Policies

See also the University Centers policies here.

Categories for groups using the University Centers:

• Category A:

  • Recognized student organizations and UWSP Departments sponsoring an event where the majority of participants consist of UWSP students, faculty, staff, prospective students* and specific traditional Alumni events**.
    • *Prospective students include only those students brought on campus by the Admissions Office and the Student Orientation office.
    • **Traditional Alumni events include: First Nighters, Distinguished Alumni Service Awards, Hall of Fame Banquet, Retired Faculty Reception, the Milestone reunion and the CNR Fall Migration.
  • This category focuses on events that are targeted primarily for university members. No room rental or set up fees are charged for events in this category. Charges may be assessed for special services rendered such as use of specialized technical equipment or extended building hours. Top priority when reserving space in the University Centers will be given to this group.

• Category B:

  • Recognized student organizations and UWSP departments sponsoring an event where the majority of participants do not consist of UWSP students, faculty, staff or prospective students and whose activity is consistent with the University mission, goals and priorities.
  • This group focuses on educational events whose majority members are from outside the university community. No room rental would be charged, but groups would be required to pay for all costs involved with room set ups, specialized technical equipment and/or extended building hours.

• Category C:

  • Non-profit organizations and State of Wisconsin Agencies wanting to use the Centers for programs not directly related to the curricular or co-curricular programs of the university, but which have a broad general relationship to the mission of the university or for programs of public or social significance.
  • This group focuses on non income generating events only. A discounted room rental fee and set up fees are charged for events in this category. Charges may be assessed for special services rendered such as use of specialized technical equipment or extended building hours.

• Category D:

  • All other organizations or individual personal events. This group focuses on events that are not directly related to the university's mission or are income generating.

Scheduling Protocol:

• Weekends and week days after 3 pm (earlier for large rooms that require a turnover) during the academic year (when classes are in session) will be considered prime time use for category A programming and will fall under the following scheduling protocol:

• Scheduling Protocol:

  1. Category A: Requests° will be considered 12 months in advance of day of event for events being held during the fall semester. First day of classes for 2nd semester for any date during the following academic year period.
  2. Category B: Requests° will be considered March 15th for the following academic year period. Tentative reservations for large one-time events held during the fall semester can be made 12 months in advance. Reserved space will not be confirmed until March 15.
  3. Category C & D: Requests° will be considered beginning May 1st for the following academic year period.
  4. Requests must be submitted in writing and will be considered based on date received.
• Requests for exceptions to this scheduling protocol should be submitted in writing to the University Centers Advisory and Policy Board.
• Current exceptions include: Polling (Elections), Laird Day, and Destination Imagination.
• Requests for space for events taking place on week days before 3 pm during the academic year can be made on the first day of classes for 2nd semester for all categories. Requests for events taking place between the last day of finals in May to the first day of classes in fall, can request space 18 months prior to event.

Summer/Break Period Events:

• Requests for events taking place between the last day of finals in May to the first day of classes in fall, can request space 18 months prior to event. Conference events that are utilizing other campus facilities will continue to coordinate use of University Centers’ space through the Conference and Reservations Office. The Conference and Reservations office will serve as the contractor for the individual conference coordinator and make reservation requests on their behalf. All academic year policies, procedures and fees (including deposits) will apply to all conference programs.
• Requests for events taking place at a time when the Dreyfus University Center is closed (holidays, weekends during break or summer) may be denied. If approved, a fee to cover costs involved in opening the building will be assessed to all groups in all categories.

Entire Building Request Policy:

• During the academic year, no one group is allowed to reserve the entire Dreyfus University Center. Two large rooms and 2 small rooms will be kept open to other groups until two weeks prior to event. Any rooms not reserved by another group, can then be reserved for the large event.

UWSP Sponsorship:

• Registered student organizations or campus departments may not reserve space for other organizations for the purpose of lower rates. The organization or department sponsoring the event must be primarily responsible for planning, implementing, attending and financing the event. The Director of the University Centers or his/her designee reserves the right to evaluate and make final determination of appropriate rates. Violations will result in suspension of reservation privileges.

