When hosting university events and official functions, several policies and procedures often apply. These procedures are intended for UWM administrative units, student affairs, event services, and all who plan and coordinate official functions and special events. Some events hosted at non-UWM venues may have different guidelines. Events held both indoor and outdoor are included. The purpose of an event must support or advance the goals, objectives, and mission of UWM.
Relevant Policies and Procedures of Reference:
- UWM policy SAAP 6-5: Use of Facilities Policies and Procedures
- UW System SYS 312: Official Functions Policy
- UW System Headquarter City & UW System Sponsored Events Policy
- UW System Prizes, Awards and Gifts Policy
- UW System Youth Protection and Compliance Policy
- UWM Prominent Visitor Procedure (link forthcoming)
- Office of the Chancellor’s Speaking Engagement Request form
An Official Function is defined by UW System policy as an institution-sponsored event with social components that substantially advance the mission of the university, and are not part of the ongoing UW operations.
A Special Event is any event hosted on UWM property by a UWM unit and may involve external participants. It could also have larger attendance or unusual facility arrangements.
Different venues on UWM’s campus may have different event intake processes. Whether you are working with the Student Union, the Peck Schol of the Arts, the UWM Library, the Lubar Entrepreneurship Center or the Klotsche Center, their event professionals can guide you on best practices for event planning and management. If you are hosting an event in an academic building, you need permission from the Space Assignment Authority.
Events in academic buildings may be discouraged as it may not be the best use of the facility. The goal for official functions and special events is to ensure they take place in a space that is best for the event and does not detract from the university mission or intended use of the facility. Facility safety, accessibility, support resources, staffing, and the maintenance impact all need to be reviewed. Campus event planners are encouraged to utilize spaces with dedicated event staff before utilizing academic spaces.
Financial compliance is key. Work with your DFO (Divisional Finance Officer) to ensure the correct budget and funding sources are being used and are policy compliant. You may also need to follow the Official Functions Policy Implementation steps (link to that page housed on official functions website – see below for the info for that new page).
If meals or hospitality are part of the event, ensure compliance with the Headquarter City & UW Sponsored Events Policy.
Units are encouraged to share their special events on the UWM Event Calendar.
If external vendors are engaged (catering, audio/visual, security, parking, rentals), ensure UWM standard contracting process is followed, insurance requirements are met, and facility rental cost recovery policies apply. If your event is off campus, the external vendor may control the allowable vendors.