Education Building Reservation Guidelines

Reservation priorities

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.

  1. SoE Departments  1.5 years in advance from request date
  2. UW Departments – 10 months in advance from request date
  3. UW Registered Student Organizations – 6 months in advance from request date
  4. Non-University/External Organizations – 6 months in advance from request date

Non-University Groups may seek 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.

Request timing

We ask that any reservation or equipment request be made 1 week 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 or call the SoE Business Office at 608-262-6138.

Education Building Third Floor Deck

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.

Cancellations and late cancellations

The cancellation deadline for any event is five (3) business days prior to the scheduled event date. We ask that you submit 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 (3) business days prior to the event date may incur a late cancellation fee of $50 per booking; additionally, you may be required to pay up to 100% of the event charges.

Audio & Visual items

To ensure that AV items and staff support are available for your event, AV Items should be requested (7) business days prior to your event. Custom or complex requests will require additional lead time.

The following basic AV equipment is included in most rooms

  • Projector or large monitor
  • HDMI/VGA laptop inputs
  • Windows 10 computer
  • Web camera
  • Audio and mics

School of Education 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” 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.


Invoices will be sent to the organization listed on the reservation within 14 days after the event; payment is due within 1 week of the invoice date. Late payments may be subject to additional fees.


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.


If your event will require parking permits, please fill out the online visitor parking form at UW Transportation Services to request permits. SoE Building Services cannot assist 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 send an email request.