3. Student Organization Procedures and Guidelines

Why should my organization reserve a space?

We encourage all student organizations to reserve a space for planned student organization events as it helps us provide the proper support for student activities. All campus reservations can be requested by visiting go.uwrf.edu/orgevent

Additionally, an event planning timeline is provided that will help you plan and execute a successful event.  If you have any questions regarding an event or activity please contact the Office of Student Involvement.

Reserving a Space

Most reservations for space on campus are made through Campus Reservations, located in the Involvement Center. However, please note that reservations for space in some buildings are made through those buildings. All recognized student organizations are eligible to reserve space on campus. Decisions about reservations are solely based on neutral and objective requirements and criteria in the Use of Facilities policy, the procedures referenced below, and specific building reservation policies. Review these policies and follow the procedures below to ensure that your space reservation is successful. All reservation requests that comply with the written guidelines will be approved without consideration of the content or viewpoint of the expression so long as the space is available at the time requested. Please take a moment and review the important notes regarding reservations before reviewing your specific type of reservation. 

Important Notes

• Late add: Events scheduled within three days (72 hours) of the event will incur a $25 late add fee if special event set-up is required. Special event set-up includes requests for additional spaces, room set ups, or equipment in the University Center. Student Organizations may be charged additional fees for any damages or excessive cleaning associated with their event.
• Set-up fees: Organizations using facilities may incur charges for set-up, supervision, or other fees depending on the scope and nature of the event.
• Ongoing Reservations: The maximum number of times an organization or department can reservation a meeting room for "ongoing, week-to-week use" is three times per week. University Center staff reserves the right to change ongoing reservations room assignments in the event unforeseen circumstances arise. Although this happens infrequently, University Center Staff sometimes runs into situations where there may be need to adjust an ongoing reservation due to unforeseen circumstances that were not anticipated when the reservation series was initially entered. For example, there may be an emergency situation where there is a need to perform building or equipment repair work in the space, so staff need to find a comparable location for the event. Another example would be if Event A ends up needing a larger event space, and if Event B (the ongoing reservation) is in a large event space, but is able to be properly supported in a smaller room, then the University Center staff can maximize space utilization by adjusting the room locations for these events. University Center staff will work with the groups involved to find an equal/better space and generally will not move a reservation without agreement from the group. All such changes to ongoing reservation room assignments will be made without consideration of the content or viewpoint of the expression involved in the ongoing reservation event. 
• If you have any questions please contact Campus Reservations.

Reserving Space on Campus

When a space reservation is required for an event there are a few steps that should be followed.

1. Fill out a reservation request form: E-mail your request to Campus Reservations, fill out a Campus Reservations Form online, or complete the paper form in person at the Campus Reservations office located in the Involvement Center.
2. Order food: If food and beverages are being ordered from Chartwells for the event, contact the Catering Manager and view your various catering options.  Note: 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 or events held in the University Center as long as the total value does not exceed $100.
3. Receive confirmation: The Campus Reservations Office will confirm all reservations via e-mail.  Each confirmation will include audio/visual/technical needs and room set-up information. Note: Campus Reservations confirmations will include prices listed as estimates and you will be billed the actual amount approximately two weeks after the event takes place.
4. Review confirmation: Upon receiving the electronic confirmation, it is your responsibility to determine if the facility reservation is correct and complete. Contact Campus Reservations if any errors are found in your reservation.
5. Additional charges: Please be aware that any last minute or day of show changes can incur additional fees. 

Reserving Large Spaces for an Event

If you are holding a large scale event and would like to reserve large indoor or outdoor spaces on campus please be sure to follow the steps below.

Riverside Ballroom, Falcon's Nest, or Lydecker Center

1. Fill out a reservation request form at least 90 days prior to your event date.  You can reserve for large events (i.e. - blood drive, drag show, etc...) up to 18 months in advance.
2. The room reservation will remain tentative status until the group meets with Campus Reservations staff to discuss and finalize event details.
3. Confirm all event details and needs with Campus Reservations at least 30 days prior to the event date (a $5 late fee will be added each day until event details are finalized).
4. Campus Reservations will confirm all reservation requests and send out confirmations via e-mail.  Please review all confirmations to ensure all details are correct.  Please contact Campus Reservations regarding any errors or questions within your reservation.

Outdoor Spaces

1. Submit a request at least 30 days prior to your event date by e-mailing Campus Reservations or submitting the Campus Reservations Outdoor Space Request.
2. If the event does not include a bonfire, the request will be processed and a confirmation will be sent via e-mail. If a bonfire is involved, the group will be sent a tentative confirmation and a link to the regulations surrounding such an event.
3. Visit the link within the e-mail, read the agreement, and sign the form electronically.
4. Once you receive the final confirmation, review it and ensure all details are correct.  Contact Campus Reservations will regarding any errors or questions.

