Registered Student Organizations

Campus Event Services is your gateway to planning and hosting an event on campus! Here at CESO we pride ourselves on connecting students to as many resources as possible to enable them to achieve their event planning goals.

***Interested in booking a large space for free in Spring 2024?

Join us for our large space lottery on November 8th at 4:00 PM in Memorial Union***

Book Meeting or Event

1 Booking for Free in Union Spaces

1 Hour of Weekly Meeting time in a Union meeting room
- Time extensions available within the week by emailing events@union.wisc.edu
8 Hours of Additional Programming time per semester- can be used in both a banquet space or in a meeting room
- Can be used in meeting rooms any day of the week, or in a banquet space Sun-Thurs only
4 Hours of RSO Lottery time per semester- Used for banquet spaces on a Friday or Saturday in a predetermined time slot
Less than one week: Additional spaces may be requested via the website within one week without counting toward additional programming time.
Unlimited Classroom reservations!

2 How Do I Book through CESO?

Visit Our Request a Reservation Page to book any space through CESO.

Need help? See our Tutorials:

Event Request Tutorial, Classroom Request Tutorial, Literature Table Request Tutorial, Student Activity Center Request Tutorial or Outdoor Space Request Tutorial.

CESO can reserve:

1 Memorial Union and Union South

Meeting Rooms: Rooms within the Wisconsin Union that can hold groups of up to 100 people depending on set up type and needs. We have a mix of fixed rooms and flexible rooms for a variety of different setups in each building.
- Request Tutorial: https://union.wisc.edu/assets/How-Do-Customers-submit-an-EMS-Web-Request.pdf
- Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/
- Free booking opportunity: 1 hour per week (can request additional time or meetings less than 1 week prior without using additional programming time). 8 hours of additional programming time per semester can be used in advance to book additional time or space.
- Timeline: RSOs can begin requesting meeting rooms through our website in May for the upcoming academic year (September - August). Reservations are processed beginning August 1st. Reservation requests must be received by at least 3 business days prior to your event, and would be assigned based on availability and event needs.
- Process: Meeting rooms are booked in Confirmed: TBD status, which means that you will be placed in a room that will fit your group’s needs (based on availability at the time of booking), but we do not assign the room until 1 week prior to your event. You will be able to check the room assigned on the TITU.
- Alternative booking options: In order to book outside of the timeline listed above, confirm a specific space prior to one week in advance, or book additional space than what is provided with the free booking opportunity, RSOs are able to do so by paying a non-refundable, non-transferable deposit of $500.00 per 4 hours of space use. Deposits are applied towards goods and services on your final bill.
Banquet Spaces: Large rooms within the Wisconsin Unions that can fit 100+ people depending on set up type and needs. Banquet Spaces within Memorial Union are Great Hall & Tripp Commons. Banquet Spaces in Union South are Varsity I, II, & III.
- Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/banquet/
- Free Booking Opportunity:
  - Sunday - Thursday: RSOs can use a portion of their 8 hours of additional programming time per semester in order to reserve a banquet space.
  - Friday or Saturday: Each semester an RSO Large Space Lottery is held for RSOs to book a banquet space on a Friday or Saturday in a predetermined 4 hours time slot (typically 8:00 PM - 12:00 AM).
- Timeline:
  - Sunday - Thursday: RSOs can begin requesting banquet spaces through our website in May for the upcoming academic year (September - August). Reservations are processed beginning August 1st. Reservation Requests for banquet spaces must be submitted at least 4 weeks in advance of the event date. Cleared Room banquet spaces can be requested under 4 weeks prior to the event, and can be booked without the use of additional programming time.
  - Friday or Saturday: RSOs can attend the RSO Lottery that happens each semester in the Unions. The lottery typically happens in November for the following Spring Semester and April for the following Fall Semester. After the RSO Lottery takes place, groups can request via our website. All requests must be in at least 4 weeks in advance of the event date.
- Process: RSOs who book in banquet spaces, may be required to attend a pre-event meeting at least 4 weeks prior to their event in order to run through a Risk Assessment and logistics.
- Alternative booking options: In order to book outside of the timeline listed above or book additional space than what is provided with the free booking opportunities, RSOs are able to do so by paying a non-refundable, non-transferable deposit of $500.00 per 4 hours of space use. Deposits are applied towards goods and services on your final bill.
Marquee Cinema (Union South): The Marquee Cinema is the fixed theater in Union South that can hold 330 people. The cinema boasts plush Badger red seats, an expansive movie screen and a specialized sound system to create an unparalleled cinematic experience on campus.
- Marquee User Guide: https://union.wisc.edu/assets/Uploads/UnionSouth/TheMarquee/marqueeuserguide2.pdf
- Request Form: https://union.wisc.edu/visit/union-south/the-marquee/marquee-private-event-reservation-form/
- Free Booking Opportunity: RSOs can use a portion of their 8 hours of additional programming time per semester in order to reserve the Marquee.
- Timeline: RSOs can begin requesting the Marquee through our website in May for the upcoming academic year (September - August). Reservations are processed beginning August 1st. Reservation Requests for the Marquee must be submitted at least 4 weeks in advance of the event date.
- Alternative booking options: In order to book outside of the timeline listed above or book additional space than what is provided with the free booking opportunities, RSOs are able to do so by paying a non-refundable, non-transferable deposit of $250. Deposits are applied towards goods and services on your final bill.
Literature Tables: Tables in common spaces at both Memorial Union and Union South that provide Registered Student Organizations the opportunity to present their own materials or publications whenever such activities are directly related to the organization's stated purpose.
- Request Tutorial: https://union.wisc.edu/assets/Uploads/How-Do-Customers-Request-a-Literature-Table.pdf
- Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/
- Free Booking Opportunity: Each student organization may use a maximum of two literature tables per building/week.
- Timeline: Requests will be taken no more than two weeks prior to the event.
- Process: Student organizations sponsoring donation collection, sales or resale functions will be assessed a charge of $15.00 per day. This fee must be paid at the time the reservation is created. No sales of outside food items allowed.
Sett Rec (Union South): The Sett Rec at Union South can be reserved through CESO in advance for either partial use (reserved bowling lanes, pool tables, climbing wall, etc) or exclusive use.
- Partial Use: Partial use of the Sett Rec includes pre-reserved bowling lanes, pool tables, or climbing wall. The Sett Rec also offers walk in for these services, and reservations are not required in advance.
  - Reservation Guidelines: https://union.wisc.edu/assets/Uploads/Visit-Sett-Recreation/Sett-Rec-reservations-guidelines-18-0295.pdf
  - Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/sett-recreation-event-request/
  - Deposit Required: In order to reserve, a $75.00 deposit is required. The deposit is applied towards goods and services on your final bill.
  - Timeline: Reservation requests must be made at least 5 business days in advance
- Exclusive Use: Exclusive use of the Sett includes exclusive use of the room including bowling, pool, the video game stations, the karaoke machine, board games, & glow-in-the-dark.
  - Reservation Guidelines: https://union.wisc.edu/assets/Uploads/Visit-Sett-Recreation/Sett-Rec-reservations-guidelines-18-0295.pdf
  - Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/sett-recreation-event-request/
  - Deposit Required: In order to reserve, a $500.00 deposit is required, along with a $1,500 fee if the space is being reserved during a time when the Sett Rec would typically be closed, or a $2,000 fee if the space is being reserved during a time when the space would typically be open.
  - Timeline: Reservation requests must be made at least 15 days in advance.
Stages: RSOs can propose a program to be held on one of the Union Stages. Stages at Memorial Union include the Terrace Stage or the Rathskeller Stage. The Stage at Union South is the Sett Stage.
- Event Proposal Guidelines: https://union.wisc.edu/assets/ceso-gen-EventProposalGuidelinesDining-19-0333-1.pdf
- Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/stage-event-request/
- Booking Opportunity: There is no deposit or additional programming time required for RSOs to book a stage, but prepayment for services is required in order to reserve.
- Timeline: Requests must be submitted at least 6 weeks prior to the event date.
- Process: Requests are passed to the Cooperative Planning Committee, a group of Wisconsin Union students and staff who collaborate on programming in these dining services facilities, for review and approval. This process typically takes 7 business days.
Theater Spaces: While CESO does not book the theater spaces at Memorial Union (Shannon Hall and Play Circle Theater), our theater partners would be happy to collaborate with you. Please find more information about theater spaces here: https://union.wisc.edu/host-your-event/event-reservation-request/wisconsin-union-theater-event-space-request/

