Policies and Procedures

Making a Program Services Request

To have equipment and/or a technician present at an event, services must be requested from Program Services. There are many ways to make a Program Services Request! You can:

  • Complete the Program Services Request Form online
  • Request equipment when making a reservation with the Centers Reservations Office
  • Send an email to the Program Services Office at ucprogsvs@uwsp.edu
  • Call the Program Services Office at (715)346-4203
  • Stop by the Program Services Office in Room 340 of the Dreyfus University Center

To confirm your reservation, Program Services will need some important event and organization information:

  • Event date, time and location
  • Contact information (phone and email) for primary organization contact
  • Account number or other billing information

Without this information, a request cannot be confirmed. Also, please note that the Program Services must receive all requests a minimum of seven (7) days before an event is scheduled, or services will not be provided.

Once a request is confirmed, a confirmation will be emailed to the primary contact for the event by either the Program Services Office or the Centers Reservations. This confirmation will show equipment and technicians scheduled for your event, along with an estimate of charges for the event. Please note that this invoice is an ESTIMATE of charges, especially in the case of labor. If your confirmation does not reflect what you need for your event, please contact the Program Services Office to ensure that this is corrected prior to your event.

Program Services at Your Event

Five to seven days before your event is scheduled, you will receive a call or email from the Program Services Staff member who is working your event. The purpose of the communication will be to confirm all major event details (including start and end times, and equipment used). Any changes will be noted at this time, and a new confirmation will be sent out. A member of the Program Services staff will arrive the day of the event and provide the equipment and services agreed to. If additional services or equipment are required, Program Services will do their best to accommodate the customer. Please note, however, that this may not be possible, and that additional equipment and labor charges may apply.

Billing

After your event, your bill will be finalized with Program Services, which will confirm all equipment, labor, and transportation cost to be billed. Once the bill is finalized, Centers Reservations Office will send out an invoice with final charges. If you have any questions about charges, please contact the Program Services Office for an explanation. For UWSP accounts, payment for services generally occurs within seven days of an invoice being sent out.

Minimum Charges

Program Services must enforce a minimum billing charge to cover administrative costs. The minimum charge is $10.00.

The minimum charge for labor involving the setup or teardown of equipment is one hour.

Equipment

Equipment in the Program Services inventory is available on a first come, first served basis. For the majority of Program Services inventory, Program Services Technicians must be hired to operate equipment. Program Services will determine whether a client is qualified to operate equipment.

House Sound

In some larger meeting rooms in the DUC, house sound systems are available for groups. House sound systems are available in the following rooms:

  • DUC Alumni Room
  • DUC Laird Room
  • DUC Legacy Room
  • DUC Theater

In these spaces, groups can connect up to two microphones to house sound at no charge. Other devices (laptop computers, DVD players, etc.) can be connected to the house system with the only cost being labor.

Telephones

Program Services is able to provide telephones for use in meetings in the DUC. For smaller meetings needing to call out to up to two people, an IP phone is available. If multiple people will be calling in, or more than two will be called, a conference phone will be needed. Rates for phone usage are as follows, and include any jack activation fees:

  • IP Phone: $30
  • Conference Phone: $65

If you are with a campus department looking to host a conference call with more than five participants, you are able to setup a conference call with Wisline.