​Event Planning 

Scheduling Protocols and Rates

 HEC Scheduling Protocol

HEALTH ENHANCEMENT CENTER

FACILITY SCHEDULING PROCEDURES


Health Enhancement Center Reservation Proposal

Goal:  Establish a timeline and appropriate procedures for HEC scheduling requests. 

HEC Scheduling Priority

·       Academic Classes

·       Varsity Sports

·       Intramurals

·       University Recreation Sport Clubs

·       Open Recreation

·       Priority Three Sponsors as outlined in the UWSP Handbook, Chapter 9

*Campus priority events such as Commencement and Convocation have priority over all other programs and may be scheduled several years in advance.

Timeline:  Requests due by the following deadlines

Fall 2016:       

1.     Academic Requests                May 1 (dependent on registrar)

2.     Varsity Sports                          August 1

3.     IM/ Club Sports                       August 15

4.     Open Recreation                     August 15

5.     Priority 3 Sponsors                 September 1

Spring 2017:

1.     Academic Classes                  October 1 (dependent on registrar)

2.     Varsity Sports                          October 15

3.     IM/ Club Sports                       November 1

4.     Open Recreation                     November 1

5.     Priority 3 Sponsors                 November 15

Open recreation hours are typically established after the first four priority groups have their space confirmed.  The minimum hours will be added to the system and additional hours will be added by the MAC Coordinator when the schedule allows for them.

In year one, scheduling requests can be accepted via paper or electronic document – template of information needed is attached), but the preferred method to receiving requests is via Virtual EMS, the on-line request system.  By year 2, the initial scheduling requests should come via Virtual EMS.

After the deadline for receiving requests passes, all requests will be entered or approved by the University Services Associate – Health Enhancement Center.  Conflicting reservation requests will be evaluated and negotiated by the HEC Facilities Director. 

In the event that there is a question on the appropriate use of a space (i.e. softball in Quandt, off-season practices), the HEC Facilities Director will determine if the space can be used.

Fundraising events (camps or tournaments) will be scheduled based on the priority listing of the sponsoring group.  HEC Facility Director approval is required.

Campus priority events such as Commencement, Convocation, Welcome Week, etc. have priority over all other programs and may be scheduled two years in advance by the Chancellor or the Vice Chancellor for Student Affairs.

Last minute reservation requests and changes should be directed to the HEC Facility Director as well as the University Services Associate – Health Enhancement Center to ensure proper processing.

Reservations for events that are outside of the HEC Building Hours require HEC Facility Director approval. 

HEC Facility Hours

· Academic Period

Monday to Thursday:  6:00 am to midnight

Friday:                         6:00 am to 10:00 pm

Saturday:                     8:00 am to 10:00 pm

Sunday:                       8:00 am to midnight

·Winterim

Monday to Friday:       6:00 am to 10:00 pm

Saturday to Sunday:    11:00 am to 6:00 pm

·Summer Hours

Monday to Friday:       6:00 am to 10:00 pm

Saturday:                     9:00 am to 6:00 pm

Sunday:                       9:00 am to 10:00 pm

Template:  Required Scheduling Information

Title of Event

Date of Event

Sponsor

Event Start Time

Event End Time

Reservation Start Time (time you would like/need access to the space)

Reservation End Time (time you will be out of the space)

Estimated Expected Attendance

Special Set up Information (tables, chairs, stage, sound system, etc.)

Special Notes:

On-site contact person (Name and cell phone number)

HEALTH ENHANCEMENT CENTER

FACILITY SCHEDULING

Health Enhancement Center Facility Hours

·Academic Period

Monday to Thursday:   6:00 am to midnight

Friday:                         6:00 am to 10:00 pm

Saturday:                     8:00 am to 10:00 pm

Sunday:                       8:00 am to midnight

·Winterim

Monday to Friday:       6:00 am to 10:00 pm

Saturday to Sunday:    11:00 am to 6:00 pm

·Summer Hours

Monday to Friday:       6:00 am to 10:00 pm

Saturday:                     9:00 am to 6:00 pm

Sunday:                       9:00 am to 9:00 pm

Recreational Facilities Scheduling Priority List

The University Center's Health Enhancement Center is committed to the operation of programs designed to meet academic, recreation and activity needs of students, faculty, staff, and alumni throughout the year.  To that end, the following facility scheduling priorities have been established. 

