UNIVERSITY OF WISCONSIN River Falls

University Center2

Reservations

Frequently Asked Questions

Click on a red plus symbol to view an answer to a frequently asked question. For other questions, please e-mail reservations@uwrf.edu.

What information should I have when planning an event on campus?

See the event planning tool for a complete outline of what you will need.

How far in advance must I make a reservation for an event?
  • University Center Ballroom, Falcon's Nest and some outdoor events

    • 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 30 days before the event will be canceled or late fees will apply.

    • 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.

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 additional fees may apply. Please contact Campus Reservations for more information about scheduling space outside of normal building hours.

How can I see if a space is available to reserve?
What do I need to do in order to reserve the bonfire pits on campus?

From the Reservations home page, click the green button labeled "Go to Outdoor Space Scheduling" 

 

Are there fees for space use?

Recognized Student Organizations should read your room reservation confirmation closely.  Fees, if any, will be spelled out in detail.  Generally, a regular meeting room with no special set up does not incurr a fee.  For more complex events in the Ballroom or Falcon's Nest, there will be fees.  Campus Reservations may require a meeting with your group in which the Production Services staff can outline specific fees a minimum of 30 days ahead of your event. An updated confirmation with the equipment and the approximate labor cost will be sent after the meeting.

Can I have food at our event?
  • Only Recognized Student Organizations are allowed to provide pre-packaged and/or prepared and delivered food (no homemade items) and non-alcoholic beverages in connection with authorized meetings and events held in the University Center as long as the total value does not exceed $100.

  • If the total value exceeds $100, the Recognized Student Organization is required to cater the event through the food service contractor via catering@uwrf.edu.

  •  Any group/department other than a Recognized Student Organization is required to cater events through the food service contractor via catering@uwrf.edu.

  • Brown bag lunch meetings/programs are permitted as long as the brown bag lunches are consumed by the individual bringing the lunch.

  • You can have "pot luck" type events in buildings other than the University Center on campus.

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.

Contact Us

Campus Reservations
Division of Student Affairs
170 University Center
reservations@uwrf.edu
715-425-3710
M-F, 7:45 a.m.-4:30 p.m.