Frequently Asked Questions

• University Center Ballroom, Falcon's Nest and some outdoor events
  • Please have your requests submitted 30 days prior to the event, including all technology and room setup requests.
  • The reservation will be placed in a tentative status until all booking details have been received.
  • Providing these details at least 30 days prior to your event will allow us to provide space, equipment or labor for events.
  • Details for final head count need to be received 14 days prior to the event. Catering due dates also must be followed.
• Regular meeting rooms
  • At least three business days before the first meeting.

• University departments may contact catering@uwrf.edu to arrange full-service catering for events anywhere on campus. Additionally, a specially-priced menu is available for all groups to pick up pre-packaged catering options through the Chartwells dining contractor.
• University departments may host events and let individuals bring their own "brown bag" lunch items to the meeting or event.
• Potluck events are not allowed in the University Center (UC), but university departments may host similar shareable items within their own offices in buildings across campus.
• University departments may sponsor a "food truck" for an event being hosted outside of the UC.

• Recognized Student Organizations (RSOs) may sponsor a "food truck" for an event being hosted outside of the University Center (UC). Please see the Recognized Student Organization Handbook for details.
• RSOs may contact catering@uwrf.edu to arrange full-service catering for events anywhere on campus. A specially priced menu is available for groups to pick up through the Chartwells dining contractor.  
• RSOs are allowed to provide pre-packaged and/or prepared purchased food (no homemade items) and non-alcoholic beverages in conjunction with scheduled meetings in the UC as long as the total value of what is purchased does not exceed $100.
• Brown bag lunch meetings/programs are permitted as long as the brown bag lunches are consumed by the individual bringing the lunch.
• Potluck-type events are not allowed in the UC. 

• Fees in the University Center (UC) have been updated to make using the facility more accessible to Recognized Student Organizations (RSOs) through the Segregated Fees paid by all UWRF students. The UC Ballroom and the Falcon's Nest spaces are now set at reduced and fixed rates inclusive of room fees and base equipment and labor. Additionally, UC audio/visual and event equipment and associated labor is available to RSOs at no charge. Student organizations may be charged when equipment and/or services must be provided from a source outside of the UC contractor.
• Contact reservations@uwrf.edu to discuss details associated with the support or special equipment that you may need for an RSO-sponsored event.

UWRF requires an Amplification Application in order to use any sort of Sound Amplification in an outdoor space. Please review the following UW Administrative policy 18.11(5)(a).

Submit a Sound Amplification Application here.

Contact reservations@uwrf.edu for any further questions

Once you have reserved the bonfire pit at the University Center (UC), it's your responsibility to take the following steps to provide a safe environment for your group and guests at the event:

• Before the event: Someone from your group must meet the UC Building Manager at the UC Information desk at least 15 minutes before your event is scheduled to begin.
  • The UC manager will provide a bucket and fire extinguisher. These must be returned to the Information Desk at the end of your event.
  • The UC manager will start the fire and provide wood for you. 
• During the event: Have someone watching the fire at all times. Please keep the safety of your participants in mind.
  • Be prepared that your fire may need to be canceled at the last minute due to high winds, dry surrounding vegetation, burn bans or inclement weather.
• At the end of the event: Let the fire burn down and then drench with water using the provided bucket. Make sure the fire is completely out.
  • Clean up any debris around the fire pit and return the bucket and fire extinguisher to the UC Information Desk.
• Please read the informational sign posted at each of the UWRF bonfire pits to ensure a safe event.

When planning your next meeting or event, please consider everyone who may have additional needs by reviewing the Accessibility Checklist. 

Also, check out UWRF's Accessibility webpage to view more relevant resources.

You may be trying to reserve a space within the time frame not allowed by settings in the system. Most rooms need to be requested at least 24 hours ahead of the start time of the event. Some spaces require up to five days lead time for requesting the space to allow for facility and event management staffing requirements.

From the Mazevo landing page:

• Click "My Events."
• Click on a reservation from the list for an event happening at least two days ahead of today’s date.
• Click on a booking on the existing reservation.
• Click the "Change Event" button.
• Scroll down and click on the “Add More Bookings” option. This opens a new calendar of date/time/place.

Email reservations@uwrf.edu if you have additional questions!

Public performance rights are the legal rights held by distributors or producers over the showing of a film outside of one's home. The rights-holder can grant others the temporary right to show the film by selling them or granting them a public performance license. Your space reservation will be held as tentative and will not be confirmed until we receive proof that you have obtained the "rights" to show the film publicly at least 72 hours prior to your booking.

• Performance is at a location open to the public, such as the University Center or Amphitheater
• Performance is advertised to the public, including and especially when advertised online.
• Admission may or may not be charged.
• Attendees consist of more than family and close friends, such as showing a film to a club or organization. The number of attendees does not matter.

UWRF, like all individuals and groups, must abide by the Federal Copyright Act, which governs how copyrighted materials, such as movies, may be utilized publicly. Anyone wishing to exhibit a motion picture must produce factual information as to where the license was obtained. Willful infringement is a federal crime carrying a maximum sentence of up to one year in jail and/or a $100,000 fine. Even inadvertent infringements are subject to substantial civil damages, ranging from $500 to $20,000 for each illegal showing. The University Center has also been informed that not only is the sponsoring group responsible, but the venue itself. Colleges and universities are the most frequent violators and are closely monitored.

The copyright owner is usually listed in the credits of the film. Often, the distribution company is authorized to grant public performance rights. It is recommended that you use a distribution company such as Swank Motion Pictures or Criterion Pictures to obtain the film. Netflix or using personal copies of the film is not recommended.

• SWANK Motion Pictures, Incorporated: Visit swank.com or call 1‐800‐876‐5577 for more information. The list of films they distribute is on their webpage but they add new films every day.
• Criterion: Criterion is the other large distributor. Visit criterionpic.com or call 1‐800‐890‐9494 for more information.
• Conduct a web search: The Internet Movie Database is a suggested starting place. Using the site, search for your film. Once you've found the film, go to the "company credits" section and view "distribution." 

If you've exhausted the above options and can't find out who distributes the film, you can call the Reference Library of the Motion Picture Academy at 310-247‐3020.

The cost to purchase public performance licensing for a film varies by the age and popularity of the film and, at times, the distributor.

If a film directly relates to the class and is being shown to the officially registered students in the classroom, then permission through performance rights is not needed.