SMPH Room Reservations Guidelines- Health Sciences Learning Center Atrium Reservations Guidelines

I. HSLC Atrium Space

1. Atrium space can be requested online by completing the Atrium Reservation form. 
2. Rooms associated with Atrium events can be reserved using the Room Reservation System.
3. Groups or events not directly affiliated with the SMPH, HSLC, or UWH who are interested in reserving the HSLC Atrium are required to have a Health Sciences departmental sponsor, and the event must be consistent with the mission of SMPH. Departmental sponsors are responsible for the group and any damages (possibly financially), and verify that the event is consistent with the mission.

II. Priority Order for Atrium confirmations

1. SMPH and PA educational & departmental events 2. SOP and other Health Sciences events 
2. Student sponsored events 
3. UWH events
4. UW & all other events 

III. Atrium Reservation Criteria

1. Advanced access is granted to SMPH annual educational and departmental events to reserve space at the same time advanced semester access is granted for Timetable reservations. All other reservations are made on a first-come, first-served basis.
2. All reservations are subject to change by Room Reservations staff to accommodate events prioritized by SMPH, and in order to follow any updated school, university, or local health ordinances or emergency maintenance issues.
3. The Atrium is released for general reservation requests on a 6 month (approximately 183 days) rolling horizon. 

IV. Space Utilization and Management

1. Room Reservations staff are responsible for receiving Atrium requests, guideline review to determine approval or denial, and coordinating the reservation schedule. 
2. There are a limited number of tables, chairs, poster display boards, announcement signs and other items available for Atrium use. These items should be reserved online through an active user account within the room reservation system. It is the responsibility of the user to pick up, set up, and return reserved items to Classroom & AV Services (CAVS) located at 1240 HSLC.
3. Atrium furniture may be moved to accommodate Atrium events. After the event, it is the responsibility of the user to move the furniture back to the appropriate set up. A map of where furniture may be relocated during events and the proper set-up after events are sent with the Atrium confirmation. Staff are available to answer questions or provide training on reserved equipment by contacting the CAVS Support Desk in 1240 HSLC, 261-1934 or classroom@hslc.wisc.edu.
   1. Existing Atrium furniture, including all existing tables and chairs cannot be reserved for events. These items are intended to be available for all Atrium users. 
4. It is the responsibility of the user or group hosting to move furniture and set-up their own events. Users may not drag the tables, chairs, or other furniture across the floor. There are chair and table dollies available for moving furniture that can be requested from CAVS, or the SMPH Facilities Group. CAVS, Room Reservations, and the Facilities Group do not have staff available to assist with the set-up or tear-down of events.
5. Requests for additional Environmental Services support and/or if additional tables and chairs are required, especially on weekends, Physical Plant Campus Services can provide these items for a fee. If using Physical Plant services for setup, someone will need to be onsite to assist Physical Plant in coordinating the layout. 
6. Space for one to two tables along the wall outside a reserved lecture hall should be requested within the “Additional Information” section when submitting the lecture hall request through the online reservation system. An additional Atrium request is only necessary if reserving the larger main Atrium space. The Atrium is available for events on evenings and weekends. Requests for gaining access by card access and unlocking doors can be arranged by contacting Access at least 1 week before your event (access@mhub.uwpd.wisc.edu)
7. Signage for events may be displayed using announcement signs and easels. Taping or adhering items to doors or walls is prohibited. If damage is found on the walls due to taping, the group will be held responsible financially for all repairs. Balloons are not allowed in the HSLC for any type of events.
8. All groups and events are expected to review and follow the HSLC Vendor Policy.
9. The HSLC Facilities Group reserves the right to charge event hosts, or sponsors for damages and costs related to an event including cleaning and returning the Atrium to its proper configuration.

V. Permits for Food and Alcohol

1. A permit is required for the sale of food for fundraisers and other events in the HSLC. Information detailing requirements for the distribution of food and beverages is available through the University Health Services website, including the Temporary Food Service Policy. We assume that the group reserving the space takes on the responsibility of their vendor if serving food to their attendees.
2. Homemade food, such as bake sales, is not permitted. 
3. Registered Student Organization Resources & Policy Guide regarding Food Policies.
4. UW–Madison has an online system for alcohol beverage service permits. Alcohol Beverage Service Permits are required for alcohol service at all university events — both on and off campus — with exceptions for certain events as outlined in the UW–Madison-Specific Alcohol Beverage Regulations, Section II: 1-4. The permits are administered through University Health Services. SMPH Requires this permit in order to serve alcohol. More information can be found here: https://intranet.med.wisc.edu/smph-alcohol-beverage-service-permits/. University/UW Housing catering that includes a licensed bartender would not need this additional permit.