Student Organization Handbook
Admission Charges for Events in the HUB and South Campus Center
Considering the University policy on commercial activity and
the fact that the University is state supported, there are restrictions on the
use of University facilities. Events charging admission are reviewed to ensure
they are in keeping with the mission of the institution and not commercial in
nature. University regulations specify strict cash handling procedures and provide
for accounting and disbursement of revenues. All student events in the HUB or
SCC charging admission must use Event Staff. This means, for groups renting
facilities, that:
- Admission charges for an event (including donations and fees assessed participants)
will result in a higher facility rate.
- For all student sponsored on-campus events charging admission, HUB Event
Staff must be used.
- No cash payment from gate income or other revenues can be made without written
authorization of the Director of Student Activities and Union Facilities.
- As the “recognized student body” at the University, the ASUW/GPSS
is exempt from the City Admissions Tax (C.A.T.) for most events. However,
C.A.T. may have to be paid on events produced with outside sponsors. Consult
an SAO advisor for details.
- Student organizations, unless holding tax exempt status, must pay C.A.T.
All other groups are to be advised of their responsibility for C.A.T.
- Other policies and procedures relating to admission charges can be found
in the section of this manual, “Ticket Sales in the HUB.”
Exceptions and problems relating to student users should be
referred to the Assistant Director of Student Activities. All other issues should
be referred to the Director, Student Activities and Union Facilities.
Even if admission is not charged, HUB Event Staff may be required
to monitor sales at ASUW/GPSS events and to check UW ID at dances, concerts,
or feature film showings.
HUB Ticket Sales
The HUB Ticket Office, located on the first floor of the HUB,
serves as a campus outlet for ticket sales and is available to any event sponsor.
The staff will accommodate advance ticket sales and door sales in the HUB, provide
ticket stock and answer any questions on sales and related fees.
Advance Sale of Tickets
There is no initial fee to the UW sponsor for the advance sale
of tickets; however, the service charges are added to the price of each ticket
sold. The service charge is twenty-five cents for UW students and fifty cents
for non-students.
Cash handling regulations require pre-numbered, printed tickets
for advanced sales. If there will be more than one admission fee, separate tickets
need to be printed for each price. Check with the Ticket Office supervisor or
a Student Activities adviser for specific requirements.
Day-of-Event (or Ticket Sales) in the HUB
Door sales for events in the HUB will take place at the
Hub Ticket Office. The Hub Ticket Office requires at least two weeks written
notice to schedule ticket sellers. Forms requesting these services are available
in the Student Activities Office. There is a two-hour minimum for scheduling
ticket sellers. You should include
15 minutes for setup and 15 minutes for closing when requesting ticket sellers. Please
note: Check
with your adviser and/or the HUB Ticket Office regarding the current hourly rate for ticket sellers.
Events co-sponsored by the ASUW/GPSS, and all other events
in the HUB are required to use preprinted, numbered tickets for door sales (if
not already left for advance sales). If you do not have your own tickets, pre-numbered
ticket stock is available from the ticket office for door sales. The cost is
five cents per ticket sold. Unsold tickets must be picked up within two days
after the end of the event.
Taxes
The current City Admissions Tax of 5 percent will be deducted
from the sponsor's reimbursement. If the sponsor is tax exempt, the Ticket Office
will need a copy of the city tax exemption form.
Sales Reports
After an event, the sponsor will receive a complete summary
of advance sales and day-of-event sales from the HUB Ticket Office. Non-HUB
events will receive the sales summary from the HUB Event Services
Office. Where applicable, this summary will contain an itemization of any related
charges such as ticket crew, police escort and ticket stock. Final payment of
net proceeds to the sponsor can be made directly to a University budget or by
check, as directed by the sponsor. This process takes approximately seven working
days from the close of the event.
Event Staff
Outside the HUB: A crew of Event Staff can be scheduled to sell and take tickets outside of HUB venues,
provide basic security, monitor entry at events, distribute materials, serve as ushers, or monitor
sales of approved items.
Inside the HUB: all tickets are sold by the HUB Ticket Office. Event staff may be required for student
government or registered student organization events involving sales, fundraisers or checking student
identification cards.
Event Staff or Ticket Office Staff is required for all-student-sponsored South Campus Center events
at which money is to be collected. Event Staff can also be required for events in other campus buildings.
A two-week minimum notice to schedule Event Staff is required. Event Staff requests can be made by
filling out an Event Staff Request Form with your Student Activities adviser.
There is a minimum charge for Event Staff for most programs. A crew of at least two persons is required
for an event with 200 or more participants. Smaller events may require only one staff member. Contact
your adviser for specific rates.
Police Escort
A university police escort may be required for Event Staff
selling tickets at locations other than the HUB or South Campus Center. Contact
your adviser for specific rates.
Modified: September 16, 2008
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