Many spaces on campus can be reserved for a variety of reasons to help promote or support student organizations. Student Organizations can reserve one-time, weekly or bi-weekly meetings spaces. Large events are allowed throughout the semester as well. Student leaders can make reservations in the fall starting around mid- April or spring starting around mid- November. In terms of a special event that are sponsored by Student Organization or Departments which expects more than 70 attendees, please review the Special Event Policy in section 5.1.

Contacts for reserving spaces on campus:

University Center or UC Reservations

Contact Info: rooms@uww.edu | 262-472-1175 | Room: UC 153

Website: https://www.uww.edu/uc/reservations/room-request

** Reservations can be made in the following areas on campus through UC Reservations. This areas include University center, Esker and Drumlin Dining Hall, Hyland, Hyer, Heide, Winther, McGraw and McCutchan. Most commonly reserved are rooms and tables. However, you can also reserve signboards, the UC concourse, space in display cases, and outdoor mall space. 

**For reserving tables in Hyland you must contact the building manager directly

Williams Center

Contact Info: 262-472-1145 | Room: 100 Williams Center

Young Auditorium

Contact Info: youngaud@uww.edu

Building Supervisors

For additional needs within a building or if you need to reserve a space that isn't included within the areas above, reach out to individual building supervisors for support. 

Meetings 

Student Org Meetings are incredibly helpful to maintain structure and cohesion within a group. They are also very beneficial for creating semester or yearly content, making organizational goals, team bonding, and much more. Below are a few suggestions to have represented during your org’s meeting:

Agenda: Having an agenda is a good way to start a meeting. An agenda should explain and display what is scheduled to be discussed during the meeting such as upcoming events, deadlines or any other important information and topics. This way all members can understand what is going to be discussed and will feel better prepared during your meeting.

Icebreakers: An Icebreaker is a facilitation technique with the intention of making individuals feel welcome and familiarize themselves with an organization. This is a fun way to start off your event or meetings and can create a loose and casual environment. Whereas a teambuilding exercise is focused on building bonds amongst groups and organizations, an icebreaker is typically done to help attendees introduce themselves and to get to know each other. Though you may not be able to think of an icebreaker off the top of your head, you likely have participated in one before. When choosing an icebreaker, it is important to be considerate of all participants

Consider a variety of accommodating icebreakers so that everyone can participate; such as ones that do not focus on female and male gender only, or standing as the only option given. Make sure that everyone is comfortable and able to participate in your chosen icebreaker. It is always a good idea to be prepared with a variety of options

Room Set-Up: There are countless ways to set up the room for your organization’s meetings. It is important to make sure that your room is the appropriate size and set-up depending on what the meeting will consist of. Make sure the seating options are set in an appropriate location for any activities that will be done during the meeting. It is also important to make sure that there is enough variety of seating options for all attendees.

Track attendance: Finally, it is a good idea to track your meetings attendance by having either the officer in charge of attendance or a sign-in sheet to mark all attendees. You can even rent a card swipe from Student Activities & Involvement for free! If you decide to use a sign in sheet, consider also asking for attendee's school emails and names in order to contact them for future events, information or meetings. This way you can also track your membership and encourage your members to join your student organization portal.  You can also track attendance through Connect's app! For information on how to use the app, see the resource here.

Meeting Minutes: It is incredibly important to record meeting minutes. One of the major reasons being accountability for both the individuals within the organization and the moving forward of the orgs on-goings. Meeting notes should be recorded, often by the secretary and then distributed out to member via email or other format.

Getting from place to place for student organization activities exposes the organization’s membership to the risks of injury and loss of life.  Both the driver and the owner of the vehicle used for transportation are exposed to increased risk of legal liability in the event of an incident for which they are at-fault. 

The University has procedures in place to help manage the risks to drivers and passengers of vehicles used for university business, including authorized student organization events that require transportation.   

Forms:

• SUFAC - Organization Preliminary Travel Form:  https://uww.presence.io/form/sufac-organization-preliminary-travel-form 

• Non-employee form for E-reimbursement:  https://www.uww.edu/documents/adminaffairs/finance/accounting/Non-employee-request-form%2001022019.docx 

• For Enterprize Rent-A-Car  Information, contact Sue Havlovick at havlovis@uww.edu or (262) 472-1986 

Driver Authorization

• State-owned or leased vehicles:  All persons that operate these vehicles for conduct of university business must be formally authorized by the University.

• If an individual or group intends to be reimbursed for mileage, drivers must be authorized regardless of use of personal or state-owned/leased vehicles.

