Date: Fri, 23 Apr 2010 18:25:58 -0500
From: Roger Vogts [REDACTED]
Subject: Event Sponsorship at the Union
Cc: [REDACTED], [REDACTED]
This is to follow up on the phone message you left me this afternoon.
In regards to the “Cindy Sheehan And The Mimosa Party” event that was scheduled for Monday night (April 26), that event was cancelled earlier today by the representative of the student organization (International Socialist Organization) which made the room reservation. ISO cancelled the room reservation for this event for several reasons. The Free And Equal organization, who is planning this event, is not affiliated with the UW, and student organizations are not allowed to host events for outside entities. Also, the ISO representative did not come in until this afternoon to discuss security concerns for the event, and it is too late at this point to arrange proper security for the event. Additionally, the ISO representative felt that Free And Equal was forcing ISO to do things that ISO did not want to do. Because of all this, ISO cancelled the room reservation for Monday and said that they were moving the event off campus to the Rainbow Bookstore.
I did receive your phone message this afternoon where you said that the Havens Center would sponsor the Cindy Sheehan event on Monday. As I said in my two voice messages that I left for you, there are two reasons why this event cannot happen. The first is that we do not have authentication that the Havens Center is officially sponsoring the Free And Equal event. To sponsor an outside group on campus, the Chair (Doug Maynard) or Associate Chair of a School or Department, or the the Director of the Havens Center (Eric Wright), must file a letter with the Central Reservations Office. See the attached template for this letter. By signing and filing this letter, the department takes all responsibility for the event, including financial responsibility for security and damages. If this event had happened, I estimate that there would have been $400-600 dollars in security fees. The reason for security is that Cindy Sheehan is known nationally and Free And Equal did a national press release on this event. The only room that was available at the Union only holds 80 people. The Union deemed that security would have been necessary for crowd control and fire capacity issues.
At this point, it is not feasible to arrange for security for this Monday event. Also, there is not official sponsorship from any department on campus. The event cannot be held at the Union under these circumstances.
Feel free to call my cell phone if you would like to discuss this further. The number is [REDACTED].
Assistant Facilities Director
The Wisconsin Union
800 Langdon Street
Madison, WI 53706
From: Jane Johnson [REDACTED]
Date: April 24, 2010 4:13:40 PM CDT
To: ‘Patrick Barrett’ [REDACTED]
Cc: ‘Roger Vogts’ [REDACTED], [REDACTED]
Subject: RE: Event Sponsorship at the Union
I hope our telephone conversation helped to clarify the reasons for this approach to the space request. Since the event was being organized and sponsored by an outside organization, departmental sponsorship is required by campus policy. This process is much different than when the event is just being sponsored by the department itself.
I apologize that your email to Roger and mine to you crossed in the virtual mail. As I mentioned, Roger doesn’t get in until 3 pm on most days as he works in the evenings. Our Leadership staff and I wanted to make sure that you knew we were willing to do what we could to make the event happen if the Havens Center wanted to continue with the co-sponsorship.
Thank you so much for calling and for taking the time to discuss the situation. I hope all of your questions and concerns were addressed in our conversation. If not, please feel free to call.
Thanks so much again.
Jane Johnson, Director
Wisconsin Union Central Reservations
2nd Floor, Memorial Union
800 Langdon St., Madison, WI 53706
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