Event Execution

Best Practices

UWM works to host events that elevate our university’s missions and strategic goals through student, employee, and community-facing events and occasions. Each event must be executed in alignment with Universities of Wisconsin System (UWS) Administrative policies (SYS) and University of Wisconsin-Milwaukee policies and procedures (SAAPs). Use the below best practice framework to guide your event planning process and ensure compliance with UWS and UWM.

Logistics and Operations 

1. Confirm set-up time, breakdown/logistics, staffing, audio/visual, catering, parking/transportation, security, accessibility, signage, registration/check-in. Recruit volunteers if needed.
2. For large-scale events: coordinate closures, crowd management, parking/traffic, emergency planning per SAAP 6-5.   

Facilities Use

1. Ensure that facility use aligns with the primary mission (teaching, research, public service).
2. Campus space assignment authorities must ensure no misuse of facilities in a way that unfairly competes with the private sector per Regent Policy 12-1 (incorporated by SAAP 6-5).  

Meals / Hospitality

1. If meals/hospitality are provided as part of the event: confirm business purpose, document attendees, cost per person, vendor/receipt, and adhere to University/State maximum meal rates for hosted events where applicable.
2. Alcohol: Only if approved under UWM’s alcohol policy (SAAP 3-1) or paid with allowed funds (Foundation funds). Contact 20|20 Catering for more information.

External Participants / Sponsorship 

1. If event includes non-UWM external attendees or sponsors, ensure event use and revenue considerations align with policy: if revenue-producing, review cost recovery; ensure space use approvals by SAA.   
2. Ensure agreement for sponsorship/funding is consistent with university policies.
3. If your event is being externally funded, it is important to know if that organization has any additional rules or compliance measures. 

Risk Management and Accessibility 

1. Confirm compliance with ADA accessibility, fire safety, crowd capacity limits, parking/transportation safety, and insurance where required.
2. For events requiring street/lot closures or impacting campus operations: coordinate with UWM Police, Facilities, Parking Services, and Neighborhood Relations. 

Communications & Marketing

1. Ensure branding, signage, invitations, and promotion comply with UWM brand and identity standards. 
2. If your event is co-sponsored, determine early if the outside organization will control most or all of the branding so you can ensure proper use of the UWM logo or brand.
3. Include instructions/registration information, parking logistics, accessibility info, and emergency contact. 
4. Plan for confirmation and reminder emails for event attendees if applicable.

Post-Event Requirements 

Cleanup / Breakdown 

Ensure facility is returned to pre-event condition. Confirm any damages or extra costs with Facilities Services. 

Financial Reconciliation 

1. Close the budget: reconcile actual vs budgeted costs, including facility charges, catering, vendor invoices, meal/hospitality costs.
2. Submit expense reports or reimbursements with required documentation: business purpose, attendee list (if hospitality), receipts, event approval form. 

Reporting & Evaluation 

1. The sponsoring unit should create an event report: attendance numbers, outcomes relative to mission purpose, lessons learned, etc.
2. If event changes were significant (attendance, budget, risk), update procedures/planning records. 
3. Retain records in accordance with UWM record-retention policy.

Facility Use Review 

If needed, have SAA and Official Functions review the facility use: Was the event consistent with mission? Were any disruptions to campus operations noted? Should future use rules for the facility be revised?

Template Timeline (Example) 

• T-12 weeks: Submit event concept/initial request 
• T-10 weeks: Space Authority feasibility review; budget draft; vendor list 
• T-8 weeks: Approving Authority approval; vendor contracts executed; facilities booking confirmed 
• T-4 weeks: Logistics walkthrough; parking/transportation plan; security plan 
• T-1 week: Final budget, attendee list, catering numbers, signage finalized 
• Event day: Execute event per plan, monitor operations 
• T + 1 day: Debrief meeting (optional) 
• T + 2 weeks: Prepare post-event report, financial reconciliation 
• T + 4 weeks: Record retention filed; lessons learned documented

Special Considerations 

• External Sponsorship/Revenue-producing events: Must ensure compliance with facility use policy and cost recovery; if private entity uses UWM space for profit, ensure no prohibited competition. 
• Meals/hospitality for non-UWM personnel: Document business purpose, limit food/hospitality to those needed to advance university mission; follow meal rate schedules and per diems. 
• Remote/virtual events: If participants are remote or at home, policy may prohibit meals/gift cards for those home-based.   
• Large scale / high visibility events: Additional coordination (parking/traffic closures, security, media relations) is required; SAA must initiate large-scale event processes. 
• Alcohol-serving events: Must comply with UWM’s SAAP 3-1 policy and cannot use university operational funds unless expressly allowed. 
• Accessibility & inclusivity: All events must comply with ADA/accessible design; ensure inclusive programming. 
• Sustainability / cost-effectiveness: Sponsoring units should consider environmental impact, cost recovery, and reuse of resources where possible. 
• Prizes, Awards and Gifts: Review the policy to ensure compliance.
• Licensed products: If you are ordering licensed products for your event, please refer to UWM’s Trademark Licensing website.
• Parking: To reserve parking, contact UWM Transportation Services.  
• Tables, chairs, staging, pipe & drape, backdrops, crowd-control barricades: Start by contacting UWM Student Union Reservations and Event Planning.
• Catering, china, flatware, glassware, linens: Start by contacting UWM Catering Services.
• The Official UWM Approved Catering list is available online.
• Printing and signage needs can often be fulfilled by UWM Print and Copy Services.