https://businessservices.wisc.edu/documents/catering-policy-on-and-off-campus-ppp10/


For comments or suggestions regarding this page, contact Kelly O’Ferrell.