ADMISSION EVENTS

Policies and Responsibilities

An admission event is an activity with an admission price or a donation amount being requested or suggested for entrance.  Events or programs without either monetary requirement for admission or a suggested donation are not admission events.

Admission events policy
Any revenue that is generated by the use of State funds (segregated university fees, grants, or any state account managed by a campus office) must be returned to the State account.  This applies to any admission fees or donations collected at any events that are subsidized (in any form) by State funds (per University of Wisconsin System Financial Administration Segregated University Fees (F50) I.C. Deposit of SUF in State Treasury).  All monies received from the Student Association are considered State funds.  (See also Charitable Events). If segregated university fees are used for any part of an admission event, then the event must be audited by Student Involvement.

Any activity held in the Union building at which revenue is produced (sales, solicitation, or admission events) must be registered with the Union Reservations & Event Planning Services Office.  University cashiers and security are assigned to admission events.  The revenue collected at the door will be deposited with the University cashier and then transferred to the organization’s State account as directed by Student Involvement.  The sponsoring group is responsible for applicable rental charges, ticket sales, and collection of admission charges unless otherwise specified by the Reservations & Event Planning Services Office.

If the event must be audited by Student Involvement, the follow requirements apply:

  1. For Ticket Admission Events:
    1. The student organization is required to get ticket designs approved PRIOR to printing to insure required information and sequential numbering is included. There are specific requirements for printed tickets that should be discussed with Student Involvement staff members PRIOR to tickets being printed.
    2. The student organization is required to have tickets audited and APPROVED PRIOR TO ANY SALES and sign an agreement regarding admission revenue (pre-sale audits may take up to one week to complete). Segregated university fees may not be used for admission events where the proceeds are being donated to a charity.  Although segregated university fees may be used for events promoting a charity, once the revenue is deposited in a State account it cannot be withdrawn to donate to a charity.
    3. There is a process for requesting excess revenues from the segregated university fee accounts (see refund from revenue).
  1. If the event will not have tickets but does have an admission fee (such as a conference registration fee), the organization will need to develop and submit to Student Involvement a registration and payment process to be APPROVED PRIOR TO COLLECTION OF ANY ADMISSION PAYMENTS and sign an agreement regarding admission revenue.