SMPH Official Functions and Events Pre-Approval Form: If your SMPH event is an “official function”, an SMPH Pre-Approval Form may be required. See your division head for more guidance.

Food in Lecture Halls: Food is allowed in the lecture halls; however, it is recommended you reserve the space directly outside the lecture hall, or the full HSLC Atrium, to serve food. Please contact Room Reservations to reserve this space.

Food must be provided by a licensed food caterer or vendor. 

On-Campus Options for Food Service at HSLC: On-campus options for food service at SMPH include the Wisconsin Union, UW Housing, and UW Health Catering in the CSC. There is also a Badger Market in the HSLC where coffee and snacks can be purchased by your attendees directly during open hours.

Food Delivery: Food Delivery from on or off campus caterers is best handled on the northeast side of HSLC in Parking Lot 74, facing the Nielsen Tennis Stadium.  There is a 10-minute loading zone for deliveries.

Water: You may need a water source for catering for your food service.  It may be helpful to reserve 1203 HSLC in addition to your lecture hall or Atrium reservation in order to access a sink with running water, or to store catering carts and supplies out of plain view.

Alcohol: SMPH Requires a permit in order to serve alcohol. More information on requesting a permit for an SMPH event: https://intranet.med.wisc.edu/smph-alcohol-beverage-service-permits/

Further questions about serving alcohol can be directed to Director of Signature Events, Traci Gaydos, (traci.gaydos@wisc.edu) in the SMPH Dean’s Office.

Serving Tables: Extra tables to serve food are ordered through your online room reservation account using the ‘Moveable Equipment and Furniture’ template.  Tables are picked up and returned by you to Classroom and AV Services (CAVS) office at 1240 HSLC.  If you require more tables than the CAVS inventory, you should order them through Facilities Planning and Management. 

There are also companies who have purchasing contracts with UW campus for tables and chairs rental.  Visit UW Business Services website for more information about renting tables and chairs from outside vendors: https://www.bussvc.wisc.edu/purch/contract/wp5979.html

Garbage Cans: If you are serving boxed lunches or items that will produce a large amount of waste, there are (2) 55-gallon cans you can reserve through your online room reservations account through the Moveable Equipment and Furniture template.  Pick those up at the CAVS office at 1240 HSLC.  You can also request extra garbage bags through the CAVS office.  You can also request trash cans through Facilities and Planning Management (FP&M). Campus custodial service will not come through the space until after hours.

HSLC Vendor Policy:

Displays, meetings, and events held in the commonly shared space in the Health Sciences Learning Center (HSLC) may not distribute promotional or educational materials provided by industry (defined as manufacturers, servicers, and other vendors of pharmaceutical, medical, and veterinary medical devices and supplies, commercial products, and medical and veterinary medical testing companies).

Small signs acknowledging contributors are allowed but may not include industry logos or allow individual industry displays.

Events held in commonly shared space in Health Sciences Learning Center may not include distribution of industry-funded gifts to students.