Are you planning an event with University Centers at UWL?

Whether you are a UWL department, student organization, or a community group visiting campus, the University Centers staff is here to assist you throughout the planning process. If you need information about a specific topic or aren't even sure where to start, use the information below or contact us at 608.785.8888 or univcenters@uwlax.edu. We look forward to helping you plan and execute your event!

What type of space do you need for your event? expanding section

Inquire about available space on campus with University Reservations on the Make a Reservation page.

UWL departments and student organizations may reserve space up to 18 months in advance. Community groups may reserve space up to 12 months in advance.

Contacts: For Student Union Bluffs reservations, contact Hannah Skibba; for all other campus reservations, contact Rebecah Neitzel

Will you be inviting people under the age of 18 to your event? expanding section

If you plan to invite people under the age of 18 to your event, be sure to discuss your plans to your reservations contact to ensure compliance.

Does your event involve a fundraiser? expanding section

UWL groups must complete and return a Fundraiser Registration Form to the COVE at least two weeks prior to your event date.

Contact: Amy Brown

Are you showing a film? expanding section

Get approval for copyright compliance before confirming your event. Find UWL copyright information here.

Contact: Drea Higgins

Are you planning to have food and beverage at your event? expanding section

IMPORTANT: Any food and beverage at a meeting or event must be provided by UWL Catering unless approval to self-cater has been granted.

If you are using university funds to place your catering order, you must receive approval from the Business Services Office in advance: Food Expense Approval Form.

If you plan to have alcohol served at your event, you must receive approval in advance. Contact Kelly Kamrowski to start the approval process.

Option 1: Place a catering order with UWL Catering via Catertrax at least 5 business days in advance

Student organizations only: You may also order from the Student Menu. This option allows you to pick up and clean up your own order for a discounted price. This order must also be placed at least 5 business days in advance.

Contact: Kelly Kamrowski

Option 2 is for UWL Departments and student organizations only: Campus groups can get permission to bring in snacks for meetings and events where 100% of the attendees will be UWL faculty/staff/students. The Request for Approval to Self-Cater form must be submitted 2 business days in advance.

Contact: Rebecah Neitzel

Are you hosting a performer/speaker? expanding section

Be sure to communicate their needs to University Reservations. UWL groups should also seek assistance with the contract if needed.

Contact: Drea Higgins

Do you need audio, visual, or lighting support? expanding section

Be sure to communicate your needs and ask for a pricing estimate. You can browse potential options on the Audio Visual Lighting Support page.

Contact: Zach Kuschel, zkuschel@uwlax.edu

What is your publicity plan? expanding section

Be sure to utilize the resources below:

Campus Publicity Guidelines

Design & printed materials (flyers, posters, buttons, etc.): COVE Graphics

UWL Events Calendar: University Communications

Digital Signage: Heather Dutcher, University Communications

Tabling in the U and Whitney Center: Rebecah Neitzel, University Reservations

Student organizations only – Contact the COVE or Amy Brown for more information regarding: MyOrgs, Banners, Window painting, Mass emails

Do you need a cash box? expanding section

UWL groups may request a cash box through University Centers (3200 Student Union) at least 2 weeks in advance

Contact: Tricia Aleckson

Do you plan to decorate the space for your event? expanding section

Be sure to review the policies and communicate your plans to your University Reservations contact.

Would you like to sell tickets to the event at the Student Union Information Center? expanding section

Requests must submitted at least 2 weeks before you would like tickets go on sale. Visit the ticket page for more information.

Contact: Tricia Aleckson

Would you like an Eagle ID reader at your event to record attendance? expanding section

Request one online at least 2 weeks in advance. IPods can also be checked out for use with the readers.

Contact: Drea Higgins