2 Campus Classrooms

CESO acts as the liaison between you and curricular services to book general assignment campus classrooms. Lists of reservable spaces can be found here: https://registrar.wisc.edu/classroom-scheduling/. Classrooms are reserved with existing set ups.

Request Tutorial: https://union.wisc.edu/assets/Uploads/Campus-Classroom-Reservation-Tutorial.pdf
Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/
Free Booking Opportunity: RSOs have unlimited booking in campus classrooms based on availability
Timeline: RSOs can begin requesting meeting rooms through our website in May for the upcoming academic year (September - August). Room assignments from curricular services will vary based off of the time of year, since academic classes are prioritized.

3 Outdoor Spaces

Green spaces on campus, such as Library Mall, East Campus Mall, Engineering Mall, etc. Bascom Hill can be reserved for signage only. Please note the fields on campus are reserved through Athletics, and green spaces associated with residence halls are reserved through Housing.

Request Tutorial: https://union.wisc.edu/assets/How-Do-Customers-Request-Outdoor-Space-PDF.pdf
Request Form: https://union.wisc.edu/host-your-event/event-reservation-request/
Free Booking Opportunity: RSOs have unlimited booking in outdoor spaces based on availability.
Timeline: We begin accepting requests 1 year in advance. Requests must be submitted at least 7 business days in advance of the event.
Process: CESO acts as the liaison between your RSO and other approving campus partners. Additional requirements such as insurance or temporary food applications may be required prior to approval. Policies for various green spaces around campus can be found here: https://www.vc.wisc.edu/policies/facilities-use/.

4 Run / Walks

In order to request a Run/Walk in outdoor spaces, please request and find more information here: https://union.wisc.edu/host-your-event/event-reservation-request/runwalk-request/

5 Picnic Point Fire Circles

There are 6 fire circles on the Lakeshore Preserve

For information on the Fire Circles: https://lakeshorepreserve.wisc.edu/reserve-a-fire-circle/
How to Request a Fire Circle Reservation: https://union.wisc.edu/host-your-event/event-reservation-request/picnicpointrequests/

To order Union Catering please talk to your Event Coordinator or email Campus Events Services at events@wisc.edu to place a pick up order.

Check out our menus here.

RSO qualify for catering discounts. RSOs get 10% off Full Service catering and 20% off items on pick up orders.

Important Catering Timelines:

Full Service Catering: We need your menus 3 weeks before your event and we will need final catering quantities 2 weeks before your event.

Pick Up Orders: We need your Pick Up Orders 1 Week before your event.

Catering FAQs

The Wisconsin Union has a variety of different AV and special services available to your organizations for your events.

From laptops and projection packages to full theatrical lighting and professional sound system support; we have the resources needed to ensure your event can run smoothly.

For a list of our AV services please check out our full list here.

Need something special or not seen here? Special AV is an option! Please talk to an Event Coordinator about your Special AV needs.

Registered Student Organizations

Plan your Organization’s Events With Campus Event Services

Book Meeting or Event