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ORG FAQ
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Frequently Asked Questions
Contract Process
Who takes care of contracting entertainers?
Student Life starts this process, please see Grant Winslow. The university is
authorized to make such agreements/contracts. Student organizations, while acting
as the sponsor of the event, are not considered the purchaser and are not authorized
to
make such agreements independently. No student and no advisor should ever sign
a contract!
Why do you need a contract?
The intent of this arrangement is the legal protection of student organizations and the speaker or entertainer.
When do you need to do a contract?
Student organizations, when needing the services of a speaker, entertainer, exhibitor, or service, must establish an
agreement or a contract.
Who is responsible for the contracted person once they are contracted?
As the sponsor for a speaker, entertainer, or similar service, the organization is expected to fully understand and
comply with all University and State of Wisconsin contractual requirements.
What about speakers who are willing to appear with no cost?
Speakers, entertainers, etc. who appear at no cost will still need a contract or agreement. In this instance, however,
the agreement can be less formal.
Now, the performer is here and has performed, where do we get the check?
The day of the event, the check will be available for
disbursement from the Information Desk, University Union.
Is there anything else we are responsible for regarding contracts?
The organization is also responsible for completing the contractual evaluation and the verification slip which both
accompany all contracts.
Consult with Student Life staff as soon as possible to discuss program options. Allow at least 5 weeks prior to your
event to complete a contract.
What about reserving rooms and technical sound and light equipment?
If you need a room in University Union, stop in the Reservations office, on the
third floor of the Union. A reservation assistant
will help you in selecting a room that is most suited to your program. You will then be advised on all the types of services
available for your event to be successful. A tour can be requested if you are interested. Stop in or call 465-2200 Ext.28.
Event planning for you is our business!
In the Phoenix Club
The Phoenix Club is available to organizations interested in activities involving billiards, darts, and amusement games.
The University Union encourages you to add this to your list of potential activities for the coming semester. Reservations will
be based on availability, and fees will be determined by the number of participants. Arrangements for your activity can be made
by contacting the Manager of Business Operations, University Union.
Classroom Space
If a room in the union does not meet your needs, the University Union Reservationists can assist you in finding other on-campus
accommodations. In addition, faculty or staff can reserve classroom space in one of the academic buildings for you through the
Registrar's Office. Hall Space in Academic Buildings The Information Center (Library Circle Entrance) reserves hall space in academic
buildings for officially registered student organizations. This includes the table sales areas in the Cofrin Library alcove.
Students may stop at the Information Center or call them at 465-2293.
What if we want to have food or beverages at a function?
The provider of food for student organization events and activities is University Dining Service by contractual agreement with
UW-Green Bay, which means that they are the only caterer you can use for on-campus events.
How do we go about getting approval for using our funds?
Before you purchase food/beverages for any event using either your agency or
your SUFAC funds, you need to contact and consult with the Organization Finance
Office in UU 110. There are guidelines and procedures that you must follow.
After we have approval, how do we go about requesting food/beverage services?
The OFO staff has menus available and will assist
you in planning for your event. OFO will also help you complete a University
Dining Service Request form, and will
sign it, confirming that you have the funds to pay for the items you wish. Then,
you will take the completed, signed forms to University Dining Services to complete
any final details.
Our event is rather formal and we would like to have linens to dress it up. What
does University Dining Service offer?
Special services such as linens and flowers are available for more elaborate
or elegant affairs. Please be sure to specify any special request. There may
be an additional charge.
How far ahead do we have to make food/beverage requests?
That really depends on the services being requested. Consult with University
Dining Service to determine the time line for your event. By following these
general guidelines, you will ensure proper service for your event:
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A minimum notice of 3 working days is recommended for coffee and doughnut orders.
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A minimum notice of 7 working days is recommended for small luncheons and banquets.
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A minimum notice of 14 days is recommended for large banquets or catering.
What if we want to have alcohol at one of our events?
You will need prior approval. Pick up and fill out an alcohol request form obtained
from University Union Reservations and Catering. You will need to meet specific
event conditions and have your request approved by the Director of the University
Union.
How do we get people to attend our events?
Promotion!!!! Whenever you promote an event you need to follow the 5 basic questions
everyone has...
— WHO? (organization sponsoring the event)
— WHAT? (a description of the event itself)
— WHEN? (date and time)
— WHERE? (location of the event)
— HOW MUCH? (If it's free, let people know.)
