Facilities and Event Planning

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18.1  Requesting Services and Support

The Law School Building Manager, Josh Cutler (cutler@wisc.edu or 608-262-3138), can arrange support for building systems (plumbing, electrical, HVAC) as well as other services such as moving office furniture, procuring furniture and storage.

18.2  Sign Posting

18.2.1  Permanent Signage

The Building Manager must approve design and placement of permanent signage.  Approved signs are ordered from the UW Paint Shop.

18.2.2  Departmental and Student Organization Bulletin Boards

Law School departments and student organizations that maintain their own designated bulletin boards may use their discretion in posting signs on those boards. There are no duration limits to postings on departmental and student organization bulletin boards. Departments and organizations must police their own boards to ensure that unauthorized signage is removed.

18.2.3  General Postings

"Postings" are temporary signs advertising a University-related event, organization, or service. Please drop off a copy of your posting at the Main Office (5110) with your contact information so that general inquiries can be answered. Postings are restricted to the following approved locations:

  • Bulletin boards that are not designated for exclusive departmental or organization use

  • Clips ("Grip-a-strips") on classroom room signs

  • Plastic sign holders on columns in the atrium

  • Easels

Postings may not be taped or otherwise affixed to painted or wooden surfaces, doors, door frames, glass or to any surface not included in the above list.  Postings should be of the minimum necessary quantity and size to effectively serve their intended purposes.  Postings should include the date(s) of the event they advertise (avoid using relative terms such as "today" or "tomorrow"); in addition, the name of the sponsoring organization must be clearly included on any general posting. 

We have limited space for postings. Groups may post no more than one posting per floor in the atrium and no more than three total on the clips outside classrooms.

Postings that do not refer to an event scheduled on a particular date must include a visible "date-to-remove" somewhere on their surface. The date-to-remove must be less than one month from the date the sign is posted. Signs that need to be posted for longer than one month need approval from the Building Manager (see "Permanent Signage" above).

The party who posts a sign is responsible for removing the sign shortly after the event date or the indicated date-to-remove has passed. If the event advertised has passed, the date-to-remove has passed, or if the sign contains no date information, it will be removed. Signs posted in unapproved locations will be removed and discarded. The Building Manager must approve exceptions to this policy.

18.2.4  Alternative to Sign Posting

Organizations are encouraged to use the Law School's website as an alternative to sign posting to advertise their events and services.  Items may be submitted using the form found on http://law.wisc.edu/newsletter/admin/. You will need to log in using your NetId.

18.3  Temporary Food Sales

Registered student organizations wishing to sell foods or beverages as fundraisers must familiarize themselves with, and comply with, a number of requirements.  All of the rules applicable to such sales are on the website of the University Health Services at http://www.uhs.wisc.edu/environmental-health/permits.shtml

Among other things, you must obtain permission for the campus location you hope to use (for Law School locations, contact Josh Cutler, the Law School's Building Manager, at cutler@wisc.edu or (608) 262-3138); and you must apply for, pay for, and receive a temporary food stand permit at least two weeks prior to the event.  Registered student organizations can obtain a maximum of five permits per semester to sell ready-to-eat foods that do not require further cooking, such as bagels, pre-baked pizza, doughnuts, canned/bottled soda and juices, bags of chips, candy bars, and whole fruit.  Food must be obtained from the Wisconsin Union, University Housing, or any approved licensed vendor (a list of approved vendors can be found at the Office of Risk Management website).  Home-prepared foods are not permitted. For additional information, contact the Environmental Health Program office or call (608) 262-1809.

18.4  Building Access

Law students are permitted in the Law Building (including the Law Library) only during official building hours. Building hours are:

  Monday - Friday 6:30 a.m. - midnight
  Saturday & Sunday 9:00 a.m. - midnight

Building hours vary on holidays and during final exam periods.  

Law Library hours are posted online at library.law.wisc.edu/information/hours/index.htm.

Campus security will escort any unauthorized person out of the building after building hours and will send a permit violation report to the Law School Building Manager. Violators may be referred to the UW police department, if necessary.

