Request Hotel and Event Space (RHES) Form

This is an initial request for meeting and hotel space only.

Please review the Eligibility for Use Guidelines before requesting space.

Upon the submission of this form, it will be sent to the Extension Conference Center's Event Planning and Sales (EP&S) Department for processing. You may expect a reply from one of our representatives within two (2) business days of submission. If you request a contract, it will be emailed to you and is due back to EP&S within two weeks from the date of your receipt of it.

Fill in as much information as you know at this point so that we may research and find the most appropriate space for your event. If you do not know the answers, check the "I don't know" selection and we will check back in with you during the planning process.

Event space may not be requested more than two (2) years out.

Specific rooms are subject to change based on the business of the conference center.

Please do not advertise room locations on your materials; Refer attendees to the signage upon entering the conference center.

* - Required

Event Information

If you would like to book multiple events in a series, at the end of the process click the submit button and you will then have the opportunity to re-populate the form with the identical information but with the option to fill in a new set of dates.
 
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*After completing this form, if we can accommodate your space request, would you like to receive a Contract to officially book the space?
 
 
 
 
 
 
  ECC Event # (5 digits)
 
 
 
 
 
Please select event start and end dates below
Before you pick your dates, check Campus and Madison area events and holidays.
* Reset Dates Select date above
* Select date above
Auto-calculated based on the dates above
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Event Type

Select all that apply
Class 
Workshop 
Luncheon 
Conference 
Board Meeting 
Committee Meeting 
Staff Meeting 
Lecture 
Interviews 
Breakfast 
Rooftop Terrace Reception 
Reception/Social 
Dinner/Banquet 
Computer Lab 
Audioconference More Info
Videoconference  More Info
Webconference More Info
Webcast  More Info
Art Exhibit or Display 

Meeting Room Setup

How many meeting rooms do you require?
*Main meeting room/plenary
*Breakout room/concurrent sessions
   See Setup
   See Setup
   See Setup
   See Setup
   See Setup
   See Setup
   See Setup
   See Setup
   
   
 

Setup Needs

We will require these additional items for our meeting. More information about rates.
Select all that apply

Catering Needs

More information about Catering Services. Under most circumstances, meals are served in designated dining spaces and not in meeting rooms. Further details on the selection of specific items will occur during your planning process.
Select all that apply
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
 

Audiovisual Needs

More information about Audiovisual Services.
Select all that apply
More Info
More Info
 

Parking Needs

More information about parking.

UW-Extension Registration Services and Cash Processing

More information about More information about UW-Extension Registration Services.
*Yes, this event would like to utilize UW-Extension's Registration Services
*No, our event does not require registration
*Maybe, please have a UW-Extension Registration Services representative contact me to tell me more about it.
*We are already utilizing UW-Extension Registration Services for this event.
*I don't know

Hotel Guest Rooms

More information about guest rooms.
Will you require a guest room block for this event?           
Please select arrival and departure dates if necessary
Reset Dates
How many hotel guest rooms will you require?
How many guests per room?               
Will the guests call to make their own reservations?       
Who will pay for the room?       
If Department, will you also be covering incidentals and additional companions for the room?       
If Department, how will it be paid?           
If guests are paying for their own room, are the majority of guests State of Wisconsin or UW employees on State business?      
Do you need parking reserved for your overnight guests?      
If yes, will your department be paying for the parking or the guests?      
Do you require any ADA accessible rooms?      
Room blocks are released into general inventory four weeks prior to the check in date.
Room rates vary based on campus events. Talk to your event planner for more information.

Requester/Customer Information

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Send The Invoice To:

If the "Send The Invoice To" information is the same as the Requester/Customer Information listed above, click here to copy the information automatically into the fields below. If you do require the final invoice to be sent to another organization/business/foundation account, please provide the information below. It is helpful to set up your contract in advance knowing this information.
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*Is the group paying for the invoice State of Wisconsin sales tax exempt?             
  
Will the Bill To organization pay for the entire invoice and all expenses?       
 

How did you hear about us

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Additional Comments

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