Ed Bldg Reservation Guidelines

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CONTACTING US

Main Office

Business Office
School of Education
UW-Madison
L259 Education Building
(lower level, east entrance)
1000 Bascom Mall
MadisonWI  53706

Tel: 608/262-6138
Fax: 608/265-5621

Email: bo@education.wisc.edu
or by contact form
 

Requesting Rooms in the School of Education

Requests for rooms in the School of Ed are managed online through the Event Management System (EMS). A SoE EMS user account is required to request rooms. Your user account will only allow you to make requests for rooms you are qualified to use. Not all rooms are available to all users.

Reservation Process and Policies for the Education Building

Click here for Education Building In-Room Rules

Overview

The following polices and guidelines apply to centrally managed SoE meeting rooms at the Education Building. This includes rooms: 154, 159 (WI Idea Room), 189, 195 (Commons), 198, 245, 291, 299, and 445.

Departmentally-controlled meeting and conference rooms at the Education Building are managed by the departments to which they are assigned.

General assignment classrooms at the Education Building are scheduled by Curricular Services for credit course instruction, and by Campus Event Services for non-instructional use. SoE Building Services does not schedule or manage these rooms. 

Reservation Priorities for SoE Meeting Rooms at the Education Building

The SoE meeting rooms are intended for non-instructional use by SoE and UW departments, units, and registered student organizations. 

The SoE meeting rooms at the Education building are not available for regular credit instruction. Occasional use of SoE meeting rooms can be requested for special events related to a course (i.e. – guest speakers, special activities), but they may not be used as the primary course location for regular course meetings.

All credit courses must be scheduled through an academic department’s curricular representative.
The table below shows the proposed scheduling priorities and related timelines. 

Priority Description Request Timeline
1  SoE meetings, events, and non-instructional use 1.5 years in advance of event date
2 UW depts/units, UW System Administration, and UW Campus Administrative Groups 10 months in advance of event date
3  UW Registered Student Organizations 6 months in advance of event date
 

Non-University Groups may only use UW facilities with sponsorship or invitation from a UW department or unit. The sponsoring department/unit can request a SoE meeting room according to the priorities listed above.

Education Building Third Floor Deck Reservation Policy
The primary purpose of the third floor deck at the Education Building is for general use by students, staff, and visitors on a drop-in basis. Use of the deck for events and meetings requires the approval of SoE Building Services and is subject to the policy details available here.

Request Timing

We ask that any reservation or equipment request be made 2 business days before an event. We will attempt to accommodate last minute requests, but we cannot guarantee it.

Online requests via the SoE EMS website must be made at least 24 hours in advance of the event. The website will not allow any reservation requests within that 24 hour window. If you have a last minute reservation request, please email ems@education.wisc.edu or call the SoE Business Office at 608-262-6138.

SoE Event Sponsorship

School of Education departments and units may sponsor use of Education building spaces for UW-Madison departments; recognized student, faculty, or staff groups; and State of WI governmental agencies for events appropriate to the mission of the School of Education.

The sponsored events will be charged at the School of Education rate, but the sponsoring SoE department/unit will be responsible for any fees associated with the event.

This policy cannot be used to sponsor revenue producing* events at the Education building. Any revenue producing activity using a University facility must pay to cover costs associated with such use. At the Education building, all such events will be billed at the “UW Departments/Units or UW System Administration” rate. This includes events affiliated with or sponsored by School of Education departments and units.

This policy cannot be used to sponsor non-university groups. Requests by persons or organizations not associated with the University must comply with UWS 21.04 and UW Madison Facility Use Policy, and are subject to non-UW rates.

*“Revenue producing” is defined as any use of University facilities that produces revenue, including activities that involve donations, sales and/or purchases, admission fees, and the like.

AV Items

To ensure that Audio/Visual items and staff support are available for your event, AV Items should be requested 2 business days prior to your event. Custom or complex requests will require additional lead time.

The following basic A/V equipment is included in most rooms

  • Projector or large monitor
  • Laptop inputs
  • Audio system with speakers
  • AV control system with touch panel (no passcode required)

Additional AV Items are available for request. Please see the Rates and Charges page for more information on what AV Items are available and costs associate with each.

Cancellations and Late Cancellations

The cancellation deadline for any event is five (5) business days prior to the scheduled event date. We ask that you submit your cancellation via email. Please include the building name, room number, event date(s) and, if possible, the reservation number. We will confirm your cancellation via email; please note that your event is not considered canceled until you receive an email confirmation of your cancellation.

Cancellations received less than five (5) business days prior to the event date will incur a late cancellation fee of $25 per booking; additionally, you may be required to pay up to 100% of the event charges.

Payment

Invoices will be sent to the organization listed on the reservation within 14 days of your event; payment is due within four weeks of the invoice date. Late payments may be subject to additional fees.

Pricing

The School of Education does charge for non-SoE use of the Education Building meeting rooms. Please see the Rates and Charges page for an explanation of the rates and detailed rate schedules.

The School of Education reserves the right to change pricing at any time, but will honor your pricing for 60 days prior to your event.

Parking

If your event will require parking permits, please fill out the online visitor parking form at UW Transportation Services to request permits. Unfortunately, SoE Building Services cannot assist you with your event parking requests.  

Events Outside of Building Hours

Events taking place before/after building hours require prior approval from School of Education Building Services. For more information, see the current Education Building hours.

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