DEM Conference Room Policies and Guidelines

General Policy

All Division of Enrollment Management (DEM) conference rooms available from the public hallways on the 9th, 10th, and 11th floors of 333 East Campus Mall as well as on the 1st and 2nd floors of 702 W Johnson Street are reservable. These spaces are intended to support meetings, trainings, workshops, and collaborative work across all DEM offices and teams. 

Questions & Support

For questions about conference room reservations, availability, access, accommodations, or other assistance, please email DEM Shared Services at dem_support@em.wisc.edu.

Reservation Guidelines

Capacity Limits

  • Do not exceed the posted capacity for any conference room.
  • For rooms with combined capacity (such as Room 11301/11304/11305), total occupancy cannot exceed the combined maximum.

Scheduling Expectations

  • Advance Notice: Please book rooms as far in advance as possible with a minimum of a 24-hour advance notice. 
  • Cancellations: Please cancel reservations you no longer need so others can use the space. 
  • Prioritization: If conflicting scheduling requests for the same space occur, we will prioritize based on size, scope, and needs of the meetings (i.e. large team meetings, finalist candidate interviews, etc.). We will assess every situation carefully and do our best to avoid the last resort of cancelling your reservation. We will also try to provide an alternative space and/or as much advance notice as possible if a cancellation is deemed necessary. 

Room Use Guidelines

  • Meeting organizers are responsible for room setup and breakdown.
  • Test equipment before your meeting begins.
    • Email DEM Shared Services if you would like to schedule a time to familiarize yourself with the space and test the tech.
  • TVs, carts, supplies, furniture, and all other equipment must remain in the room unless approved for relocation.
  • Return rooms as close to their original configuration after use (ie. tables organized and wiped down, chairs pushed back in, whiteboards erased and pushed toward the perimeter of the room, etc.).
  • Clean up any materials, food, or trash.
  • Turn off displays and equipment.
  • Turn off lights and shut the door for security.
  • Report any technical issues, damage, cleaning needs, or maintenance issues to DEM Shared Services at dem_support@em.wisc.edu as soon as possible.

Access

All DEM team members have access via Wiscard to all DEM conference room spaces accessible by a public hallway.

If you are including non-DEM participants in a meeting, please consider how they will access the space as one of the following may be necessary:  

  • A visitor’s badge with appropriate building and specific room access
  • Coordination with DEM Shared Services or other team members for access during non-business hours

If you need access to a room and do not have the appropriate key card permissions or are hosting an event outside of business hours (8am-5pm), contact dem_support@em.wisc.edu for assistance.

Shared Spaces and Confidentiality

  • Two smaller conference rooms (11304 and 11305) are located in Room 11301, and a fully confidential environment cannot be guaranteed in this space if the smaller spaces are booked. DEM Shared Services will inform you if this is the case upon reservation. 
  • Consider the sensitivity of your meeting topic when selecting a room.
  • Some rooms may have multiple groups using them throughout the day.
  • Be respectful of other users’ scheduled time.
  • Avoid blocking access to rooms that others need to pass through.

Last updated: May 14, 2026