{"id":961,"date":"2026-02-12T11:20:28","date_gmt":"2026-02-12T17:20:28","guid":{"rendered":"https:\/\/uwm.edu\/official-functions\/?page_id=961"},"modified":"2026-02-12T11:20:29","modified_gmt":"2026-02-12T17:20:29","slug":"event-execution","status":"publish","type":"page","link":"https:\/\/uwm.edu\/official-functions\/event-execution\/","title":{"rendered":"Event Execution"},"content":{"rendered":"\n
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Best Practices<\/h2>\n\n\n\n

UWM works to host events that elevate our university\u2019s 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.<\/p>\n\n\n\n

Logistics and Operations<\/strong> <\/h3>\n\n\n\n
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  1. Confirm set-up time, breakdown\/logistics, staffing, audio\/visual, catering, parking\/transportation, security, accessibility, signage, registration\/check-in. Recruit volunteers if needed.<\/li>\n\n\n\n
  2. For large-scale events: coordinate closures, crowd management, parking\/traffic, emergency planning per SAAP 6-5<\/a>.\u202f  <\/li>\n<\/ol>\n\n\n\n

    Facilities Use<\/strong><\/h3>\n\n\n\n
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    1. Ensure that facility use aligns with the primary mission (teaching, research, public service).<\/li>\n\n\n\n
    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).  <\/li>\n<\/ol>\n\n\n\n

      Meals \/ Hospitality<\/strong><\/h3>\n\n\n\n
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      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.<\/li>\n\n\n\n
      2. Alcohol: Only if approved under UWM\u2019s alcohol policy (SAAP 3-1)<\/a> or paid with allowed funds (Foundation funds). Contact 20|20 Catering<\/a> for more information.<\/li>\n<\/ol>\n\n\n\n

        External Participants \/ Sponsorship<\/strong> <\/strong><\/h3>\n\n\n\n
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        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.\u202f  <\/li>\n\n\n\n
        2. Ensure agreement for sponsorship\/funding is consistent with university policies.<\/li>\n\n\n\n
        3. If your event is being externally funded, it is important to know if that organization has any additional rules or compliance measures. <\/li>\n<\/ol>\n\n\n\n

          Risk Management and Accessibility<\/strong> <\/h3>\n\n\n\n
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          1. Confirm compliance with ADA accessibility, fire safety, crowd capacity limits, parking\/transportation safety, and insurance where required.<\/li>\n\n\n\n
          2. For events requiring street\/lot closures or impacting campus operations: coordinate with UWM Police<\/a>, Facilities<\/a>, Parking Services<\/a>, and Neighborhood Relations<\/a>. <\/li>\n<\/ol>\n\n\n\n

            Communications & Marketing<\/strong><\/h3>\n\n\n\n
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            1. Ensure branding, signage, invitations, and promotion comply with UWM brand and identity standards<\/a>. <\/li>\n\n\n\n
            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.<\/li>\n\n\n\n
            3. Include instructions\/registration information, parking logistics, accessibility info, and emergency contact. <\/li>\n\n\n\n
            4. Plan for confirmation and reminder emails for event attendees if applicable.<\/li>\n<\/ol>\n\n\n\n

              Post-Event Requirements<\/strong> <\/h2>\n\n\n\n

              Cleanup \/ Breakdown<\/strong> <\/h3>\n\n\n\n

              Ensure facility is returned to pre-event condition. Confirm any damages or extra costs with Facilities Services. <\/p>\n\n\n\n

              Financial Reconciliation<\/strong> <\/h3>\n\n\n\n
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              1. Close the budget: reconcile actual vs budgeted costs, including facility charges, catering, vendor invoices, meal\/hospitality costs.<\/li>\n\n\n\n
              2. Submit expense reports or reimbursements with required documentation: business purpose, attendee list (if hospitality), receipts, event approval form. <\/li>\n<\/ol>\n\n\n\n

                Reporting & Evaluation<\/strong> <\/h3>\n\n\n\n
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                1. The sponsoring unit should create an event report: attendance numbers, outcomes relative to mission purpose, lessons learned, etc.<\/li>\n\n\n\n
                2. If event changes were significant (attendance, budget, risk), update procedures\/planning records. <\/li>\n\n\n\n
                3. Retain records in accordance with UWM record-retention policy<\/a>.<\/li>\n<\/ol>\n\n\n\n

                  Facility Use Review<\/strong> <\/h3>\n\n\n\n

                  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?<\/p>\n\n\n\n

                  Template Timeline (Example)<\/strong> <\/h2>\n\n\n\n