1.       Academic Instruction

2.       Varsity Intercollegiate Athletics

3.       Intramural Sports

4.       Open Recreation

5.       University Recreation Sports Clubs

6.       Priority Three Sponsors as outlined in the UWSP Handbook, Chapter 9

 
It is understood that special campus events such as commencement, convocation, concerts, etc. will receive priority.  Normally, these events will occur no more than once a semester

With the exception of academic classes which are processed through the registrar's office, all other reservations are processed by the University Services Associate – Health Enhancement Center or Health Enhancement Center Director.

Contracts are not needed for events sponsored by University groups; however waivers may be required for non-University student participants in their activity.  Non-affiliated groups must have an executed contract on file on or before the deadline outlined in the contract provided by the HEC – Facilities Director.

Academic Instruction

Activities that support direct classroom instruction, practicum experiences and instructional support groups have first priority for scheduling of space.  This includes practicum programs such as SNAP, Sports Medicine, St. Stan's, Good News Christian School and Health Protection. 

Varsity Intercollegiate Athletics

Varsity athletic team's practices, competitions and fundraising events have priority two for the scheduling of space.  Practice times for athletics normally take place in the building between 3:00pm and 6:00pm.  During the winter, men's and women's track and field, baseball and softball occupy the MAC from 3:00pm to 9:00pm as the nature of each sport requires the MAC for practice.  Swimming practice is normally 6:00am to 7:15am and 2:00pm to 6:00pm.  During the academic term, fundraising events should be limited to weekends to allow for intramural, URS and open recreation activities.

Intramural Sports    

IM events and activities are priority three.  They should be scheduled during normal HEC facility hours (6am to midnight-Monday to Thursday; 6am to 10pm Friday; 8am to 10pm Saturday; and Sunday 8am to midnight).  IM scheduling should attempt to allow for priority e (URS) and open recreation activities as often as possible.  IM activities occur in the MAC, Berg Gym and Quandt Gym.  Occasional events may be held in the Aquatics Center, HEC 154 and 110. 

Open Recreation

Open recreation is given priority after Academics, Athletics, and IM Sports. It is important to provide casual recreation opportunities for each UWSP student. Open Recreation should be provided in either the MAC, Berg, or Quandt when the schedule allows for it.

University Recreation Sports Clubs

Student sponsored groups that are not connected to intramural activities have priority #4. Activities are scheduled with the assistance of the URS Equipment and Scheduling Manager.    

Priority Three Sponsors
 
The Health Enhancement Center (HEC) accommodates Priority Three Sponsors when their requested dates and times do not conflict with scheduled activities.  The HEC prioritizes University reservation requests prior to non-affiliated rental opportunities as outlined by the UWSP Handbook.  The guidelines for how the HEC evaluates all opportunities, particularly Priority Three – Category C requests are listed below. 
 
All inquiries must adhere to the previously stated HEC scheduling priorities.  If there are no conflicts with the higher priority groups, then the opportunity may be evaluated to determine if it is the type of group or event that is appropriate for the HEC.  The HEC Facilities Director with assistance from the MAC Coordinator or Aquatics Director when appropriate complete this evaluation.  The primary considerations are facility impact, labor resources, community relations, and revenue potential. 

Facility Impact:

Impact on HEC facilities pertains to potential damage, increase in traffic throughout the facility, and the resulting reduction in Open Recreation time from the event (including the set-up and strike time).  HEC will not agree to host groups or events that are not compatible with our facility or the University mission.  It is the HEC – Facilities Director's responsibility to make sure that users follow the established rules of the facility and do not partake in any potentially damaging activities or set-ups.  Similarly, activities on outdoor natural grass fields (particularly game fields: University Baseball Field, Softball Field and Soccer Field) should be limited to avoid damaging the surface which endures heavy usage from varsity teams. 

