University Reservations & Support Services

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Facilities & Scheduling

Contacts:	Beverly Kratt & Danna Hering
Telephone:	(608) 785-8892
Hours of Service:	Monday through Friday: 8:00 AM - 4:30 PM
Location:	223 Cartwright Center

We schedule selected rooms in academic buildings on campus. Please contact University Reservations & Support Services at 608-785-8892 in 223 Cartwright Center or make an On-Line Reservation.

Facility Scheduling

University Scheduling can help you determine which facilities are appropriate for your event. We will work with you to arrange all set-up and audio/visual needs. Specific policies and facility charge information is available through University Reservations & Support Services.

All UW-L students, faculty, and staff are encouraged to arrange room reservations as soon as possible in University Reservations & Support Services Office (CC223). Reservations are made according to order received.

UW-L organizations may reserve regular meeting rooms for up to two academic years in advance. During high volume usage, reservations may be limited.

Non-university entities can schedule facility usage during spring break, May term, J-term, and summer session. Non-university entities may schedule facilities after May 1 for the following academic year. Non-university entities will be charged a rental fee and will be asked to provide written documentation that there are no comparable facilities available in the community.

Please see the General Scheduling Policies for more specific information.

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Fundraising

Requests for on-campus fundraising can be submitted in room 212 Cartwright Center.

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Online Reservations

Introduction

Another option for our customers to request and reserve facilities on campus is to make on-line reservations through our Virtual EMS software.Event Management System(EMS) is the software used by University Scheduling for reservations, and now customers can make requests at any time via the Internet.

Access Virtual EMS here. You can either view scheduled events on campus or make a reservation on-line. University Scheduling has provided a Virtual EMS Handbook to walk the customer through the on-line reservation process, including creating an account, finding available space, and how to make a request. Requests are received by University Scheduling and are processed within 24 hours. More specific information is listed in the Virtual EMS Handbook. If you would like personalized training on how to utilize on-line registration, call University Scheduling at (608) 785-8892 or 223 Cartwright Center and we would be happy to help.

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Reservation Support Services

Conference and Event Planning

University Reservations & Support Services will help you plan your events, whether they are simple weekly meetings or national conferences.  University Scheduling has worked with a myriad of university and community groups to plan events in Cartwright Center and across campus.  Feel free to print our University Reservations & Support Services Information Sheet to guide you through the reservation process. We encourage to you contact us ASAP to discuss your conference or event needs. Some things to consider before contacting us:

1. What date/time would we like our event?
2. What kind of event are we planning?
3. Who is the target audience of our event?
4. How many people will be attending?
5. How much space will we need?
6. Will we be having any food service?
7. Will we need any audio/visual equipment?
8. Do we have a presenter/performer that has a rider (performer) requirement?
9. Do we need parking, handicapped, special needs accessibility, or any other special or unusual requests?

Scheduled facilities may have a charge depending on what organization you are from and what kind of event you are having. Contact University Reservations & Support Services at (608) 785-8892 or visit us in 223 Cartwright Center for more information.

Audio/Visual Equipment

Cartwright Center has a wide variety of audio/visual equipment to handle most requests.   Scheduled equipment may have a charge depending on what organization you are from, what kind of event you are having, and what equipment you need. The majority of audio/visual needs in Cartwright Center and for Outdoor Events are handled through the University Reservations & Support Services office. Contact them at 608-785-8892 or in 223 Cartwright Center for more information.

Audio/visual equipment in the academic classroom buildings (EX: Wimberly Hall) is also available. Support for this equipment can be arranged through Brant Mayer in Technology Support Services at 608-785-8047 or in 138 Wing Communication Center.

If your request needs are beyond what the University Scheduling office can provide, you may be referred to University Reservations & Support Services office. The ESS staff works in conjunction with University Reservations & Support Services to provide advanced technical support and staffing for events, including concerts, conferences, speakers, outdoor events, events in The Cellar or other activities. University Reservations & Support Services will help you to set up a consultation appointment with Michael Slevin, Reservations & Support Services Coordinator to determine your needs.

ESS may charge for equipment and labor costs depending on the type of event, sponsoring organization, or type of equipment needed. Please contact Michael Slevin at (608) 785-8871 or 223D Cartwright Center for more details.

Catering

The University of Wisconsin-La Crosse has an exclusive food service and catering contract with Chartwells. If you want food service with your banquet, social, or any other event, University Scheduling can work with you and Chartwells to order appropriate food and facilities for set-up. You may also contact Chartwells at (608) 785-8608 for additional catering and price information.All billing for food service is done by Chartwells and is separate from University Scheduling and Event Support Services (ESS) billing.

University groups also have the option of doing Self-Catering in Cartwright Center. A University group can bring in less than $50 of food for their meetings. These items must be snack-type foods and cannot serve as a meal. Pizza may only be brought on campus for personal use; pizza may NOT be brought in from outside vendors for consumption of the group. Organizations utilizing this program must register their dining service arrangements by completing a Request to Self-Cater form with the University Scheduling Office at the time the room reservation is made. A copy of their food receipt must be filed with the Scheduling Office when the event is completed. If the purchases exceed $50, this privilege can be denied in the future.

Event Parking

The University Scheduling Office is not responsible for parking permits or other arrangements for events anywhere on campus. Parking permits can be obtained by contacting University Parking Office at (608) 785-8061.

Copyright 2008
University of Wisconsin-La Crosse
1725 State St. La Crosse, WI 54601
(608) 785-8000

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