The following guidelines and policies will assist you in planning your event. Please click on the headers to review them carefully and contact the University Conference Coordinator with any questions or concerns prior to your special event.

Campus Facilities:

A facility fee is assessed in accordance with the Wisconsin Administrative Code. The UW-Stout Conference and Reservation Office reserve the right to reassign rooms when unusual circumstances occur. UW-Stout facilities are designed as smoke and tobacco free. For use of facilities for wedding receptions, a non-refundable $100 deposit is payable within (10) working days of receiving confirmation.

Conference and Reservations shall not be liable for any loss or damage to any property for any reason. The engager will be held accountable for any damages or extraordinary cleaning cost caused by the group, and will be billed at any cost accordingly. Decorations must be removed immediately following the event. If you have special decorating needs, please notify the University Conference Coordinator at 715-232-5132.

Menu Planning & Ordering Details:

  1. The engager will meet with the Catering Manager at least four weeks prior to the scheduled event to discuss menu and dining service details.
  2. Catered meals require a minimum food charge (excluding alcoholic beverages). Buffets and other special menus require a minimum number of people.
    • A $7.95 per person minimum food order must be placed when alcohol is served for catered events.
    • A $10.95 per person minimum food order is required for weddings when alcohol is served.
  1. University Dining Services will provide linen tablecloths and table skirting for guest seating upon request. For some service styles such as weddings, skirting and linens are standard practice. Contact the Catering Manager with any special requests or questions. Charges for setup, linen, and skirting will be added to the final invoice.
  2. A service time of day must be set for the catered items/meal four (4) weeks prior to the event. If engager requests a delay in service on event day the quality of the food may be impacted and a late service charge may be applied.
  3. Prices listed on menus are subject to change without notice, however, an engager's prices quoted in writing 60 days prior to a confirmed event will be held at the quoted price.
  4. We plan your events so that there will be minimum food left. For health and safety reasons no food or beverage (carry-ins) permitted from outside vendors with the exception of special event cakes. No food or beverage may leave the premises. Buffet meals will be maintained for no longer than 1 1/2 hours unless arrangements are made in advance.


Counts & Due Dates:

  1. An attendance estimate must be given at least four weeks prior to the event date. Any time that there is a substantial change (+/-20%) in the count (increase or decrease), the Catering Manager should be notified immediately.
  2. The University Dining Service must have a guaranteed number of persons attending the event at least three working days prior to the date of the function (some menu items require more than a three-day notice).
  3. University Dining Service prepares food, and sets the dining room, for the guaranteed number. If the University Dining Service receives no number guarantee, the last estimate given will be used as the guaranteed number. If the actual guest count exceeds the guaranteed number, every effort will be made to accommodate the additional guests. A service charge may be assessed for additional guests after the three-day guarantee period.
  4. Charges for cancellations will be left to the discretion of the University Dining Service. Any costs incurred as a result of preparation will be charged to the engager.

Billing & Payment:

  1. The engager is financially responsible for the guaranteed number or the actual number served, whichever is greater. Charges will be invoiced following the event.
  2. State and local sales taxes will be added to all appropriate items. Payment is due upon receipt of the bill. On past due billings of 30 days, a 1.5% per month interest charge will be added.
  3. A catering deposit equal to 50% of the estimated total Dining Service bill may be required four weeks prior to the event. Deposits will be credited to the final invoice. Additional charges incurred during the event will be reflected on final invoice. For questions about this policy, contact the University Conference Coordinator or Catering Manager if the event is being held off the campus.
  4. Customers external to the university who utilize University Dining Service "catering" services would be subject to a 10% service charge applied to the total of their catering charges for food, beverage and host bar sales. External customers are any engager not paying for the event with university funds. "Catering" services exclude cafeteria-style meals served for camps and conferences. If a client had both cafeteria and catered meals/services, only those charges outside the cafeteria style meals would have the service charge applied.

Alcohol Policy (Alcohol Served On-Campus Only):

The state, federal, and local laws as well as specific campus policy govern the service of alcoholic beverages. Our University Catering Department uses responsible alcohol service provider guidelines set by the National Restaurant Associations standards. The service of alcoholic beverages must have prior approval, by the Director of the Memorial Student Center, and be purchased from and served by University Dining Service (UDS). Please contact University Dining Catering to request alcoholic beverages and begin the approval process. There are guidelines established for alcohol service to insure a safe and successful event. Open bar services provided by the engager may have limits applied by the University, please ask to review details for your group. The purchase of food and alternative beverages is required with any alcohol service provided. Drinks are served individually, no pitchers of beer or shots will be served. Alcohol service ends a half hour before the end of an event. Please ask for details.

Alcohol is permitted anywhere within the room of the event and must remain in the room of the event. The engager or designee needs to also be the person of contact for addressing problem behavior of attendees or the removal of service to individuals if needed. UDS has the right to refuse service at any time and contact University Police. A police officer may be required for functions when deemed necessary as determined by the Director of the Memorial Student Center and Dining Services.


Decorations are permitted, however they must comply with state and university fire and safety regulations. They must be freestanding and may not be attached to walls, partitions, floors, ceilings, windows, light fixtures or any other part of the building, furniture or equipment. Candles must be votive with a glass base. Any personal property of the engager brought on the premises and left either prior to, during, or following the function, shall be at the sole risk of the engager.


Catering Contact

Rod McRae, Catering Manager,

715-232-3463 or

Kathleen Brown, Office Manager, 

715-232-1482 or

Campus Facility Questions and Reservations

Conference & Events Office

715-232-2000 or