Guidelines for Meetings, Conferences & Events in Grainger Hall
Room Reservations
Please place your room reservation request as far in advance as possible using our online Reservation Request Form. Be sure to plan ahead as we are experiencing an increasing amount of days in which all rooms in Grainger Hall are reserved during both the day and evening hours.
At the time you request space in Grainger Hall you will need to know your UW or State of Wisconsin sponsor, the dates and times of your event, expected attendance and space requirements, and whether your event will require audio visual equipment and will include food and/or beverages. This information should be confirmed a minimum of two weeks prior to your event. The request process begins with the timegrid that shows realtime availability of specific rooms in the building for you to request on any date you choose. Please understand as the date of your event draws closer we reserve the right to reassign your event to another room in Grainger Hall in order to obtain the best fit for all scheduled events of that date. You can expect to receive email confirmations from us regarding any updates to your reservations, however, up to the minute event locations are shown on the Today in Grainger Hall (TIGH) tab on our website. Please direct your guests to check the TIGH listing on your event promotional materials. The TIGH is also displayed throughout the building in printed form. Building policy prohibits posting signs for events. All signs must be approved through the Building manager for posting on bulletin boards or rented sign stands.
Classrooms and Conference Rooms
We have two types of reservable space; classrooms (which we request through the Timetable and Classroom Scheduling campus office) and conference rooms, which we assign directly. Requests for events held in conference rooms will likely receive a confirmation within two working days from receiving the request if the dates requested are within one year. Please call our reservations line (608) 262-8679 for events greater than 12 months out.
Please understand your meeting room reservation is not confirmed until we notify you with confirmation of a specific room number. During the first three weeks of any semester classroom space requests will not be confirmed prior to 5 working days before the event and could be as short notice as the day of the event. Please check TIGH listings. Classroom space requests for event dates beyond the third week of classes will not be assigned prior to the beginning of the fourth week of the semester, however, once the fourth week begins, event confirmations should be given within 48 hours from the time we receive your reservation request.
Room Access
Meeting rooms are usually not available more than 30 minutes prior to your event start time. As we continue to service a high volume of meeting and event requests in Grainger Hall please have your room cleared within 20 minutes of the confirmed event ending time to allow us to promptly clean and reset the room for the next event.
Room and Reservation Charges
There is a minimum $25.00 reservation, event assistance and general cleaning charge for a meeting in Grainger Hall. Additional charges will apply if your event involves extensive event and room preparation, AV and catering charges, weekend or late evening hours, conference fees or other costs. First or second floor classrooms are often exempt from room charges, however cleaning and set up charges often apply for event services. Your reservation confirmations will include details of all charges. Payment will be required upon issuance of an itemized invoice for your event or conference.
Audio/Visual Equipment
Audio/visual equipment should be requested two weeks (10 business days) prior to your event. You will be responsible for payment of equipment ordered. Should you need to cancel equipment, cancellations fewer than five (5) business days may incur late cancellation fees. Please check our list of available equipment and charges.
Food & Beverages
All food and beverages served in Grainger Hall must be served through University Catering and planned through Conference Services. Please browse the menu on our website. Menu planning assistance is certainly available through our reservations team for your event.
All food and beverage orders are due two weeks (10 business days) before your event. Catering prefers to work three weeks (15 business days) in advance to ensure your event is given the planning attention it deserves. Late Additions- Food orders requested from the full menu after the two week (10 business day) deadline will be subject to acceptance by Catering and will incur a $25 late charge. A limited menu is available for orders placed less than 10 business days prior to delivery. Orders from the limited menu are also subject to approval and might involve late fees.
Late Changes--Changes made after your final Guaranteed Guest count (due 5 business days prior to your event) including increases or decreases in quantities or changes in service times will be subject to approval from Catering and may be assessed an additional service fee.
Food – Services Included
Service times-- We recommend food and beverages to be set 15 minutes prior to the event start time. Food service includes 90 minutes from the requested delivery time. at which point food will be removed from the service area by Catering or Conference Services staff. Extensions to the 90 minute service window are subject to approval from catering and could involve additional service fees. Please check your event confirmation for food service delivery and clearing times.
