Policy and Guidelines
1. Conference Center Location and Size – The Conference Center is located on the fourth floor of the University of Wisconsin-Milwaukee’s Golda Meir Library building. The Conference Center is accessed by stairs or elevator from the west wing of the building.
The Conference Center is approximately 4000 square feet and will accommodate 300 for a seated lecture, 156 for a banquet, or 250 for a reception.
2. Scheduling – Requests to use the Conference Center must be made at least 14 days before the anticipated event date. Direct all questions concerning scheduling to UWM Libraries Facilities Management by contacting Chris Baxter at baxter@uwm.edu or (414) 227-3193.
Events are scheduled on a first-come, first-served basis, and requests for reservations will remain tentative until all the required forms are submitted and the user group representative receives a reservation confirmation from UWM Libraries Facilities Management.
UWM Libraries Facilities Management reserves the right to refuse future Conference Center reservations if it judges that a user group has not always observed proper decorum, both in the Conference Center and other areas of the library. Events that are deemed to be contrary to the mission of the university or UWM Libraries will not be scheduled.
3. Reservation Request Form – A Conference Center Reservation Request form (obtained from UWM Libraries Facilities Management) must be completed and returned at least 14 days before an event to make a tentative reservation. The form must be signed by the user group’s representative and, for campus users, the group’s Dean, Director, Division Head, or Business Representative. The Dean of Students or a faculty sponsor must sign the Reservation Request form for student organizations.
4. Room Use/Set-Up Fees/Billing – The Conference Center usage fee is calculated according to the type of set-up requested. The basic usage fee covers room use, a lectern, public address system and screen. Additional fees are charged based on the set-up type, size and any additional audiovisual, other equipment or special needs requested. UWM users will be charged via Direct Charge and a Direct Charge form is required to confirm the reservation and must be submitted at least 5 days before the event. Non-UWM users will be invoiced, and payment is due upon receipt.
5. Conference Center Set-Up – The Conference Center may be configured in a variety of seating arrangements to accommodate a user group’s particular needs. The user group representative must submit a request detailing any set-up requirements to UWM Libraries Facilities Management at least 5 days before the event. After that time, there will be a charge for changes to the set-up.
Because of the time required to set up and take down events, a minimum of four hours is needed between events that have significant differences in set-up type or size.
6. Audiovisual Equipment – Audiovisual equipment (beyond the lectern, public address system and screen which are included in the basic usage fee) is available for a fee and must be arranged through UWM Libraries Facilities Management at least 5 days before the scheduled event.
7. Cancellations – To cancel an event, please notify the UWM Libraries Building Assistant (414-227-3193) at least 3 days before the scheduled event. After that time, a cancellation fee of $100.00 will be billed to the user group.
8. Catering – A representative of the user group must notify UWM Libraries Facilities Management, in advance, of any food and refreshments served in the Conference Center. Because of liability issues, there is an established University policy on catering for campus events (UWS 18.06 (16)). Self-catering, food prepared at home, and/or potlucks are not allowed. All catering must be provided by 20/20 Catering or an outside vendor approved by the UWM Purchasing Department. Call Purchasing at (414) 229-6061, to find out whether the caterer you wish to use is on the approved list. Catering arrangements are the responsibility of the user group.
All food to be served must be transported, maintained and served from the caterer’s equipment. All items brought into the Library building by either the caterers or the user group must be removed at the end of the event. Any food that is left behind will be discarded.
The caterer must provide all food service utensils, coffee pots, tableware, and linens.
Although cooking facilities are not available, for an additional fee user groups may use the kitchen, staff lounge, and/or fourth floor hallways to support their event. The availability of these areas must be approved by UWM Libraries Facilities Management. The staff lounge and kitchen are generally not available during weekdays from 10:00 a.m. to 3:00 p.m., because they are reserved for staff breaks and lunch hours. User groups must ensure that the lounge or kitchen are cleaned and left in the condition in which they were found.
The library loading dock should be used for food and equipment delivery or pickup, but vehicles may not remain parked there during an event. If parking is needed the user representative or the caterer must obtain permits by calling the UWM Parking and Transit Office at (414)229-5644.
UWM’s administrative policy, ALCOHOLIC BEVERAGES, GUIDELINES FOR SERVING, No. S-5 (February 1998) governs the serving of alcoholic beverages by UWM Union Dining Services in the Conference Center. Alcoholic beverages may include wine, mixed drinks, and beer; tap beer service is prohibited. The user group is responsible for obeying all State of Wisconsin and University liquor laws and regulations, especially those pertaining to age.
9. Young Adults and Children – Young adults and children must be under the immediate supervision of an adult for safety reasons. There must be an appropriate number of chaperons for the number of young adults and/or children who are using the Conference Center.
10. Clean-Up and Clean-Up Fees – The clean-up of the Conference Center and any other areas used is the responsibility of the user group and/or the caterer. All plates, cups, and other event debris must be removed from tables, chairs, and other surfaces and deposited in appropriate trash containers.
If the Conference Center or other areas used are not left in the condition in which they were found, or if there is spillage or other damage, a charge will be assessed for the clean-up or repair and the user group will be billed.
11. Smoking – UWM prohibits smoking and the use of tobacco on all campus property.
12. Non-Library property – Any property that the user group brings into the Conference Center, must be removed immediately after the event unless other arrangements are approved by UWM Libraries Facilities Management.
13. Liability – The University will recover from the Conference Center user group all costs to the University for any damage or loss to the premises, building, or building’s contents caused by or arising out of the user’s activities while using the Conference Center. Additionally, any loss or damage to others’ property and/or injury or death to any person(s) caused by or arising out of the user’s activities while using the Conference Center will be the responsibility of the group using the Conference Center.
Revised 11/20/2024