Reservation process and room information

Policy- need to amend the homemade food portion

https://policy.wisc.edu/library/UW-2021

Potlucks and selling food: https://policy.wisc.edu/library/UW-2014

Could use a formal policy on both info tables and donation bins. Lots of requests but held up waiting for SACGB meetings. SACGB could formalize a policy for SAC staff to manage.

Simple space reservations, standard “as is” setups, 15 minutes between groups.

The specific room is confirmed at the time of the reservation.

Reservations end on the last day of classes so meeting rooms can be used for additional study space.

Historical note: When the SAC first opened, SAC staff reserved the Hearing Room, Caucus Room and Multi-Purpose Room and CESO reserved all other meeting rooms. Students frequently stopped at the SAC desk to reserve space and were upset that the SAC staff could not help them with reserving all of the spaces within the SAC. The move to the SAC staff reserving all rooms was a positive change for SAC office tenants, SAC users, and SAC staff. 

ASM Reservations 

• booked prior to opening reservations to the rest of RSOs.

• Check if bus pass distribution will be in SAC

  • Caucus room jack compliant for Wiscard readers

• Kelly Krein (Kelly.krein@wisc.edu) is currently the ASM staff member who gathers the reservation requests into one document

• Reservations Lead or SAC Manager reserve and send confirmations. 

  • First update contact info for ASM committee chairs based on web info

When can we start booking fall/spring semester reservations?

Pre-Covid reservations opened on 

• First business day of August for fall semester reservations

• December 1 for Spring reservations, 

  • prioritizing walk-in and web reservations. 

  • SAC Reservations Lead and SAC Manager assist

Why those dates?

• RSOs that have been on campus longer and have a smoother transition between leaders tend to pass along important dates and reserve prime spaces (MPR). Later in the summer, more organizations are starting to plan for fall which puts them on equal footing. 

• December 1: should be past spring semester registration.

Why one semester at a time? 

• Gives RSOs that are newly formed in fall a chance to have weekly reservations in the SAC. 

Post-Covid timing of Reservations

The last two semesters the SAC first posted a google doc for RSOs to submit requests to enter a lottery for fall reservations. After the form closed, requests were put in a random order and entered into EMS, contacting the groups if their date. Once all lottery reservations were entered, started accepting web reservations, emails, walk-ins.

• Pros

  • takes some of the pressure off of the initial rush when opening reservations

  • randomizes who is “first in line” so students are not lining up outside at 5AM(!)

  • can be used as a low-pressure training tool on how to reserve space

• Cons 

  • Not the most efficient process

Reservation Limits (this is clunky and often confusing to staff and needs to be streamlined)

Multi Purpose Room 

Weekly limit per group for recurring weekly reservations:

• 4 hours max per week. Can be any combination-(2) 2 hr. meetings, (1) 4 hr. meeting etc…

• Daily limit for a one- time event: 6 hours

Conference rooms

• No weekly limit

• Single event limit of 6hrs

  • No, you cannot break the event into (2) 4 hr. events to bypass or move to a different room

• Max 2 conference rooms being reserved at the same time

  • Saturdays can be an exception if not a busy reservation day

Exceptions to the policy need approval from SACGB

Department reservations

• Departments can book from SAC open until 5pm, Monday-Friday (business hours when students are in class, and not popular for RSO reservations.)

• Student staff direct department reservation requests to SAC Manager

  • Look out for dept web reservations

• Internal 333 East Campus Mall departments have old MOUs allowing the use of conference rooms from SAC open until 5pm

  • Any fees are waived- done manually in EMS

  • Reservations outside SAC hours need to be approved by SACGB

  • 3^rd patio and Sunroom are not currently a reservable space for exclusive/catered events and would need SACGB approval for exceptions

    • Casual gatherings ok such as UHS having pizza 

• Current use by departments is very low

  • Increasing number of reservations, or expected level of support would need to consider the staffing model capacity 

Meeting spaces

Meeting Room - Dimension - Square Footage

3155 - 20'x14' - 280 sq. ft.

3158 - 12'x22' - 264 sq. ft.

3161 - 27'x19' - 513 sq. ft.

4201 - 30'x46' - 1380 sq. ft.

4204 - 30'x45' - 1350 sq. ft.

4210 - 26'x20' - 540 sq. ft.

4213 - 20'x49' - 1470 sq. ft. 

3155 

Conference table for 10

Crestron Air Media HDMI or wireless

3158 

Conference table for 10

Data Projector/screen

3161 

Open square for 20

Data Projector/screen

4001 

Open square for 20

Crestron Air Media HDMI or wireless

4210 

Open square for 20

Data Projector/screen

Hearing Room (4201) 

Fixed U-shape for 30, 25 chairs around perimeter 

Data Projector/Screen

HDMI with multiple connection locations in room (see wall panel)

Extron Sharelink(no longer supported, new Apple products not connecting)

Caucus Room(4204)

Open square for 20, 25 chairs around perimeter 

• (10)Tables on wheels- can be moved. Have done small resource fairs in this room.

Data Projector/Screen

HDMI wall connection

Extron Sharelink(no longer supported, new Apple products not connecting)

Multi-Purpose Room(MPR)

Note the MPR is next to conference room 4210 and also the ASM financial staff office. 

Empty studio space with mirrors, hardwood “sprung” flooring

Poor acoustics that bleed into other rooms due to hard surfaces