Arboretum Room Use/Event Policy Manual Revised: June 11, 2014

Arboretum Room Use/Event Policy Manual
Revised: June 11, 2014
Facility Coordinator: Duncan Schultz
rooms@uwarb.wisc.edu
608-265-5215
The Arboretum Visitor Center’s meeting rooms are available on a limited basis for internal or external
groups that meet one or more of the following criteria:
1) Include a program featuring a presentation by an Arboretum staff speaker
2) Have a mission similar to that of the Arboretum and who plan to use this facility for a meeting
related to that mission. Appropriate activities would include programs related to ecological
communities and horticultural management practices, ecological literacy, education about
restoration ecology and related natural history, and/or the discipline of restoration ecology.
3) Are invited by Arboretum staff for a program related to the Arboretum's mission or staff
duties.
4) Are affiliated with the University of Wisconsin System (e.g., a College or Academic
Department).
The Arboretum Visitor Center is not available to individuals for private classes, meetings, conferences,
parties, ceremonies, etc. or for fundraising events.
Room Reservation Requests
The Arboretum hosts many events each month, and certain dates for recurring events are booked up to
18 months in advance. Direct all inquiries about room availability to the Facility Coordinator (Duncan
Schultz) as far in advance as possible. Once your event is scheduled, please provide your room set-up
needs to the Facility Coordinator as far in advance as possible, but no later than 1 week before your
event. Include specific details on the number and position of tables (rounds or rectangular) and how
many chairs per table you’d like (a digital diagram is often helpful). Also, include whether you’ll need to
use the Arboretum’s A/V cart, coat racks, flip charts, easels or any extra special request.
Room descriptions
The Arboretum Visitor Center has several rooms available for events/meetings. Note that maximum
capacities are dictated by City of Madison fire code, the type of set-up you are requesting, as well as the
limits based on experience in hosting safe and comfortable events, parking concerns, etc. As a health
concern, trash cans are to be included in all room set-ups, and must not be removed:
Auditorium:
Room Size: 30 ft x 52 ft
Maximum Capacity: 175 for lecture or dining
Standard dining set-up: Round tables with 8 chairs each, three 6 ft x 2 ft tables for food
and beverage, two 6 ft x 2 ft tables for displays, trash cans
Adjacent catering kitchen: Sink and counter top, plug in for hot food units, 22 cubic ft
refrigerator, microwave, coffee maker
Instruction Room 1:
Maximum capacity: 24 (conference)
Standard set-up: 8 small rectangles, 2 chairs/table; one 6’ x 2’ table @ side of room;
trash can
Instruction Room 2:
Maximum capacity: 48 (lecture)
Standard set-up: 30 chairs (6 rows of 5 chairs); podium; trash can
Exhibit Hall, hallway, lobby areas:
These areas are not included in standard event options, but are occasionally used to
handle certain components for larger events. However, since these areas have other
dedicated purposes (exhibit space, art gallery) all activities using these shared spaces
must be cleared in advance with the Facility Coordinator (typically, they are only
available when the building is closed to the public).
Food
Any event that is being catered must use a catering company that is registered with UW Risk
Management (most caterers in the area are already registered). The University defines catered food as
“food [that] is prepared, transported, set out and/or served by the vendor's employees.” Catered food is
not “food purchased and prepared by University staff” nor “prepared food (pre-packaged box lunches,
sandwiches, cheese trays, pizza or related items) purchased from a licensed restaurant and/or catering
operation and served by university staff on property owned or facilities used by the University.”
If you are using University funds to pay for a catered event, you must check with UW Housing (608-2625577) and Union (608-262-2511) catering services to see if either is available for your event. If neither is
available, you are allowed to use an off-campus catering company registered with Risk Management.
Please inform any caterer that they are responsible for cleaning up after themselves following the event.
This includes removing any trash created by their services, mopping the floor in the catering kitchen and
loading dock and washing off the counters and sink in the catering kitchen. If these areas are left in an
untidy manner, you and your caterer may be fined or refused reservations in the future.
Alcohol
Due to recent changes in the University of Wisconsin-Madison Alcohol Policies, having an event with
alcohol is a more complicated matter at the Arboretum. If you are planning on having 50 or less
attendees with alcohol being served, we can most likely accommodate your request. If you are planning
on having more than 50 attendees and your event is after hours (5:00pm or later) or on the weekend,
you will be charged an additional $100 per 25 attendees. This is to cover the cost of additional
responsible employees (one needed for the first 50 attendees, and an additional one needed for each
additional 25 attendees). If you are having your event during normal operating hours on a weekday and
we have enough staff present, or if you are part of the University and can supply your own responsible
employees, these charges would not apply. Please note that any reservation request involving alcohol
may be denied due to staffing issues related to this University policy. These problems can be avoided if
you have alcohol supplied through UW Housing or Union catering services, since they supply their own
staff and alcohol permit.
