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School of Human Ecology Meeting or Event Planning Guidelines

These guidelines were developed to: Simplify campus policies and procedures in regard to business meetings and events. Ensure compliance with campus policies and procedures. Ensure a positive and efficient experience for staff and participants.

Point of contact for meeting/event support

Anyone planning an event should consult with the administrative staff designated to support their unit.

Staff designees;

- - Department chairs should consult with CAPS. Chairs need to consult with the CAPS supervisor if the proposed meeting/event or its preparation occurs after business hours.
  - Faculty should consult directly with a financial specialist in the Business Office.
  - Center Directors should consult with their Center staff or their designated Financial Specialist.
  - Administrative Units should consult with their unit’s Administrative Staff or their designated Financial Specialist.

Financial Specialists:

Angela
- Center for Design & Material Culture (CDMC)
- Design Studies (DS)
- Human Development & Family Studies (HDFS)
- Master of Design & Innovation (MD+I)
- PELICAN (The Center on Promoting Early Literacy, Child Advocacy, and Nurturance)
Rich
- Kohl's Center for Retailing/Office of Strategic Partnerships (OSP)
- Child Development Lab (CDL)
- 4W (Women & Wellbeing in Wisconsin in the World)
Kate
- Consumer Science (CS)
- Center for Community & Nonprofit Studies (CommNS)
- Civil Society & Community Studies (CSCS)
- Administration

Timeline for meeting/event planning

Depending on the complexity of your meeting or event, SoHE hosts should begin their planning process with their designated contact as soon as possible. For large events, events taking place off-campus, or external-facing events, please reach out to your designated contacts a minimum of 3 months before the event.

General Characteristics to Define Type of Meeting or Event

SoHE Business Meetings	SoHE Hosted Events
Has a shared agenda	Has a gathering purpose
Has a designated set of participants	May or may not have identified participants, but must have an estimated number
Requires a formal participant list	May or may not require Official Functions form
Occurs during business hours (8:00a – 4:30p)	May or may not occur during business hours
Does not require significant set-up preparation	May require significant set-up preparation
Does not include a registration fee	May include a registration fee
Does not include alcohol	May include alcohol
Usually an internal SoHE venue	May include external venue (with fee)

Meeting/event details – items to consider

When meeting with your designated consultant be prepared to answer the following:

What type of event you are anticipating (table above gives some general information and SoHE examples to consider) and is it allowable under campus policy?
What are your objectives with the event? Do you have a rough outline of the agenda or schedule?
How many participants expected (estimate) and who are they? (attendance template)
What kind of participant seating layout will best meet meeting/event activities?
Will the meeting/event be held in Nancy Nicholas Hall or will another venue be preferred?
Will meeting technology be needed?
Will a registration fee be collected?
Will there be invited guests that will require travel arrangements (including flights, rental cars, driving reimbursement, parking passes, hotels, etc.)? Will you want to offer them a stipend for meeting services?
What is the budget for the event?
Is another campus unit contributing financially?
For large events: Will a caterer be on-site at the event location serving the food? (see Catering Policy)
Does the event require a signed contract? (If so, connect with the Business Office to get contract signed by UW Purchasing)
Does the event require a space or room rental?
Does the event require an Official Functions Pre-Approval Form? (see Official Functions)
- Food cost examples:

Official Functions:

An Official Function is defined as a function that substantially advances/contributes to SoHE/UW's mission, supports community value, or recognizes and rewards exceptional performance and service, and may have a social component. Official Functions require pre-approval before making purchases, and cannot be charged to GPR (101 or 104) funds.

Examples of events that could be considered Official Functions (not a comprehensive list):

Official Functions

Functions for parents of pre-registering students.

Functions for graduating classes and their parents.

Recognition functions to honor distinguished faculty, staff and students for significant, meritorious achievements.

Employee recognition and morale/team building events

Annual holiday/general appreciation events.

Functions related to opening of new facilities and dedication ceremonies.

Functions for community leaders, prominent visitors, legislators and officials, or leaders of educational programs.

If ever in doubt about whether or not an event qualifies as an Official Function, please see the Business Office. Purely social functions that have no SoHE/UW business purpose or don't add or contribute to SoHE/UW's mission are not supported.

Policy/Procedure Links:

SoHE Business Office KnowledgeBase:

Event Planning (https://kb.wisc.edu/sohe/105723)

Hosted Meals/Refreshments/Receptions (https://kb.wisc.edu/sohe/105269)

UW-Madison Campus:

Business Meals (https://policy.wisc.edu/library/UW-3039)

Planning a UW Event (https://businessservices.wisc.edu/purchasing/planning-an-uw-event/)

Catering (On and Off Campus) Policy (https://policy.wisc.edu/library/UW-3049)

Official Functions and Expenses Policy (https://policy.wisc.edu/library/UW-3075)

Official Functions and Expenses Pre-Approval Form - route to Tammy in Business Office for approval (https://businessservices.wisc.edu/documents/official-functions-and-expenses-pre-approval-form/)

Resource Links

Attendance Template (https://businessservices.wisc.edu/documents/events-participant-list/)