How far in advance must I make a reservation for an event?
Riverview Ballroom & Falcon's Nest
No later than 30 days prior to the event including all technology and room setup requests.
The reservation will be placed in a tentative status until all booking details have been received.
Reservations that do not provide these details by 29 days before the event will be canceled.
The only exception to this policy is the details for final head count which need to be received 14 days prior to the event. Catering due dates also must be followed.
Regular meeting room
At least three business days before the first meeting.
Note: The first opportunity for UWRF recognized student organizations to request a recurring room reservation for the next academic year is April 1. Meeting space is very tight on campus.
How do I read my campus confirmation that I received via e-mail?
Is there a fee associated with canceling a reservation after a certain date?
No, if your event is canceled a minimum of three days (72 hours) prior to the start of your event.
Yes, if you do not cancel your event. Non-cancellation of space can result in loss or damage of equipment so a fee will be invoiced to your group.
Can we schedule an event beyond normal building hours on campus?
Yes, but there is an "Extended Building Hours" fee which is $25.00 per hour for each hour beyond normal building hours for Category 1 and 2 groups, and $35.00 per hour for each hour beyond normal building hours for Category 4 groups.
Yes, but you will need to make sure that you have clearly discussed what type of decorations and how they are to be displayed with the Campus Reservations staff when you are scheduling your event.
Nothing can be taped or pinned to any structural walls.
There are portable divider walls which you can request to use for decorations or poster hanging.
How can I see if North Hall Auditorium or Abbott Concert Hall is available to use on a specific date?
Please see the On-line room scheduling system and click on 'Browse for Space' and use the 'Filter' tab to select 'KFA' for Abbott and 'NH' for North Hall Auditorium.
What do I need to do in order to use either of the bonfire pits on campus?
To save you time, we have a process that is completely an on-line process for hosting a gathering at either the Amphitheater bonfire pit, or the University Center bonfire pit
Services
What is the best way for me to get an estimate of the fees that will be charged for my event?
Ballroom & Falcon's Nest Entertainment Complex
Use of the room
Price for the room will be included on the confirmation
Use of equipment
Make a tentative reservation as soon as the date of the event is known
Inform Campus Reservations what equipment you are looking to have at this event
Staging
Lighting
How you want the room set-up
Microphones
Any other audio/visual/technical equipment
Production Services will then send out the confirmation with the equipment cost and the approximate labor cost.
Can I have food at our event?
Having a bag lunch/dinner (not going to share with anyone) is allowed in the University Center except inside Riverside Commons.
Bringing in your own food to be shared with other people is not allowed in the University Center.
You can host catered events by contacting catering@uwrf.edu or calling (715)425-3274.
You can have "pot luck" type events in buildings other than the University Center on campus but please make sure you clean up after yourself.
Can we have alcohol at the event?
An alcohol request form needs to be filled out a minimum of 30 days before the event. There are also special limitations on the amount of alcohol that can be served. Please contact catering@uwrf.edu for more information.
Presentation
What if I am bringing a Mac laptop to use for a presentation in University Center?
This will work just fine in the meeting rooms but you must bring your own dongle cable (DVI to VGA adapter) for connecting to the technology podium in the meeting rooms.
If I'm giving a presentation in University Center, how can I get my files there?
There are a few ways that you can bring the files:
FalconFile
e-mail
Put the file on portable media (thumb drive or CD)
I'm showing a movie, what license rights do I need to provide?
Anyone wishing to exhibit a motion picture on campus must provide documentation as to where the license was obtained. For more detailed information, visit the movie rights page.
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