Use of University facilities and lands is primarily restricted to activities that fulfill the University's missions of teaching, research, and public service. This document outlines the various policies and practical considerations that guide the University in its efforts to respond to requests it receives for permission to use University facilities and lands.
UWS 21 of the Wisconsin Administrative Code outlines the general policy considerations that the Board of Regents has determined to be applicable for the use of University facilities and lands. These considerations are explained in further detail below, and are associated, where appropriate, with additional specific University policies. These materials are intended to promote consistency in decisions regarding use of University facilities and lands, and the possible assessment of rental fees and costs for such use.
The Division of Recreational Sports will place the highest priority of providing the general University of Wisconsin student body open recreational space in all facilities. The priority system is available under “General Use Priorities”.
Requests submitted to the Division of Recreational Sports will be submitted with the expectation that the person/organization submitting the request and the organization event assume full responsibility for the proposed use.
Use of University facilities by persons or organizations not University affiliated must comply with UWS 21.04.
UWS 21.04 Use of facilities by persons or organizations not associated with an Institution.
The chancellor of each institution, or his or her designee, may permit persons, or organizations not associated with that institution, to use university facilities at his or her institution if he or she determines that:
The proposed use is under the sponsorship or at the invitation of an organization associated with the institution;
The proposed use will not interfere with or detract from the teaching, research and public service missions of the institution, or the use of the facilities by organizations associated with the institution;
The institution has appropriate facilities available for the proposed use.
The person or organization has complied with institutional procedures adopted under s. UWS 21.06.
Persons or organizations using university facilities under this section must reimburse the institutions for the costs, if any, for the use and damages or incident to the facilities.
Persons or organizations using university facilities under this section may be required to pay rental charges for use of facilities if the use is revenue producing.
The following concession and vending guidelines must be followed for all special events being conducted in/on Division of Recreational Sports indoor and outdoor facilities. Please note that these facilities do not have an area which can be solely dedicated as a concession or vending stand or that can meet the applicable health standards for vending food and drinks.
Organizations wishing to operate concession and/or novelty/equipment sales in conjunction with their approved special event must submit a drink, food, and novelty/equipment list to the Director of Programs and Facilities in the Division of Recreational Sports for approval prior to the date of the facility use. The Division of Recreational Sports Program maintains the right to exclude any item from being sold, distributed, or advertised.
Prior approval must be granted by the Director of Programs and Facilities for pre-packaged concession items not mentioned in these guidelines.
All novelty/equipment sales must comply with all University licensing policies when applicable and be approved through the appropriate University offices.
The sponsoring organization will be responsible for cleaning all areas of the facility used for concession as detailed in the Facility Reservation Form or other related documents.
In the event that facilities are not cleaned or are damaged as a result of an event, cleaning or maintenance fees will be charged to all groups holding special events.
A Vending Agreement must be completed and signed by the requesting party and the Director of Programs and Facilities.
Vendors should maintain a Sales and Reconciliation document and submit the completed form to the Director of Recreational Programs and Facilities after the completion of the event.
The Division of Recreational Sports will receive a negotiated percent, beginning at a minimum of 20 percent, of the gross sales.
All concession items must be approved by the Director of Recreational Programs and Facilities prior to the opening of the concession stand.
Only professionally prepared, pre-packaged food items that do not require refrigeration can be sold or given away. Ice chests cannot be used as a food refrigeration device.
Candy and food with staining color agents or that create a maintenance problem such as M & M’s, Skittles, Frito Pies, etc. cannot be sold and/or distributed in Division of Recreational Sports facilities.
Most professionally pre-packaged candy bars will be acceptable.
Homemade food items cannot be sold or given away.
The concession stand must be operated under all applicable State Health Department Codes and Standards.
All novelty/equipment items must be approved by Director of Recreational Programs and Facilities prior to the opening of the vending stand.
All items sold must pertain to the event being conducted.
