Event Policies

Additional policies and helpful information to know when making your event request (please note: Event Services has the authority to update and change these policies at any time):

• Event Services assists with event signs, reserved parking, room set up, and audio visual use by collaborating with Facility Services, Public Safety, Grounds Team, and Audio Visual Services. 
  • If your event is in need of any of these services, please list that in your request to events or by directly emailing reservearoom@unwsp.edu, Event Services will communicate with the other departments on your behalf. Separate work orders should not be submitted in relation to events. 
• All arrangements for serving food on campus must be approved through the Event Services Office to ensure safety, compliance with FDA regulations, and the meeting of contractual obligations with our food service provider, Bon Appétit. For additional information, please read Campus Foodservice Policies.
• Event Services has a large supply of easels and boards for the campus community to borrow. Easels must be checked out at the events office and returned by the date determined at check out. 
• Fog machines are only to be used in Knight Performance Hall and should not be used anywhere else on campus. 
  • Fire alarms will sound if a fog machine is used.
• Whiteboards that do not fit in the elevator should not be moved to different floors. Relocating these whiteboards by stairs is a major safety concern. 
• Requests made within three hours of a scheduled or anticipated start time of a meeting or event, will be considered "late notice." The Event Services Office will do their best to meet all of the requests, but we ask for your understanding if the request cannot be fully met or met at all. 
• When planning events outside, it is recommended the event host requests a back up date and, or inclement weather location. 

On campus, we have a variety of different rooms available for reservation. This list does not include every space, but is meant to act as a tool for heavily scheduled spaces. Additionally, these guidelines are subject to change and Event Services may make changes at any time. 

Guidelines to follow when selecting your meeting or event location: 

• Nazareth Chapel: is primarily used by the Music Department Monday through Thursday during the academic year. Occasionally, alternative chapels and evening campus events can be scheduled. Friday after 3:00 pm, Saturday, and Sunday are reserved for weddings and events that generate revenue until six weeks from the requested date. The best way to secure chapel use during the week or the weekend is to request the space during the campus calendar process. However, requesting the space at that time does not guarantee use. For more details on the calendar process, please email reservearoom@unwsp.edu. 
• Nazareth Great Room: is most often used for celebratory gatherings, banquets, dances, conferences, and large meetings. There are no restrictions for priorty use.
• G210: is primarily used for Student Life meetings. Event Services can schedule meetings in the room, but priority is given to Student Life if they were to need to use the room. Student Life will provide as much notice as possible to Event Services if they need to move a non-Student Life meeting out of the room. 
• Classrooms: in all of the academic buildings can be scheduled for use. Academic classes have priority. 
  • There are a few speciality classrooms that may be need additonal approval before booking (example: Biology Labs)
• Ericksen Gym: & Athletic Spaces:  Gym and field use should be requested through athletics. Once athletics has confirmed availability, forward that approval to Event Services so they can officially schedule your event. 
• Knight Performance Hall: the use of Knight Hall is dependent on a variety of details. When making a request for Knight Hall, please anticipate a slower processing time as there are many factors that need to be considered. 
• Robertson Student Center Lobby & Classrooms: is mainly used for Residential and Student Life events. Events with off-campus participants should not be hosted in the Student Center. When using the lobby, events should be open to all students (example: a club could not host a club-only meeting in the lobby).