Business Office - Event Planning

Event Planning Guidelines from the SoHE Business Office.

For events that are catered, require a room/space rental, require a contract or charge a registration fee, see Hosted Events.  For events that are primarily social in nature, see Policy UW-3075 – Official Functions and Expenses.

ROOM RESERVATIONS

Reserve a room at SoHE

EVENT CATERING

You Will Need An Insurance Certificate:

You Will Not Need An Insurance Certificate:

For more information: Business Services Catering Policy – On and Off Campus

Catering TypeDescriptionAllowable ExpensesIn StateOut of StateReimbursement Info
Hosted MealsA hosted meal is considered any meal conducted during meal-time hoursReasonable food and beverage costs

Service charges

Gratuity (20% max)
*Alcohol NOT included.
$12/person - breakfast
$18/person - lunch
$30/person - dinner

*Gratuity and tax are included in the calculation of per person cost (should try to have taxes removed)
$15/person - breakfast
$23/person - lunch
$37/person - dinner

*Gratuity and tax are included in the calculation of per person cost
Hosted Meals Checklist
ReceptionsA reception is considered any gathering of individuals that may not have a specific agenda or time frame. The purpose must be related to promoting the mission of the hosting department.Reasonable food and beverage costs

Reception room costs

Service charges

Gratuity (20% max)
*Alcohol NOT included.


Reception Checklist
RefreshmentsRefreshments include any food or drinks consumed during meeting breaks, events, seminars, receptions, etc.Limited to one break each morning and afternoon (no food items allowed at morning break if breakfast is provided)

Small food items

Non-alcoholic beverages (coffee, tea, soft drinks)

No more than $10 per person* per break

*gratuity and tax are included in the calculation of per person cost (should try to have taxes removed)

Refreshments Checklist


Audio/Visual/Tech

For tech assistance email BITS directly.


Alcohol

Alcohol is not an allowable UW Madison expense. Alcohol must be paid directly by UW Foundation. See UW-Madison policy on Alcohol Beverage Regulations.

The following highlights a few key policy and procedural issues related to providing alcohol at events or purchasing at meals.

If possible, reimbursements and payments are simplified if alcohol is billed separately from the food purchase.


Alcohol at Hosted MealThese are typically conducted for faculty and staff recruitments, for visiting scholars, or for development purposes. Please note that the UW-Foundation has a limit $25 per person for alcohol. Do not pay for the alcohol with a UW Purchasing Card.
Alcohol at On-Campus Event Contact Wisconsin Union Catering or University Housing Catering first.
If they are unavailable, alcohol servers must obtain an Alcohol Beverage Service permit and take required training.
Alcohol at Off-Campus Event It is recommended that you request that the vendor provide a separate invoice for the alcohol expenses. It is not necessary but it will simplify the payment process. Do not pay for the alcohol with a UW Purchasing Card.