Frequently Asked Questions
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How far in advance must I make a reservation for an event?
- Ballroom & Falcon's Nest Entertainment Complex
- No later than 30 days prior to the event including all technology and room setup requests.
- The reservation will be placed in a tentative status until all booking details have been received.
- Reservations that do not provide these details by 29 days before the event will be canceled.
- The only exception to this policy is the details for final head count which need to be received 14 days prior to the event. Catering due dates also must be followed.
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- Regular meeting room
- At least three business days before first meeting
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Note: A "Recurring Room Reservation" request form is distributed to all UWRF recognized student organizations on April 1 of each year.
Therefore, the first opportunity for UWRF recognized student organizations to request a recurring room reservation for the next academic year is April 1.
Meeting space is very tight in University Center.
There are 11 rooms in University Center available for recognized student organizations to schedule for weekly or bi-monthly meetings.
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What is the best way for me to get an estimate of the fees that will be charged for my event?
- Ballroom & Falcon's Nest Entertainment Complex – use of the room
- Price for the room will be included on the confirmation
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- Ballroom & Falcon's Nest Entertainment Complex – use of equipment
- Make a tentative reservation as soon as the date of the event is known (30+ days prior to actual event date)
- Inform Campus Reservations what equipment you are looking to have at this event
- Staging
- Lighting
- How you want the room set-up
- Microphones
- Any other audio/visual/technical equipment
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- Production Services
 will then send out the confirmation with the equipment cost and the approximate labor cost.
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Can I have food at our event?
- Having a bag lunch/dinner (not going to share with anyone) is allowed in University Center except inside Riverside Commons.
- Bringing in your own food to be shared with other people is not allowed in University Center.
- You can host catered events by contacting catering@uwrf.edu
 or calling (715)425-3274. - You can have "pot luck" type events in buildings other than University Center on campus but please make sure you clean up after yourself.
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Is there a fee associated with cancelling a reservation after a certain date?
- No, if your event is cancelled a minimum of three days (72 hours) prior to the start of your event.
- Yes, if you do not cancel your event. Non-cancellation of space can result in loss or damage of equipment so a fee will be invoiced to your group.
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What if I am bringing a Mac laptop to use for a presentation in University Center?
This will work just fine in the meeting rooms but you must bring your own dongle cable (DVI to VGA adapter) for connecting to the technology podium in the meeting rooms.
If I'm giving a presentation in University Center, how can I get my files there?
There are a few ways that you can bring the files: FalconFile, email, or put the file on portable media like a thumb drive or CD.
Can we schedule an event beyond normal building hours on campus?
Yes, but there is an "Extended Building Hours" fee which is $25.00 per hour for each hour beyond normal building hours for Category 1 and 2 groups, and $35.00 per hour for each hour beyond normal building hours for Category 3 groups.
Can we have alcohol at the event?
An alcohol request form needs to be filled out a minimum of 30 days before the event. There are also special limitations on the amount of alcohol that can be served. Please contact catering@uwrf.edu for more information.
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Can we decorate prior to our event?
- Yes, but you will need to make sure that you have clearly discussed what type of decorations and how they are to be displayed with the Campus Reservations staff when you are scheduling your event.
- Nothing can be taped or pinned to any structural walls.
- There are portable divider walls which you can request to use for decorations or poster hanging.
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