Law Library Administration manages access to the Law Library. Permits for late access to the Law Library are extremely limited and only issued under very special circumstances.

18.5  Event Planning

Student organizations and individual students need to obtain permission from the Director of Student Life before hosting an event in the Law School or on Law School grounds.  The Director of Student Life will connect students to appropriate Law School staff and resources as necessary. 

18.5.1  A/V & Tech Services

To request videotaping, TV/VCR, microphones, computer/projector, overflow rooms, or similar services, email help@law.wisc.edu, describing the location, date and time, the service requested, and any other pertinent information.  For questions see Technology Services staff on the 2nd floor of the Law building (608-262-5242, help@law.wisc.edu).

18.5.2  Building Access

If your event is scheduled at a time when the building is closed, you must contact Josh Cutler, the Law School Building Manager, at cutler@wisc.edu or (608) 262-3138, to make special arrangements.

18.5.3  Clean Up

You are responsible for disposing of food, putting away tables, straightening tables/chairs, etc. after your event. You can either find staff or student volunteers or hire UW Maintenance to provide clean up services (the charge is $72/day). Contact Josh Cutler at cutler@wisc.edu or (608) 262-3138 for details.

18.5.4  Events Calendar

The Law School's online events calendar is integrated with room scheduling, at www.law.wisc.edu/calendar/.

18.5.5  Facilities Services

See Josh Cutler in room 5109 (cutler@wisc.edu, 608-262-3138) to request extra seating, tables, furniture arrangements, maintenance, heating/cooling, etc. NOTE: If your event is scheduled on a weekend, you will have to make arrangements for heating/cooling. See also "Clean Up" (section 18.5.3).

18.5.6  Food and Beverage Service

If the event or meeting is on property owned or leased by the University and food will be served, a university caterer must be used. Contact University Housing Catering at 262-5577 or Memorial Union Catering at 262-2511 (you will need a UW Requisition Number drawn from the fund you've been approved to use).

If neither Memorial Union nor University Housing is available to provide the catering, you may contact a catering vendor for the event. You must be able to provide documentation verifying that neither the Union nor Housing is available to provide the service. All vendors who perform catering services on campus must have a City of Madison Catering License and provide, prior to the event, a current insurance certificate with high-risk insurance limits, which must be forwarded to Risk Management for approval.

Catering does NOT include:

Food purchased and prepared by University staff or prepared food (prepackaged box lunches, sandwiches, cheese trays, pizza, cookies, fruit or similar items) purchased from a licensed restaurant and/or catering operation. Prepared food may be delivered by the vendor or picked up at the vendor's site.

NOTE: Alcoholic beverage service on University property requires a separate permit. See http://guide.cfli.wisc.edu/alcohol_policies.htm.

18.5.7  Newsletter Announcement

The Law School's newsletter is online at www.law.wisc.edu/current. Provide an announcement via web at http://www.law.wisc.edu/newsletter/admin/.

18.5.8  Parking

See Theresa Evans in the Dean's Office to make arrangements (tmevans2@wisc.edu, (608) 262-0618). Please note that parking is very limited and may not be available.

18.5.9  Printing/Duplication

Visit the Digital Print Center on the 2nd floor of the Law building (copyshop@law.wisc.edu, 608-262-0668) for copying of flyers, signs, brochures, name cards, etc. The design of original materials is up to you.

18.5.10  Publicity

For possible media coverage of a talk or a symposium that is open to the public, or a possible news item on the Law School home page at www.law.wisc.edu or on social media, email all relevant information to Tammy Kempfert (Law School Communications Specialist) at tlkempfe@wisc.edu.

18.5.11  Classroom Reservations

To reserve a classroom for an informal Law School event, use the online room reservation system at http://law.wisc.edu/calendar/reserve/. Contact roomreservations@law.wisc.edu with any questions or concerns.

Law School classes and functions may preempt any reservations.

18.5.12    Atrium & Lubar Commons Reservations

To reserve the Atrium and Lubar Commons for activities, submit a request online via law.wisc.edu/calendar/.  Lubar Commons reservations require a faculty sponsor.  Please note the restrictions on sales of food items in 18.3.

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