However, giving people the basic info is only the first step to the successful
promotion of an event. Ask yourself what would motivate an individual to attend
your event? Identify the creative or interesting phrase that could make your
promotion unique and eye-catching as well as draw an audience.
So, how do you "promote?"
There are several communication tools that registered student organizations can
use to promote their programs. Please consider using these tools to publicize
and advertise your next event. Most of these services are absolutely free!!
Fourth Estate (student newspaper). The
4E offers special rates on ads as well as some free notices to recognized student
organizations. Organizations must
receive prior approval from OFO before placing an advertisement. Contact the
Fourth
Estate's business manager at 465-2719 for more information.
News Service. The University
Communications office will write articles about
and cover newsworthy programs your organization may be sponsoring. Contact them
at 465-2626.
"This Week on Campus." This weekly notice of events and meetings provides
a quick view of what is happening on campus. To have your program included in
this publication,
drop off your announcement at the Information Center near the Library Circle
Entrance.
Posters. Be sure to check the posting policies which are
included in the policies section of this publication.
Also, remember that students are NOT allowed to post
their own posters. Materials to be posted in University
Union should be brought to the Information Desk. The Information Center posts materials in
the academic buildings. Please remember to include the Disabilities Accommodation
Statement on your posters!
Banners. Attract attention with an eye-catching banner. Student
organizations must reserve space to display their
banners in the University Union. Reserve banner space in
University Union Reservations, and drop off banners at
the Information Desk.
Cable Access Announcement. An on-campus cable station lists
events occurring on campus. To have your event
advertised through this medium, contact the University
Union office or Residence Life. You may drop off
completed Promotion Request forms at the Information
Desk.
"Campus Events Guide." This is a monthly calendar
which promotes events on campus. This publication will
use the graphics and descriptions that you provide. Drop
off a completed Promotion Request form at the
Information Desk. Deadline for
your request is the first of the month prior to the month of the event. Contact
the University Union office for more information.
Mailings. Registered student organizations may request specific mailing lists
and/or labels to target certain groups of students or audiences they are interested
in. To get more information on how to get mailing lists or target specific groups,
please stop in Student Life. Student organizations may also be interested in
doing mailings to students, faculty, staff, or offices on campus since inter-campus
mailings are free.
Student Organization Mailboxes. Don't forget to inform other student organizations
about events your organization is sponsoring by distributing information through
student organization mailboxes located in the University Union Student Organization
Office.
Promotion Table. Set up a table in the hallway or an alcove to
promote your upcoming event. Attract attention with
posters, videos, and members of your organization. You
can take this opportunity to sell advance tickets.
Contact Reservations on the Union's third floor to reserve space in the union or the Information Center to reserve space
in the academic buildings.
In-House Sound System. Student organizations wishing to
advertise musical events on the University Union
in-house sound system may do so on a first-come,
first-served basis. Requests should be made to
University Union
and Dining Committee three weeks prior to the playing
date.
Classroom Announcements. Ask faculty you know to make an announcement about your
program or organization.
Word of Mouth. This is the MOST effective promotional tool available. Express
enthusiasm about your event to faculty, staff, and students in an attempt to
create interest.
The Advertising Coordinator in the University Union can also provide general
marketing assistance. To request this assistance, pick up a Promotion Request
form from
the Union Main Desk or Student Life and return it at least 2 weeks before your
event. You can also have something designed for promotion of your event via the
University Union student Graphic Designers. You request their services via a
Graphics Request form that can be obtained from Student Life. You must give them
at least 7 working days to finish a request. They do reserve the right to refuse
any project. The production costs of the piece will be charged back to the requesting
organization so you do need OFO approval. For more information, call the Graphic
Artists at 465-2200 Ext.23.
Furthermore, Student Life also provides workshops on how student organizations
can creatively promote their events. Call 465-2200 Ext.40 for more information.
Do we need special security for some events?
Yes! Student Life reserves the right to require a customer to engage paid or
volunteer employees to provide crowd control, security, chaperoning, and to ensure
compliance with codes and policies as it deems appropriate and necessary.
The specific events that require security are:
(Alcohol Patrol: One staff per 50 expected participants. Labor charge back: $5.55
per hour. If the program is too large and/or involving high risk, Campus Security
may be required.)
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