Breaks, continental breakfasts and other food deliveries will be checked and tidied up quietly by catering every 15 minutes during the 90 minute service window. Please inform Conference Services in advance if you do not want food service staff to monitor the food during your event.
Guest Minimums:
*Buffet service is based on a minimum of 30 guests.
*Plated meals are based on a minimum of 20 guests.
*Business Luncheon buffets have a minimum of 10 guests.
**Plated meal service for groups of less than 20 people, or business luncheons under 10, would include an additional flat fee of $50. Full buffets for groups under 30 people requires an additional flat fee of $100.
Early Set-Up Fee: There will be a $50 early set-up charge for any food service before 7:00 am.
Late Start Fees: Catered meals beginning later than 1/2 hour past the scheduled time, at no fault of Conference Services, may result in a surcharge of 5% of the final bill. 1 hour past the scheduled time may result in a surcharge of 10% of the final bill. Additional late starts will result in additional 5% (non-cumulative) charges per half hour. A catering manager will contact your designated group coordinator if your event is nearing the occurrence of this fee. You will be contacted PRIOR to it being incurred and given the opportunity to start the event within the appropriate timeframe.
**Please note: (Starting the event significantly later may not always be possible depending on room bookings.)
Weekend Food Events: Weekend events have a $400 minimum order (total food, beverage and AV) per three hours of service.
Menu Pricing Time Frames-The luncheon menu prices and quantities are valid from 11am until 3pm. Exceptions will be subject to re-pricing.
Moved Service/ Service in More Than One Location: Having your food delivery moved during your service time frame OR having service for the same event in more than one location (this includes breaking out a portion of your event to another room, or several rooms) may merit extra fees. You will be informed of these fees before your move is completed.
Please note: You will not be charged a late change fee in addition to this fee should the move be approved.
Split Pricing: If you would like to order 2 different buffets for your event, there will be an additional flat fee of $100.00. Additionally, splitting trays or other items below their set structure (for instance—breaking a tray of 25 into 10 and 15) will result in a $10.00 fee per split.
Guarantee Numbers
The final guarantee number is due one full week (received no later than 4:30 pm, five (5) business days) prior to your event. Changes after this time may be charged late change fees. Events held on a Saturday, Sunday or Monday require a final attendance guarantee on the Monday prior to the event.
If no guaranteed guest count is received by this deadline, the estimated attendance will be ordered and charged to the event.
Additional Entrée Fee: All plated catered lunches and dinners include one entree selection. A vegetarian entrée option, as well as children’s meals (under 12), may also be ordered in advance. Additional entree selections will be charged a $1.00 per person plate fee, multiplied by the entire guest count.
Special Dietary Designation
We strive to do our best to take care of your guests that have special needs. Our catering staff will gladly work with you to ensure their safety and comfort.
The most important aspect of this is working with your reservations agent to determine a system by which our servers can identify your guest. A special place card is often the best option for form and function. When creating place cards that serve as indicators of their meal, please use the following guidelines:
Red Card = Beef or Pork
Yellow Card = Poultry
Blue Card = Fish
Green Card = Vegetarian
Orange Card = Kids’ Meal
More about special menus and diet requirements:
Specialty Menus (Ethnic, Vegetarian, Organic, etc.): Our catering department would be pleased to work with you to create a special menu if you cannot find something on our regular menu that suits your tastes. We have thousands of recipes at our disposal and employees from all over the globe that have helped us to provide quality dishes with a global perspective.
Additionally, we have resources available if you would like to customize a menu with sustainable growth,local or organic ingredients. Prices will fluctuate with market price and availability of items.
Special Dietary Requirements (Vegetarian, Diabetic, etc.) and Food Allergies (Gluten Free, Lactose Intolerance, Shellfish Allergies): We strive to do our best to take care of your guests that have special needs and our catering staff will gladly work with you to ensure their safety and comfort.
