Event Planning Resources
The resources compiled below are intended to logistically support any UW-Madison individuals or units in engaging with communities via events!
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- University Travel Policy
- Travel and Reimbursement Instructions
- To calculate your maximum spending allowance based on location and dates within Wisconsin, use the per diem calculator
- Instructions to reserve lodging
- Please note, if reserving lodging directly with the lodging facility, make sure to present a tax exemption certificate and request the state rate.
- If booking and paying for lodging on someone’s behalf, make sure to request a credit card authorization form from the facility and return it completed, so that the guest is able to stay in the lodging paid for by you.
- Reserving a Fleet vehicle
- Becoming an authorized driver
- One must be an authorized driver in order to be reimbursed for personal mileage or reserve a Fleet vehicle.
- How to buy products and services at UW-Madison: https://businessservices.wisc.edu/purchasing/
- Internal and external vendors for marketing, communications, and visual needs: https://brand.wisc.edu/vendor-partners/
Please contact these offices if you have any questions regarding relevant risk management.
- Office of Youth Protection
- Department-sponsored student travel required survey
- Read the requirements at the top of the survey to determine if you need to fill it out!
- Division of Business Services – Office of Risk Management
- Office of Legal Affairs
Please use this checklist for optional guidance on how to host an event:
- Outreach Tips on engaging an audience at an event by Shelly Grandell, Assistant Director of Education and Outreach at the Wisconsin Materials Research Science and Engineering Center (sgrandell@wisc.edu)
Please make a copy of this Google survey, intended for distribution to the audiences and/or partner organizations of outreach engagements! Once you have made a copy, feel free to edit to fit the needs of your event.
Please fill out the reporting form below if you are a UW outreach entity looking to report your reach to UW Connects.
- Outreach plan template with workable goal template that aligns with Chancellor’s priorities
- Audience analysis worksheet
- Volunteer management resources
- Software recommendations
- Case studies
- Outreach best practices