Plan an Event

Event Planning Updates + Resources

The UW-Stout Recovery planning team has developed a number of requirements that impact student organization operations for fall semester 2020 due to COVID-19. Please review the updated protocols and guidelines below as well as resources to help you plan an event/meeting/activity.

As you've already experienced, these guidelines may change rapidly and will require you to remain flexible. We are committed to communicating those changes as effectively as we can.

Up-to-Date COVID-19 Campus Information

With the ever-changing COVID-19 coronavirus situation, UW-Stout continues to evaluate the situation daily.

Visit the campus COVID-19 website

Updated Requirements Impacting Student Orgs

  • All meetings, events and activities (virtual & in-person) must go through the registration and approval process via CONNECT.
  • On-campus events will be capped at 50 people indoors and 75 people outdoors, and they must adhere to all social distancing and masking requirements.
  • Student organization programs/events/meetings/activities will be limited to current students, faculty, and staff. This applies to both on-campus and off-site events.
  • Student organizations are required to track attendance at events.
  • Off-campus events can only take place within Dunn County and will be subject to the registration and approval process.
  • Stout-sponsored events that occur off-site will adhere to participant maximums, social distancing and masking requirements.
  • Academic space reservations will not be allowed, except in very limited circumstances.
  • Events longer than 8 hours or overnight will not be allowed.
  • Sales tables within the Memorial Student Center and Price Commons will be available.  However, social distancing will be required. Fewer tables will be available and only one person will be allowed to staff the table.
  • Food will not be allowed at student organization meetings indoors due to the mask requirement.  Catering through University Dining Service may be approved in limited circumstances for events only and with a limited and modified format.

It's important to note that student organizations will be held accountable to these requirements via the Student Organization Code of Conduct and are not exempt from disciplinary action.

Reserving Space

While meeting virtually is encouraged whenever possible, we realize some student orgs are able to find ways to safely meet in person.  Below are updated protocols for student orgs to be aware of.

  • Campus has limited spaces that can hold 50 persons in a socially distanced set-up. Meeting rooms in the MSC and Price Commons will have fixed room set-ups and their capacities are reduced to accommodate social distancing.  Review the updated capacities
  • Academic space reservations will not be allowed, except in very limited circumstances.  For orgs that have very unique needs, please email the mscreservations@uwstout.edu for all reservation requests.
  • All reservations will be tentative until they go through the registration and approval process on CONNECT. Once an event/meeting/activity is approved, the reservation will move to a confirmed status.

We have three ways that student organizations can book space with us for one-time reservations.  Whenever possible, we encourage orgs to call or email for reservation requests to help minimize in-person contact. For recurring meetings, orgs must submit a blanket reservation request. As noted, space is limited and not all requests will be accommodated.

Call Us
715-232-2000

Visit Us
214 MSC between 8-4:30pm

Event/Meeting/Activity Registration

Due to the inherent risks associated with in-person gatherings and the challenges associated with navigating ever-changing guidelines during the COVID-19 pandemic, the UW-Stout Recovery Team is requiring student organizations to register all events, meetings and activities.

  • All meetings, events and activities (virtual & in-person) must go through the registration and approval process via CONNECT.
  • If hosting an in-person event/meeting/activity, you must first make a tentative reservation with the Conferences & Events Office in the Memorial Student Center before going through the registration and approval process.
  • Virtual events will be approved within 1 business day, but still need to follow the registration and approval process.
  • Organizations must submit their events prior to advertising or receiving funding (2 weeks minimum), with internal organization events requiring a minimum of 3 business days in advance to allow time for review.
  • Recurring events (i.e. weekly meetings) only need to be submitted for approval once as long as you set up your meeting as a recurring event in CONNECT.  However, the system will send you back through the approval process if you change anything in the event settings.

Steps to Register your Event/Meeting/Activity

NOTE:  If you are planning an in-person event, you must first make a tentative reservation with the Conferences & Events office in the Memorial Student Center.   Requesting space is a separate process that must occur before registering an in-person event/meeting/activity.