The most important aspect of this is working with your reservations agent to determine a system by which our servers can identify your guest. Often times, a special place card is the best option for form and function.
Additionally, it has become commonplace to add a 'special dietary requirement' line to invites and RSVP's. If you are able to make it easy for your guest to convey their situation, you often get a more complete picture of special needs.
We have dealt effectively with nearly every dietary requirement imaginable and handle them comfortably. However, we do not guarantee that the food will be completely free of any of the particular item. For those that are acutely sensitive to peanut products, vaporized peanut oil from a sauté pan 12 feet away from where their food is being cooked (in a common kitchen) can be enough to trigger a severe response. In a situation where a guest is hyper-sensitive to a product and they are uncomfortable with having us handle their food, we will allow them to bring their own food on premises with prior notice.
Fortunately, we very rarely see hypersensitive cases and have handled hundreds of food allergies without incident. Please let us know how we can help!
Alcohol Service
We strictly adhere to the University of Wisconsin-Madison policies concerning alcohol service. All alcohol will be served by our staff and will be approved for service by the Director of Conference Services. Beverage sales of less than $75.00 per hour and per bartender of alcohol service will require the difference added to the total food charges of the event.
Alcoholic bars may be closed early at the discretion of Grainger Conference Services due to unbecoming behavior. Additionally, the University of Wisconsin requires that non-alcoholic beverages be served whenever alcoholic beverages are present. If you are offering complementary alcoholic beverages to your guests, you are required by the University of Wisconsin to offer non-alcoholic alternatives. These can be purchased through Grainger Conference Services on a pay-per-use basis.
Surplus Bar Guarantees: Excess or surplus bar guarantees created by purchase of alcohol do not constitute currency and may not be applied as payment to the event charges.
Cancellations and Late Cancellations
For any event requesting catering or audio-visual services, cancellation notice must be received in writing (e-mail is fine: confservices@bus.wisc.edu) to Grainger Hall Conference Services at least five (5) business days prior to the event. Please note the reservation number(s) in your notice and expect confirmation of the cancellation from us before the event is officially considered cancelled. Late cancellations may require up to 100% of the charges; however the cancellation overhead charge will be at least 15%.
Payment
Payment method must be established no later than one week (5 business days) prior to an event. Invoices will be sent within 14 days of an event and payment will be due within 30 days of the invoice sending date. Late payments may be subject to additional late fees.
Pricing
Prices are guaranteed 60 days prior to your event.
Decorations and Entertainment
Any decorations, flowers, equipment or entertainment that you arrange must be pre-approved by the Director of Conference Services. Glitter and confetti are not allowed in Grainger Hall.
Floral Arrangements
We can order a floral centerpiece to suit your budget and compliment your catered event. A $10 handling charge will be added to the dollar amount you request for your arrangement. For example, if you order a $50 floral arrangement, your final charge will be $60. Feel free to take any floral arrangements you have special ordered.
Floral arrangements that have been provided to your event on a complimentary basis by Grainger Conference Services are the sole property of Grainger Conference Services.
All decorative items provided by you, must be taken with you immediately following your event. Rental items such as chairs, equipment, etc. will be handled on a case-by-case basis. Please consult your event planner for details.
Signage
Upon your request we will make signage for your event or post your signs. We have sign stands available. No signage is permitted anywhere inside or outside of the building without the approval of Building Services. All food items on buffets will be labeled by catering.
Greeter, Guides, Etc.
We will provide registration help, campus guides or other personnel help with a minimum of a one week notice. Charges will be assessed at approximately $20.00 per hour in most cases.
Security
Grainger Hall Conference Services reserves the right to contract for professional security to monitor any function deemed necessary by the Director of Conference Services. The fee for the contracted amount will be the responsibility of the group or individual in charge of the event.
Professional Meeting Planner Guidelines
If a meeting planner service is being utilized, we will recognize the client of the planner as the approved sponsor and the ultimate responsible party for full payment of the event. We require direct communication with the end user for payment and questions concerning sponsorship.