There is no alcohol allowed in the Instruction Rooms and only UW Housing and Union catering services
are allowed to operate a cash bar on campus. IF YOU ARE PLANNING ON HAVING ALCOHOL AT YOUR
EVENT, PLEASE LET THE FACILITY COORDINATOR KNOW IMMEDIATELY.
A/V and IT:
Internet:
The Arboretum is on the same wireless network as the rest of the UW campus, which requires
either a UW NetID or a guest account to log on. There are a few cabled Internet connections
around the perimeter of the Auditorium, one in each of the Instruction Rooms, and one in each
conference room.
Projection capabilities:
Both the Auditorium and Instruction Rooms are equipped with a full projection kit. This includes
a projector, VGA cable, laptop (Windows) with Microsoft Office, laser pointer and remote. If a
presenter wishes to use their own equipment (laptop, projector, special software, etc.) they may
do so under their own support, and with their own adaptors, cables, etc. We do not have
adapters for Apple products on site.
Sound:
Microphones (handheld, headset and Lavaliere-style) are available upon request for events in
the Auditorium. For presentations with embedded audio, there is a cable on the projection cart
which can be used to patch the laptop in to the in-ceiling speakers. The Instruction Rooms are
much smaller, and normally do not require sound amplification. Standard-sized computer
speakers are available upon request if you wish to project a movie or presentation with sound.
IT:
The Arboretum does not have an IT person on staff, so although the host will do their best to
assist/troubleshoot IT issues, we are not able to provide IT support for more advanced activities,
such as conference calls and web-based seminars. Groups with sophisticated IT needs should
consider bringing the appropriate support staff to the event.
Parking
The Arboretum has limited parking available for event guests, staff, and visitors, and cannot guarantee
close-proximity parking for all event guests. For larger groups, we recommend using a carpool.
Accessibility
The Visitor Center is a handicapped accessible facility, and has an ADA-approved ramp to get to the
front door, automatic door openers, and an elevator for getting into the downstairs areas inside the
building.
Rules and Regulations
We request your cooperation in complying with the following regulations so that our public service and
staff activities and programs can continue to function smoothly while your group is in the building.
(Group organizers are responsible for informing event participants of these rules/regulations).







Equipment and supplies may not be delivered before the time reserved for your
program and must be removed by the end of the time scheduled for your program. We
are not able provide on-site storage.
Please do not rearrange, add, or remove furniture.
Do not put away furniture at the end of your event – it will be cleaned and put away by
our facility crew.
Activities are restricted to the space assigned to the group.
No fasteners (tape, nails, tacks, etc.) are permitted on the walls.
No glitter, confetti, or candles or other smoke-producing materials may be used.
The Arboretum curfew must be observed. (Visitor Center Parking Lot is closed between
10 p.m. and 6 a.m.)
Fees
The Auditorium rental fee for Non-Profit/Ecological-Based events is $350. This is a flat set-up fee and
applies to any length of event. An additional $50 is charged for use of each breakout room (Instruction
Room 1 or 2). UW-related events will be charged at a reduced rate of $250.
Instruction Room 1 is also available for meetings of 24 people or less. This Instruction Room is only
available in the standard set-up (a rectangle of tables with chairs facing each other). The rental fee for
Instruction Room 1 is $100 during operating hours (9:30am-4:00pm on Weekdays, 12:30pm-4:00pm on
Weekends) and $150 outside operating hours. UW-related meetings will be charged at a reduced rate of
$75 during operating hours and $125 outside operating hours. Small, recurring classes related to the UW
or the Arboretum may also be held in Instruction Room 1 during operating hours for $50 per session.
The fees for the Auditorium and Instruction Rooms include use of Arboretum laptops, projectors, rolling
whiteboards, flipcharts, coffee maker (coffee not provided), catering kitchen (Auditorium only) and
wireless microphone system (Auditorium only). Table coverings are not provided.
Cancellation Policy
Any event must be cancelled at least 48 hours before the scheduled start time to not receive charges.
Since events are charged a set-up fee, if the event is canceled within 48 of the start time and the room
has already been set-up, 50% of the original charge will still apply. In case of bad weather, the
Arboretum is open as long as the main campus is open and the same cancellation rules apply. We will
make our best effort to keep the roads and walkways clear of snow and ice, but please note this is a low
salt use area. If the campus is closed due to bad weather, your event will have to be canceled and there
will be no charge.