• Authorization Process / How to become an Authorized Driver:  https://www.uww.edu/adminaffairs/riskmanagement/services/vehicle-and-driving-information#DriverAuthorizationVehicleUse#become-an-authorized-driver 

• Prospective driver and the organization’s campus advisor must complete and submit the driver authorization form to Risk Management & Safety at least 5 days prior to travel. 

• Applicant and advisor are informed of approval/denial decision after comparison of applicant’s driving record to driver quality standards

• Authorization Period:  All students must reapply annually.  Employees must reapply upon transfer to new work units or change in driving status

• For information on Travel Expense Reimbursement(s), please contact Sue Havlovick at havlovis@uww.edu or (262) 472-1986

Personal Vehicle

Things to remember:

•  State of WI does not provide any insurance coverage for personal property, including personal vehicles; liability coverage is provided for authorized agents and employees (student organization members/officers are not agents or employees)

• Owner’s personal vehicle insurance is “primary”; the State’s liability coverage may provide “back-up” coverage only after the owner’s coverage is exhausted

• An incident could impact owner’s insurability for many years into the future – it could result in vehicle owner becoming uninsurable or unable to obtain affordable premiums for insurance coverage.

• Use of personal vehicles is an option, but probably not the best one.

Alternatives

• Charter a bus or use public transportation, when available.

• Walk to nearby destinations, when feasible.

• Start the event “at the destination” and let members decide how to get there

• CAUTION:  If meeting at the destination, officers and advisors must not become involved in assigning or coordinating carpooling arrangements…let members self-determine their travel arrangements.

Bringing a Speaker to Campus 

View resource here to learn more about what you may need when bringing a speaker to campus. 

Risk Management & Safety (262-472-1856)

Legal Liability of Student Organizations

The liability that you (as an organization and as an individual) assume varies from situation to situation. In everyday occurrences, the liability is most likely extremely low (i.e., meetings, office hours, etc.). However, in special circumstances, liability rises. There are some key factors that determine the extent of liability protection for your group.

Campus Mission

Does the program, event, activity fall within the mission of the University?

The University of Wisconsin-Whitewater is committed to the development of the individual, the growth of personal and professional integrity and respect for diversity and global perspectives. These are met by providing academic and co-curricular programs that emphasize the pursuit of knowledge and understanding and a commitment to service within a safe and secure environment.

The mission of the University of Wisconsin-Whitewater is:

1.     To provide a range of undergraduate programs and degrees, including interdisciplinary programs, in letters, sciences, and the arts as well as programs and degrees leading to professional specialization.

2.     To offer graduate education built clearly upon its undergraduate emphases and strengths with particular emphasis in the fields of business, education, communication, and human services.

3.     To engage in scholarly activity, including research, scholarship and creative endeavor, that supports its programs at the associate and baccalaureate degree level, its graduate programs, and its select mission.

4.     To create and maintain a positive and inviting environment for multicultural students, students with disabilities, and nontraditional students, and provide support services and programs for them.

5.     To serve as a regional cultural and economic resource center through its service initiatives.

6.     To provide continuing education and outreach programs as integrated institutional activities.

7.     To provide a variety of co-curricular activities to enhance out-of-class learning opportunities.

8.     To encourage and maintain a high level of personal and professional integrity in all University life and activities.

Benefit and Control

•  Is the organization officially recognized by the University? (A completed application should be on file with Student Activities & Involvement and needs to be completed each year.)

•  Is the organization eligible for segregated university fees (SUFAC)? This does not mean that your group has to have received SUF funds; merely that your group falls under the eligibility requirements.

•  Does the program, event, or activity fall within the mission of the student organization? The mission statement should be one of the first statements in the organization's constitution.

• Does the group have a University of Wisconsin-Whitewater faculty or staff member serving as advisor?

• Does the program, event, or activity conform to University, municipal, state and federal laws? Violation of any laws makes yourself, the group, the University, and everyone else involved liable should anything occur. This includes alcohol, drugs and hazing. These should not be a part of any activity!

If you can answer yes to the above items, than your group activity most likely involves a low level of risk and liability. Most likely, special insurance is not required. Call the Office of Risk Management to ensure that this is the case.

Safety Checklists

Whether it is your office, chapter house, meeting room, or a facility for an event, it is important to routinely check to ensure that these areas do not contain any potential hazards. Included on the link below are checklists for various areas. Please use these regularly and file them for future reference.

Event Space Safety Checklists