The Division of Recreational Sports houses the educational and recreational programs of Kinesiology, and serves as the base for a campus-wide recreational program provided through the Division of Recreational Sports Program. The priority use of Division of Recreational Sports Facilities shall be the support of the mission of the Division of Recreational Sports Program.
The priority use system is as follows:
Academic Classes*
Division of Recreational Sports Program requests
Student Organization requests
Campus Department/Program requests
Non-University requests (Schools, Community Organizations, etc)
Division of Recreational Sports Program requests
Academic Classes*
Student Organization requests
Campus Department/Program requests
Non-University requests (Schools, Community Organizations, etc)
*Academic Class Times in Rec Sports Managed Facilities are:
Monday-Friday 8:00 a.m. - 11:30 a.m. and 1:30 p.m. - 4:30 p.m. Priority will be given to Recreational Sports users during the 11:30 a.m. - 1:30 p.m. time period each weekday.
**It is very important to acknowledge that the highest priority for scheduling is the use of facilities for general recreation needs by UW Students and paying members. Thus, the Division will always make every attempt to offer open recreation space for our primary users.**
People can request outdoor field space if they meet the conditions for use required by the University of Wisconsin-Madison and the event does not conflict with regularly scheduled educational and recreational uses of Recreational Sports facilities and Outdoor Fields. Due to the recreational/athletic nature and design of Recreational Sports Facilities and Fields, groups and/or organizations are asked to request the use of these spaces for events that conform to the existing facilities.
Requests for the use of Recreational Sports Facilities by registered student groups, University organizations, and University Departments/Colleges must be made a minimum of two weeks prior to the start of the event. Requests for the use of the facilities by non-university groups or organizations must be made a minimum of four weeks in advance of the requested date. The request/reservation procedures are as follows:
If necessary, a meeting will be held with the requesting party and the Director of Recreational Programs and Facilities to discuss the event. Further planning sessions may be required depending on the nature and scope of the proposed event. The following items are discussed:
Dates and times of the event
Purpose and scope of the event
Participants
Equipment and supervision requirements
Special equipment and set-up requirements
Admission fees
Facility use policies and guidelines
Liability insurance requirements if applicable
Written use agreements
Concession and vending requirements
Rental and equipment costs and payment methods
First aid and safety policies and procedures
Weather contingencies
If the requesting party desires the use of equipment owned by the Division of Recreational Sports, an Equipment Request Form must be completed and submitted to the Director of Recreational Programs and Facilities. This form can also be found on the web site or at any facility.
In the event that concession and/or vending stands will be operated, a Vending Agreement (Attachment E) must be completed and submitted to the Director of Recreational Programs and Facilities. The requesting party must agree to abide by University policies and procedures and State Health Codes related to the operation of a concession or vending stands. A Sales and Reconciliation Form must be maintained and submitted to the Director of Recreational Programs and Facilities within one office day after the completion of the event.
Registered student groups, recognized University organizations, and University departments/colleges are required to submit an interdepartmental charge number for the billing process and procedure, if applicable. Non-university organizations are required to submit a valid name and address for the billing process and procedure. Non-university organizations may also be required to pay a deposit for the use of the facility requested.
The event is officially scheduled when the following conditions are met:
The requested date or dates are available.
The event complies with Board of Trustee Policies, University Policies and Procedures, and Division of Recreational Sports Policies and Procedures.
The preliminary planning meetings have been successfully completed.
The special facility or supervision requirements have been coordinated with the Physical Plant and/or the UW Police Department (when applicable).
The Proof of Insurance form has been submitted (when applicable).
The Vending Agreement has been signed by all parties (when applicable).
Invoicing Procedures:
An invoice will be prepared by the Director of Recreational Programs and Facilities. This invoice will be sent to the primary contact and payment must be made within 14 business days of receipt.
For student organizations, University programs, departments, and colleges and non-university organizations not utilizing University interdepartmental transfers, a University of Wisconsin-Madison invoice is prepared and mailed to the official representative of the organization using the facility.