There are several different ways that your student organization can advertise, recruit, and market at the University of Wisconsin-River Falls.  Regardless of the type all advertising must include the following information: 
•    Name of the organization
•    Date(s) of the event
•    Contact information/location 
Prohibited: The following is not allowed on student organization advertisements.
•    Use of profanity or implications of sexual, racial, or other harassment
•    Promoting the use of alcohol or other drugs
•    Hateful and/or degrading language
Restrictions: If you plan to use the University name or any UWRF logo while advertising please contact the Office of Student Involvement. 
Below are some of the ways you can get the word out about your student organization.  If you have any questions please contact the Office of Student Involvement.

Working with UCM
Click Here for a quick overview of what to expect when you work with UCM.

The timeline below should be used as a guide to help your student organization plan and execute large scale events.  Please note that the timeline might have to be varied depending on the scale and scope of the event.  If you have any questions regarding event planning please contact the Office of Student Involvement.

90 Days before the event:

• If using an on-campus space for your event, make a space reservation.
• If you are paying your guests, process entertainment contracts with the Office of Student Involvement.
• Send the Volunteer Agreement Form to unpaid guests.
• If using a large venue space (i.e.- Riverside Ballroom, Falcon's Nest, or outdoor spaces) for your event, meet with Campus Reservations and Production Services.

60 Days before the event:

• Develop a marketing plan for your event.
• Using vendor tables to market your event? Schedule promo/vendor tables with Campus Reservations.
• Meet with Marketing and Graphics in the Involvement Center to design promotional materials.

30 Days before the event:

• If you plan to seek funds for your event from Student Senate, submit a funding request a minimum of 30 days before the event.
• Finalize all event details with Campus Reservations.
• Serving food at your event? Order food from Chartwells Catering.
• Print promotional products through Fast Copy.
• Submit public performance rights to Campus Reservations if you are showing a movie.

15 Days before the event:

• Determine volunteer needs and create a sign up.
• Confirm any food orders through Chartwells Catering.
• Distribute advertising to public posting locations on campus.
• Send detailed script and instruction to Production Services if more than one act is performing.

Week of Event:

• Confirm facility set-up with Campus Reservations.
• Confirm any production needs with Production Services.
• Create Day-of-Event Itinerary.
• On the day of the event check-in and check-out with the University Center Building manager or appropriate contact.

RSO Attendance Tracking Codes

Event tracking this semester is mandatory. Please carefully read the instructions to make sure you have the correct RSO Code. In order to correctly track attendance, read the instructions before clicking on any of the documents.

 Step 1: Click here to find your student organization's Location Code (5-8 digit code, beginning with RSO). For example, the code for Accounting Society is RSOACCS.

Step 2: Have your attendees click here.

Step 3: Have your attendees enter your code and then finish the CATS form.

If your organization plans to travel to a location off campus, here are the transportation options that can be used.  Listed below are those options:

Personal Vehicles: You may choose to use a member's personal vehicle to travel to your destination. Please note that when using your personal vehicle you are only covered by your personal insurance. Student organizations are not considered on "university buisness" when travelling. When using a personal vehicle please visit https://www.uwrf.edu/RiskManagement/PersonalVehicleUse.cfm

                                                   
The Finance committee(FC) no longer covers any transportation funding of any kind.

Airfare: If your ogranization is interested in airfare, please note that you must purchase it through the University (Fox World Travel). For any questions, please contact Jenelle Gregor at jenelle.gregor@uwrf.edu

If your organization is bringing a performer, speaker, or service provider to campus and is planning to pay them, a contract will need to be created.  Contracts ensure that an agreement is made between the guest and the University regarding payment, liability, and service details.  A member of the student organization will only need to complete the Contract Payment Request within the Treasury menu in your student organization's portal on MyOrgs at least 30 days prior to the event.  This form will have all the information the Student Involvement Budget Coordinator needs to create a contract.

If your student organization is bringing a performer, speaker, or service provider and is not paying them the volunteer must fill out the Volunteer Agreement Form.

This form will have all the information the Student Involvement Budget Coordinator will need to begin the contract process and request the payment. Most faculty and staff on campus are not authorized as Delegated Authorities to sign contracts (including agreements, memorandums of understanding, purchase orders, memorandums of agreement, etc.) Therefore, the Director of the University Center must sign contracts for student organizations.