Visitor Center Room Use Policy
Criteria for Use
Our auditorium and instruction rooms are available for groups that meet one or more of the following criteria:
- Plan a program featuring a presentation by an Arboretum speaker.
- Have a mission similar to that of the Arboretum and who plan to use this facility for a meeting related to that mission. Appropriate group activities include programs related to ecological communities and horticultural management practices, ecological literacy, education about restoration ecology and related natural history, and/or the discipline of restoration ecology.
- Are invited by Arboretum staff for a program related to the Arboretum's mission or staff duties.
The Arboretum Visitor Center is not available to individuals for private classes, meetings, conferences, etc. or for fund-raising events.
Room Availability
Groups may meet during the following times:
- Weekdays: 9:30 a.m. – 4 p.m.
- Weekends: 12:30 – 4 p.m.
An Arboretum staff person must sponsor groups desiring use at other times.
Reservations
- Phone: (608) 262-2746
- E-mail: sghalver@wisc.edu
Auditorium
- Room Size: 30 ft x 52 ft
- Maximum Capacity: 190 for lecture or dining.
- Standard setup: 70 chairs, three 6 ft x 2 ft tables near catering kitchen, podium, AV cart.
- Standard dining setup: Round tables with 9 chairs each, three 6 ft x 2 ft tables for food and beverage.
- Catering kitchen: Sink and counter top, plug in for hot food units, 22 cubic ft refrigerator, microwave.
- Fees: Depend on set-up.
Instruction Room 1
- Maximum capacity: lecture - 48; dining - 24
- Standard setup: 8 tables, 2 chairs per table; one 6 ft x 2 ft table at side of room
Instruction Room 2
- Maximum capacity: lecture - 48; dining - 24
- Standard setup: 30 chairs (6 rows of 5 chairs); podium
Fees for Equipment and Services
The Arboretum will provide tables and chairs in a variety of set-ups. Fees start at $50 and increase depending on complexity of room set-up.
Auditorium
| Projection cart | no charge | |
| Podium and light | no charge | |
| Microphone | $20 (1-8 hrs.) | |
| LCD projector | $50 (1-4 hrs.) | $100 (4-8 hrs.) |
| Overhead projector | $35 (1-4 hrs.) | $70 (4-8 hrs.) |
| Laptop computer | $35 (1-4 hrs.) | $70 (4-8 hrs.) |
| 35mm slide projector w/remote | $35 (1-4 hrs.) | $70 (4-8 hrs.) |
| CD player | $20 (1-4 hrs.) | $40 (4-8 hrs.) |
| Tape player/recorder | $20 (1-4 hrs.) | $40 (4-8 hrs.) |
| DVD player | $35 (1-4 hrs.) | $70 (4-8 hrs.) |
| Flip Chart Easel | no charge | |
| Flip Chart 3M | $20 each pad | |
| VCR and TV monitor | $35 (1-8 hrs.) | |
| VCR only | $40 (1-8 hrs.) | |
| Data jack | $50 (1-8 hrs.) | |
Instruction Room 1
Same fees as auditorium. Microphone, tape player/recorder, DVD player not available.
Instruction Room 2
Same fees as auditorium. Tape player/recorder; DVD player not available.
Food Service
A variety of options are available. Please contact the Facilities Coordinator:
- Phone: (608) 262-2746
- E-mail: sghalver@wisc.edu
Rules and Regulations
We request your cooperation in complying with the following regulations so that our public service and staff activities can continue to function smoothly while your group is in the building.
- Program coordinators are fully responsible for informing all organizers of room reservation guidelines, procedures and policies.
- Group organizers are responsible for informing participants of the Arboretum's rules and regulations.
- Equipment and supplies may not be delivered before the time reserved for your program and must be removed by the end of the time scheduled for your program. We are not able provide storage.
- You may rearrange the furniture by moving (not stacking) to the side of the room.
- Furniture may not be added to or removed from the room. Use only what is in the space you reserved.
- Doors to meeting space are to remain unlocked at all times. Under no circumstances, may a group station a guard (sergeant-at-arms) outside the meeting space door.
- Activities are restricted to the space assigned to the group.
- Your group is responsible for the condition of the room. It must be left in the same condition and setup as you found it. Additional fees apply if the space is not returned to its original condition and room arrangement. A staff person will show you the locations of broom, dustpan and sponges for clean up. Please check with the staff person when you are ready to leave so the room condition can be reviewed.
- No tape, other adhesives, or fasteners (nails, tacks, etc.) are permitted on the walls. Please order easels to cover your posting needs.
- No glitter, confetti, or candles may be used.
- No Smoking.
- The use or possession of alcohol beverages is prohibited except as permitted by the Arboretum director. Statutory age requirements are adhered to. Alcohol service may be provided only by University Housing or Memorial Union Catering licensed employees.
- The Arboretum curfew must be observed. (Grounds are closed between 10 p.m. and 7 a.m.)