It is important that special considerations be made when evaluating pool rentals as they often have a large impact on locker room, hallway and general facility congestion.  Ideally large swim meets would be reserved for interim periods when the impact may be mollified.  In general Open Recreation is not affected by one day meets, but this should also be considered when evaluating requests for multiple day events.  Finally, pool rentals may require sponsors to rent the MAC for a spillover of athlete camps.  These opportunities must be evaluated on a case by case basis and will depend on the date of the event and other activities scheduled in the HEC. 

Labor Resources:

Another key consideration when evaluating scheduling requests is HEC staffing needs for the event.  Large events may require a discussion with academic custodial or Facilities Services prior to committing to the event to ensure staffing is available.  Additionally, it is important to consider set-up and strike times when scheduling events. 

Community Relations:

As stated in the UWSP Handbook, the University of Wisconsin – Stevens Point recognizes that outreach and community service endeavors are important components of the University's mission.  The HEC may be a valuable resource in these efforts.  The HEC will work with local non-profit organizations when our facility schedules and labor resources allow for it.  This allows us to be good community members and responsible neighbors to the surrounding communities.  

Revenue Potential:

Finally, the HEC recognizes the necessity to generate revenue and will give strong consideration to scheduling requests that generate revenue for the University.  Therefore, the revenue potential of each group or event must be considered when evaluating opportunities.  Consideration is given to long term revenue potential as well as the group's initial request.  In other words, the establishment of annual events (tournaments or leagues) may give additional consideration to a group's request if it may lead to a long-term relationship and revenue opportunity.

Evaluating Reservation Opportunities:

Ultimately, each of the aforementioned considerations determine whether the HEC moves forward with a rental opportunity.  The goal is to keep an appropriate balance between providing access to community groups, generating revenue, and maintaining space for University students.  This is achieved by following the University approved priority list and keeping an open line of communication between administration and other key decision makers before committing to events with significant impact on the HEC.   

 DUC Rates

Event Fees

Rate charges apply per day during normal operating hours. Rates do not include use of specialized technical equipment.

Requests for events held on a weekend during academic break periods require a request 4 week prior to the event. Submission of a request does not constitute approval. Request may, or may not be accommodated. A building opening fee for events held during closed periods of $800 will be charged to all non-UW-Stevens Point student groups in all categories. Extended hours of operations charge at $25 per hour.

Facility Use Fees

Room
Categories  ​ ​ ​ ​ ​
ABC​D ​
< 5 hrs> 5 hrs < 5 hrs> 5 hrs
Full Laird*None*None$160$320$215$425
Laird A or B*None*None6013090175
Laird C, D, or E *None*None25252525
Alumni *None*None90175120235
Legacy *None*None6012080155
Encore *None*None6012080155
Theater*None*None6012080155
Duc 211*None*None25252525
DUC 223*None*None25252525
DUC 235*None*None25252530
DUC 236*None*None25252525
DUC 374*None*None25352545
DUC 376*None*None25252525
DUC 378*None*None25252545

  
*subsidized through UWSP student segregated fees

Room Set-Up Fees

Room SetupsCategories  ​ ​
ABC & D
Small Meeting Rooms
To re-arrange set up
*None $25$50
Large Meeting Rooms
- Theater Style (rows of chairs)
- Seating at Tables (banquet/conference style)
- Stage
- House Sound



*None
50% of Category C&D Rate

Minimum $25 Charge
Theater: $0.50/person
Table: $1/person
Stage: $25 additional
Sound: $25 additional

*subsidized through UWSP student segregated fees

Event Categories

Category A: Events sponsored by recognized student organization or UW-Stevens Point departments where the majority of participants consist of UW-Stevens Point students, faculty, staff, prospective students1, Homecoming events2, and UW-Stevens Point award ceremonies honoring UW-Stevens Point Students.

