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Event Planning

Room Capacities, Pricing & Planning Information

COVID Capacities

The rooms listed below have updated capacities due to distancing guidelines:

Room

Capacity

122, 124, and 206       

Offline

202

6

203 

8

315

6

Senate Chamber

Conference Style (“gallery” placed at head table)         

14

Senate Chamber

Lecture (no tables)

18

Family Room

28

West Ballroom

31

Center Ballroom

35

East Ballroom - Lecture

28

East Ballroom - Conference

12

Full Ballroom 

80*


*Subject to campus, local, and state regulations.  Gathering guidelines can be found here. Max capacity for each space will be based on lecture style format unless otherwise indicated. 


Resources for Planning Events amid COVID19

  • Event planners are encouraged to reconsider the format of gatherings to meet new COVID capacities in the Wyoming Union and adhere to gathering guidelines (link). This may include enabling participants to attend virtually as well as in-person, changing locations in the Union, or finding an alternative location for the event. 

  • In August 2020, those with existing reservation requests will be notified of their status for event requests and prompted to consider altering their events.

  • If new space is needed, priority for space allocations will be based on the Priority Scheduling (link to 2020 document.) framework.

  • Due to cleaning demands between events and 6-foot distancing, only standard formats will be offered for the Fall 2020. Most rooms will be set up as a lecture without tables to ensure maximum participation.


We want to provide our customers as much planning support as possible. Use the links below to access some general information helpful to your initial event planning.

Our student groups and campus departments are likely eligible for free use of our space.  Check out our User Classification Information and Room Rental Fees.

Knowing what size group or room arrangement is possible is essential to your planning.  Reference our Room Capacities and Set Up Guide for this basic information.

Not familiar with the layout of our facility?  Check out our Wyoming Union Map.

The Student Orgs & Entertainment Office has developed a comprehensive event planning checklist - Event Planning Guide - to support students in organizing their special events on campus.

Associated Student Technical Services (ASTEC) can provide lighting and sound services to enhance your events in the Wyoming Union.  These services are free to student organizations.  Departments and external groups can consult with ASTEC regarding potential fees.

Groups planning events should be aware of the Minors on Campus policy.


Our facilities are governed by several policies that may be pertinent to your event - see below for some common policy information requested from our office.

Events with alcohol are no longer allowed in the Wyoming Union.  If you are interested in booking a large-scale event with alcohol, please consider the Gateway Center or the UW Conference Center

Please review the following information pertaining to food served (at meetings, events or breezeway tables) in the Wyoming Union.

  • We encourage all event organizers to read through the Wyoming Union Policies related to food (See Section 10: Bringing Food into the Wyoming Union on Page 7).

  • UW Catering is the primary caterer for Union customers. If UW Catering is not available, event organizers can select another approved caterer. Union Food Services can provide breakfast and lunch foods for meetings held in the Union.

  • Recognized Student Organizations may choose from any caterer on the approved caterers list, including UW Catering or Union Food Services.

Decoration Guidelines:  We are open to creative ideas for decorating the Wyoming Union event spaces.  Specific ideas for decorations should be discussed with the Union Events Office staff.  NOTE:  Glitter, confetti, rice and candles with flames are prohibited.  Items hung on the walls or air walls dividing the rooms should be secured with painters tape or Command strips - use of tacks, glue or other types of tape can do damage to the walls and are prohibited.

Event/Meeting Clean Up: The Wyoming Union strives to provide quality service and support to all events. We are structured differently from other event spaces and do not have a dedicated team to clean up areas between events.  Therefore, we ask all event and meeting organizers to remove any excessive food trash (ie, trash not in a trash can, stacks of pizza boxes, extra trash bags filled during event, etc.  We also ask groups to remove any decorations and signage they bring in for events in the building.  For excessive mess left after an event, cleaning fees will be charged.

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