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Receptions - L&S

This document contains the definition of a reception and the associated campus policy on receptions. There are also links to the Accounting Services form associated with receptions and the UW System Financial policy on receptions.


Please note that UW-Madison guidance on reception cost maximums differ from System policy reception limits.
Reasonable food and beverage costs, reception room cost, service charges and gratuity may be paid. Alcohol costs not covered by a collected registration fee must be charged to WFAA funding. Even though it may not be possible to determine in advance how many will actually attend, a reasonable effort should be made to minimize expenses resulting from overestimated attendance. The hosting department should be prepared to justify the cost of the event to the news media and to political and private interests.  From Planning a UW Event.

Helpful Guidance
A reception is a gathering of individuals associated with a UW­ sponsored event that provides the opportunity for interaction in a setting that is not purely social in nature.  Unlike a business meeting, a reception may not have a specific agenda or time frame. Like a business meeting the purpose must be related to or promote the mission of the hosting department." We distinguish between "receptions" (which are work-related but predominantly social occasions) and "meetings" (where formal business is conducted). 

Transactions for payment of reception costs must include an approved Official Function form because of the social component.

KeywordsReception, UW sponsored event, reception payment form   Doc ID22617
OwnerMichele G.GroupL&S KB
Created2012-02-10 15:27:02Updated2024-02-09 09:25:53
SitesL&S KB
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