Special Events
Availability
Without first contacting area conference facilities, these individuals may reserve reception facilities at the University of Wisconsin-Eau Claire:
- UW-Eau Claire faculty, staff and immediate family
- Full-time UW-Eau Claire students
- UW-Eau Claire alumni
Individuals and groups with no relationship to the university must first consider private reception facilities in the Eau Claire area before their reception requests will be considered at UW-Eau Claire.
Rental Fees and Charges
A non-refundable deposit is required to reserve the event reservation date, and will be credited on the final invoice. Only one party will be invoiced for facility rental fees.
No charge will be made for student building management or custodial time incurred during standard operating hours. Custodial and student building management labor required outside of established operation hours (including those set for academic break periods) will be charged to the client.
Most special events are scheduled in Davies Center. Events scheduled elsewhere on campus require additional labor, at user cost. Blugold Dining will charge an additional fee and University Usher Corps personnel must be hired to control any designated alcohol area. A custodian and house management staff must be on duty during the event, and these charges will be billed to the client if the event is scheduled outside standard operating hours.
Events for groups of fewer than 200 people may be scheduled during academic break periods. The client will be charged for custodial staff overtime and student building management labor.
Clients may request student staff at the Campus Information Services desk for emergency phone calls, and will be charged only if the event takes place outside of Davies Center's normal operating hours.
There is no charge for the use of slide projectors or VCRs unless a staff operator is requested. Recorded background music, microphones, and other sound equipment are also available for a nominal fee (which includes set-up, operation, and tear-down).
A grand piano is available for use at no charge--unless the piano must be moved across Davies Center, requires tuning, or if the client requests that it be specially tuned.
Table Arrangements
Round tables seating six or eight people, or squares of eight or ten, are typical set ups. Head tables of any size can be accommodated. Typically, when a dance begins, staff will strike a few rows of tables to clear the area for dancing; this, of course depends on room size and attendance.
Cake tables are either round or rectangular, depending on cake size and shape. Gift tables will be placed inside the room in a secure area. A small round table may be used as a guest book table.
Entertainment
Arrangements for DJs and bands are the responsibility of the client. The University requests that entertainment set-ups be made prior to the beginning of the reception, to avoid confusion and noise while guests are present.
Amenities
A master copy of the UW-Eau Claire campus map is available. Clients are encouraged to print and distribute the campus map to guests. If desired, directional street signs are the responsibility of the client.
Directional signs will be placed throughout Davies Center for the convenience of those not familiar with the building.
A wheelchair is available for those with special needs.
Coat racks and fans will be provided if weather conditions warrant. Unless needed, they will not be placed in rooms to avoid clutter.
A range of services and equipment is available to clients at a nominal cost.
Alcohol Service
Wine and liquor service may be provided through Blugold Dining at scheduled receptions, dinners, and other catered events. Liquor may be hosted, or may be sold on an individual-drink basis. Wines and alcoholic punches may be served at receptions and dinners.
When alcohol service is desired, clients must comply with UW-Eau Claire Alcohol Policies and Catering Procedures, outlined in a booklet available from the Event Services office.
Alcohol Service Definitions
- Cash Bar Event: Events at which individuals purchase beer, wine and liquor from the bar at current prices.
- Open Bar Event: A closed event at which bar services is available without charge to guests
Wedding Cake
Cakes may be purchased from Blugold Dining, or may be provided by a baker off campus. If the cake is purchased from UW-Eau Claire, there is no charge for cutting and serving. If you purchase the cake off-campus and wish it to be served by the catering staff, a fee will be added to the invoice. If an off-campus bakery is used, time for delivery must be arranged with the Catering Director. Personalized napkins may be provided by the wedding party, or cocktail napkins can be provided by Blugold Dining.
