Jump to:

RESERVATION PROCEDURE

Want to plan a special event? Follow the steps below. Please note, all requests must be submitted at least 2 weeks in advance (4 weeks for non-university groups)to be considered.

  1. Requests must be made by submitting a Special Event Request Form to John Horn, Director of Recreational Programs and Facilities. Special Event Request Forms are available here or they can be picked up at any facility. Please print the Request Form and submit them in hard paper form directly to John Horn at the SERF, 715 W. Dayton St, Madison, WI 53715. We apologize for the inconvenience as users have noted technical issues and we want to ensure that you are able to request a reservation. Thank you for your time.
  2. 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
  3. The Director of Recreational Programs and Facilities will prepare a Recreational Sports Terms and Conditions Agreement based upon Facilities Use Charges, the Event Employee Charges, and the Equipment Charges

    4. Click Here for the summary of Costs and Charges

  4. In the event that concession and/or vending stands will be operated, a Vending Agreement 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. 

Click Here for more information on vending and concessions

  1. 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.
  2. 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 Special Event Request Form has been completed and submitted.
    • The cost estimate is accepted by the requesting party.
    • Facility Use Agreement has been signed by all parties (when applicable).
    • 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).
  3. 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.