Scheduling Meetings & Services

meeting space

Whether you're just starting your search for a meeting site, or ready to book a space, we encourage you to start thinking about your needs and preferences early. Large, complex events may require months to prepare and should be booked up to two years in advance. However, it may be possible to schedule small, simple meetings in just few weeks.

To avoid scheduling problems, we encourage you to reserve space and services as soon as possible. For your convenience, we offer several ways to make your initial contact with the ECC Scheduling Department.

  • Call us by phone: (608) 262-0881 or (608) 262-1814
  • Fill out our Space Request Form to make initial inquiries.
  • Send an e-mail to scheduling@ecc.uwex.edu.
  • Stop by the ECC Scheduling Office (Room 305 in The Pyle Center) to confer with an ECC event planner.

To ensure that your event is set up properly from the start, ECC event planners will need some basic information, including:

  • Department/Agency/Organization name
  • Key contact person's/meeting coordinator's name, address, phone number, and email
  • Preferred date(s) of your event.
  • Nature of your event
  • Estimated attendance
  • Technical support needs
  • Food service/catering requirements
  • Preferred location(s)
  • Room set-ups/configurations
  • Parking needs
  • Need for overnight accommodations
  • Need for registration services
  • Need for event planning services
meeting space

When you make your initial contact, we will check for room availability on the dates you prefer. If we can meet your needs and you are ready to book your space, an ECC event planner will put the space on temporary hold and send you a contract agreement that you'll need to review, sign, and return to ECC within two weeks of receipt. (Note: holds on space are released after two weeks unless a contract is in place.) Or, if you're still exploring possibilities, we'd be delighted to schedule a personal tour or follow-up conversations to help you find exactly what you need.

Note: If you wish to schedule distance education events (videoconferences, webconferences, audioconferences, streaming services, and digital media services that do not require conference rooms or catering) through Instructional Communications Systems directly, please contact Manager, Programming and Marketing Services at 608-262-3772.

Contracts

We strongly encourage you to review all ECC/ICS policies, terms, and conditions that apply to your contract agreement, as well as the rates for the types of services and equipment you will be using. Knowing what to expect and the costs involved will help to ensure a successful experience from start to finish. All policies and rates can be found on the ECC website as indicated below.

Once we receive your signed agreement, your event will be assigned to an ECC event planner who will act as your primary contact during the planning process. Depending on the size and nature of your event, other ECC staff may get involved. Your event planner will work with you to schedule appropriate meeting rooms, audiovisual equipment, distance education technologies, and training to meet your unique needs.