Step 1 | Create your event in CONNECT

Just as normal, student orgs should create all events, meetings and activities within their Group Page of CONNECT - both virtual and in-person.

Learn how to create an event

Step 2 | Begin the Event Registration form

After an event is created, you'll automatically be directed to this form. Depending on the answer you provide for type of event (i.e. virtual or in-person), you'll be directed to the appropriate questions to answer.

Step 3 | Submit the form

Answer the questions related to your plan to conduct your event/meeting/activity safely.

Step 4 | Your submission is reviewed

Depending on your event, it will be reviewed by the appropriate staff on campus.
Virtual events are reviewed within 1 business day.
In-Person events are reviewed within 3 business days.

Once an event/meeting/activity is in review, it will be assigned one of three (3) statuses. Event creators will be notified via a CONNECT chat message if their event is approved, pending or denied.  Please be sure to watch your CONNECT chat notifications for these important updates.

Approved Status

Approved events can move forward in the planning process. Reservations will be moved to confirmed status. Submissions for posters, Campus Life Today, and digital signage can be approved.

Requires Modification Status

Events/meetings/activities in this status, must supply additional or modified information in order to be reconsidered.  These events cannot confirm reservations or move forward with their planning at this stage.

Rejected Status

These events cannot take place at this time. As a reminder, all travel outside of Dunn County will be denied in fall semester. Any orgs that do move forward with an event/meeting/activity that was denied will be held accountable via the Student Org Code of Conduct.

COVID-19 Tabling Guidelines

Sales tables within the Memorial Student Center and Price Commons will be available. However, social distancing will be required and the following guidelines are required.

  • All tabling requests must first secure a tentative reservation from the Conferences & Events Office in the Memorial Student Center (See Reserving Space above).
  • Tabling requests must then be submitted through registration and approval process on CONNECT.  If approved, your reservation will be moved to a confirmed status.
  • Only one person may staff each table.
  • A face covering must be worn while staffing the table.
  • At the start of a table reservation, the person staffing the table must check out a cleaning kit from the Conferences + Events front desk (214 MSC).
  • A bottle of hand sanitizer (provided in the cleaning kit) must be available on the table during the entire reservation.
  • If using pens, they need to be sanitized with an Oxivir wipe between each use.
  • Any fundraising must be cashless.
  • Food/bake sales or any kind of food distribution will not be permitted.
  • The cleaning kit must be returned to 214 MSC at the end of the reservation.

Advertising Your Event

Advertising your event is one of the most important parts of planning an event. Don't forget to take advantage of the resources available to you! As a reminder, student orgs are not allowed to advertise their event until they have received an approval status through the registration and approval process on CONNECT.

Campus Life Today

This daily email is sent to students Monday—Friday during the academic school year. Recognized student organizations can submit an event to be in the email (for up to three days)

Submit to Campus Life Today

Posters

The Involvement Center will print up to 55 posters for each organization event. Posters must follow all guidelines and be submitted at least 10 business days before the event.

Poster Printing Request

Digital Signage

Advertise an event on the digital signage  in campus buildings. Student orgs can run their ads for up to 10 days. Ads must be landscape with a resolution of 1920x1080 pixels.

Submit your Ad

Contracting Outside Speakers/Performers

If you want to have a speaker or performer come to campus, you must follow the university’s contracting procedures. This fall, the contracting process is included within the Event Registration process for analyzing your event's risk related to COVID-19.  For approved events, visiting speakers/performers will be required to complete a Vendor/Invited Guest Registration Form on a daily basis.  This will be coordinated through the Event registration and approval process.

Event requests must be made at least four weeks prior to the event on CONNECT.  This time allows for the approval of your risk management plan, in addition to the exchange of documents, signing, payment and processing of your contract. Without a contract completed prior to your event, your organization is liable for payment and expenses.

Contact Heidi Germain for questions on all performance contracts.