Category B: Events sponsored3 by recognized student organization or UW-Stevens Point departments where the majority of participants do not consist of UW-Stevens Point students, faculty, staff or prospective students1 and whose activity is consistent with the University mission, goals, and priorities.

Category C: Events sponsored by non-profit organization, State of Wisconsin agencies, or events co-sponsored4 by a recognized student organization or campus department in conjunction with an off campus organization and whose activity is consistent with the University mission, goals, and priorities.

Category D: Events sponsored by all other organizations or individual personal events.

1Prospective students include only those students brought on campus by the UW-Stevens Point Admissions Office or the New Student Orientation Programs

2Homecoming events include only those sponsored by Alumni Affairs or Campus Activities and take place during the week/weekend of Homecoming

3The sponsoring organization/department must be primarily responsible for planning, implementing, attending and financing the event. 

4The co-sponsoring organization/department is NOT primarily responsible for planning, implementing, attending or financing the event.

 DUC Scheduling Protocol

Dreyfus University Center Event Planning 

Scheduling Protocol and Priorities 

Scheduling Protocol for events held in the University Centers: 

Weekends and weekdays after 3:00pm 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:



Events held Fall
Events held Spring

​Events held weekdays before 3pm, breaks and summer
Category A First academic school day in September of current academic yearFirst academic school day in January of current year18 months in advance
Category BFirst Monday in November of current academic yearSecond Monday in March of current academic year18 months in advance
*Category C and D First Monday in May of current academic yearFirst Monday in May of current academic year18 months in advance


Protocol with semester specific dates:

Events held Fall 2017

Events held Spring 2018Events held weekdays before 3pm, breaks and summer

Category ASeptember 6, 2016January 3, 201718 months in advance

Category BNovember 7, 2016March 13, 201718 months in advance

* Category C and  D

May 1, 2017May 1, 201718 months in advance


Protocol with semester specific dates:

Events held Fall 2018

Events held Spring 2019Events held weekdays before 3pm, breaks and summer

Category ASeptember 5, 2017January 2, 201818 months in advance

Category BNovember 6, 2017March 12, 201818 months in advance

* Category C and  D

May 7, 2018May 7, 201818 months in advance


*Beginning the third week into an academic semester, a maximum of three wedding receptions per semester may be scheduled a maximum of 12 months in advance.  These exceptions would be reviewed and granted only by the Vice Chancellor for Students Affairs. After each change of Vice Chancellor for Student Affairs, this policy will be reviewed by the University Centers Advisory and Policy Board.  A review will be conducted on these events including programmatic and financial implications of the exceptions on the overall operation of the University Centers and Dining and Summer Conferences. This review will take place after six academic year weddings have taken place, or at the discretion of the University Centers Advisory and Policy Board membership with a majority vote.


Request must be submitted in writing and will not be accepted until the date specified for the appropriate category. After the date, reservations will be accepted for each category on a first come, first serve basis.


Event Categories

Category A: Events sponsored by recognized student organization or UW-Stevens Point departments where the majority of participants consist of UW-Stevens Point students, faculty, staff, prospective students1, Homecoming events2, and UW-Stevens Point award ceremonies honoring UW-Stevens Point Students.

Category B: Events sponsored3 by recognized student organization or UW-Stevens Point departments where the majority of participants do not consist of UW-Stevens Point students, faculty, staff or prospective students1 and whose activity is consistent with the University mission, goals, and priorities.

Category C: Events sponsored by non-profit organization, State of Wisconsin agencies, or events co-sponsored4 by a recognized student organization or campus department in conjunction with an off campus organization and whose activity is consistent with the University mission, goals, and priorities.

Category D: Events sponsored by all other organizations or individual personal events.

1Prospective students include only those students brought on campus by the UW-Stevens Point Admissions Office or the New Student Orientation Programs

2Homecoming events include only those sponsored by Alumni Affairs or Campus Activities and take place during the week/weekend of Homecoming

3The sponsoring organization/department must be primarily responsible for planning, implementing, attending and financing the event. 

4The co-sponsoring organization/department is NOT primarily responsible for planning, implementing, attending or financing the event.