Policies & Frequently Asked Questions

Policies & FAQ

Campus Event Services Policies

UW-Madison Policies:

UW-Madison Facility Use Policies and Guidelines

Frequently Asked Questions (FAQ's)

Registered student organizations, University departments, government agencies, Wisconsin Union corporate members, Wisconsin Union lifetime and annual members (event type exceptions for annual members apply), and groups with a University department sponsorship are eligible to use space at Memorial Union and Union South.
Companies and organizations outside of the University can become corporate members. Interested in corporate membership? Email us at events@union.wisc.edu. Anyone 18 and over can become an individual Wisconsin Union lifetime or annual member, including those with no University affiliation. Learn more at union.wisc.edu/membership.
If you have a specific question or concern about your group's eligibility, please contact the Campus Event Services Office.
As a general rule, Campus Event Services does not confirm specific room names at the time a reservation is made. Exceptions may apply to large functions such as wedding receptions and banquets, which are usually scheduled with designated room locations.
Campus Event Services assigns space according to your estimated attendance and needs. As event plans develop and needs change, this flexible assignment system allows the Campus Event Services Office to accommodate as many requests as possible with the most efficiency. Your room assignment will be confirmed one week prior to your event, and can be checked on the Today in the Union.
Event organizers and participants can also check specific room locations the day of the event on our Today In The Union (TITU) information screens.
In most cases, there are no room rental fees at the Union for eligible users when the event is free and open to the University community. As a benefit of membership, Union members are eligible to host occasional social events without a room rental charge.
Certain events and room locations are subject to deposits and fees. For more information on rates & policies, click here.
No room rental fees are charged for weddings. However, the use of the Wisconsin Union's large banquet spaces is contingent upon meeting the pre-tax minimum rates in food and beverage revenue on Fridays, Saturdays and holiday weekends.
Additional service fees and deposits may apply. For more information on rates & policies, click here.
In order to have a smooth and functional flow of information, the Union follows the general event planning timeline below.
Please make a note of critical dates as they apply to your event:
- [6 weeks out date]: Special AV requests including hybrid or livestream (pending approvals)
- [4 weeks out date]: Custom menu requests (pending approvals)
- [3 weeks out date]: Menu order with service times
- [3 weeks out date]: Final setup configuration for event space
- [3 weeks out date]: Agenda
- [2 weeks out date]: Final guest count with dietaries
- [2 weeks out date]: Final payment on file
- [1 week out date]: Pick Up Orders / Guest Cards / Market & Cafe orders are due
- [Up to 3 days prior]: Audiovisual Equipment can be modified pending equipment availability
- [48 hours out date]: Signed contract
Memorial Union:
Parking lot #6 under Helen C. White library and the City of Madison parking ramp on Lake Street are the best parking solutions guests attending an event at the Memorial Union.
Union South:
Parking lot #80 underneath Union South or lot #17 on Engineering Drive are suggested parking solutions at Union South. Permits for campus parking spaces can be purchased through the UW-Madison Office of Transportation Services. You may contact Special Events Parking at (608) 262-8683.
Permits for campus parking spaces can be purchased through the UW-Madison Office of Transportation Services. You may contact Special Events Parking at (608) 262-8683. Campus Event Services can also help you arrange parking. Contact your event coordinator.
See our Parking page for more information.
Yes! A number of boutique-style guest rooms and suites are conveniently located in both Memorial Union and Union South. For more information about booking your stay at the Wisconsin Union Hotel & Club Suites, call (608) 263-2600 or click here.

Please check the Destination Madison Website for additional lodging options in the Madison area.
Wisconsin Union members are able to host personal, closed, social events at the Wisconsin Unions (i.e. wedding receptions, family reunions, etc.). If you are interested in hosting an event on behalf of a private organization or corporation, please inquire with events@union.wisc.edu about corporate membership options. For more information on Wisconsin Union memberships, click here.
No outside food or drink is allowed in the rooms. Wisconsin Union Catering is happy to provide excellent quality food and beverages for any event at the Union.
Rare exceptions are made for certain types of multicultural events sponsored by student organizations only. Please call or email the Campus Event Services Office for further details.
Please notify Campus Event Services of event cancellations in writing via email as soon as possible.
To avoid responsibility for full catering, equipment and service charges, you must provide five business days’ notice to cancel events requiring food service and three days’ notice to cancel events requiring equipment rental.
Orders for catering or A/V equipment can be placed at the time of your reservation. You can also contact a Campus Event Services staff member to help with your catering or A/V selection.