Parking:

• The University Centers Reservations Office is not responsible for parking in UWSP parking lots or on the City of Stevens Point’s streets. The University Parking Office (715-346-3900) manages parking privileges on campus.

Rights Reserved:

• The Centers Reservations office reserves the right to change room reservations in order to maximize use of the Dreyfus University Center for all users.
• The Centers Reservations office reserves the right to cancel or alter any reservation that conflicts with the general policy and educational mission of the University of Wisconsin-Stevens Point.
• The Centers Reservations office reserves the right to deny service to organizations that have violated reservation policies or are not in good standing with the University until privileges have been reinstated by the Director of University Centers or their designee.

Alcohol Policy:

• All events in the University Centers involving alcohol must comply with the UW-Stevens Point Alcohol Policy. Alcohol can not be served, consumed or carried in any areas open to the public such as walk-ways or lounges. In addition, approval from the Director of the University Centers is required in writing, prior to the event.

Academic Classes:

• All academic class sessions must take place in an academic, GPR-funded building, not in the University Centers. One exception per semester will be made for a class to have a guest speaker, or a class party, etc.

Series Reservation Policy:

• A series reservation is a repeating reservation where the space, day of the week, and time of day are consistent throughout the academic year or semester, or other recurring time sequence.
• 1. Only UWSP recognized student organizations and departments may hold series reservations.
  2. Series reservations for the Laird Room will remain tentative until May 1st.
  3. The Student Government Association (SGA), the Residence Hall Association (RHA), and Centertainment Productions are given priority for booking series reservations.

Sales Registration Policy

• Any group reserving space in the University Centers for sales purposes, must also apply for a sales registration permit from the Student Involvement and Employment Office.
• If food or beverages are to be part of the sale, a waiver from University Dining Service must also be obtained in addition to the sales registration permit.
• Approval verification must be received by the Centers Reservations Office before the reservation can be finalized.

Deposit Policy

• A deposit of 50% of Facility Use Fees is required for each room reserved. All space reserved will not be guaranteed until the deposit is received. Refunds of entire deposits will be made for space cancelled 60 days in advance of event, a 50% refund will be made for space cancelled 30 days in advance of event. Cancellations made less than 30 days prior to first day of event will forfeit the entire deposit for room.

Concourse Reservation Policy

• The Dreyfus University Center Concourse booths and banner space are reserved through the Centers Reservations Office. Booth usage is designated for staffed solicitation.
• 1. Concourse reservation booths or banner space must be reserved by a recognized student organization or a University department. A member of the organization or department must be present at all times that solicitation takes place.
  2. If sales will take place in the booth a sales registration permit must be completed. A food waiver must be obtained from University Dining Service if the sale will consist of food or beverages.
  3. Requesters have until 11:00 a.m. two working days prior to first day of reservation date to obtain approval of permits needed. In the event that this deadline is not met, the reservation will automatically be cancelled.
  4. Concourse reservations will be limited to the existing units.
  5. An organization is limited to one booth per reservation date. Exceptions to this will include: Commencement tassel distribution—one table and one booth (10/19/94 UCAPB).
  6. An organization may have a reservation for a maximum of five consecutive days at a time only, excluding Saturday & Sunday. A new reservation may not be made until the last day of a current reservation.
  7. When a group is one hour late for their daily reservation and has not called the Centers Reservation Office to ask for an extension of their starting time, their booth may be reassigned to another group looking for space.
  8. The University Center is not responsible for posters, banners, or printed materials left in the concourse area.
  9. Individuals staffing a concourse booth must remain behind the designated booth (as outlined by the purple carpet in the DUC) and are not allowed to approach individuals walking through the Concourse. This policy will be posed in the concourse spaces and sent to individuals reserving these spaces.

Revised 2/11/09

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