Are you interested in promoting your organization or event in our facilities? Would you like to request and interview for a class project? Are you reaching out to conduct a media request as part of campus or local print/television media? Are you looking for permission to take photos or film in our spaces?
For ad requests, please submit your original advertisement for approval and keep in mind we do not create content for outside organizations. Use of the Rec Well logo is reserved for University Recreation & Wellbeing, Sport Clubs, and our authorized partners. A list of policies and procedures is listed below.
Once you have read and understand our guidelines, please submit your request for our review. Our review process may take up to two weeks depending on the nature of your request.
REVIEW PROCESS
The following guidelines apply to all requests:
- Once your request is submitted, our staff will communicate via email all approvals, edits, or denials of requests
- Marketing requests should align with our play hard, get fit, live well mantra or to the campus experience
- We are not responsible for monitoring copyright infringement of advertisements submitted by external organizations
MEDIA OPTIONS
Request permission to take pictures or film in our facilities
- Approval by the Marketing & Communications department is required prior to taking any pictures or filming in our facilities.
- Rec Well logo or insignia may not be included in photos or video
- Credit should be given to University Recreation & Wellbeing in post-production
- Please check in with Member Services on the day of production
- Commercial photography or filming projects must be reserved through The Office of Strategic Communication.
Prohibited Photography and Video
- No approval will be granted for photography or video in restrooms, locker rooms, or pools during building hours; special reservations outside building hours are required for photography and video in these areas (please visit our Reservations and Rentals page for more information)
- Capturing photography or videography for the purpose of selling those images or footage or monetizing resulting photos or video is prohibited by University policy. Doing so in violation of policy and potentially trademark law may result in legal action.
- Capturing photography or videography for the promotion of a business, organization, person, artist, band, or non UW-Madison entity. Doing so in violation of policy and potentially trademark law may result in legal action.
- Drone use over University property for the purpose of filming is generally not permissible per University policy.
Professional Photography and Filming
Non-media professional photographers and videographers, complete the Marketing & Media Request Form before capturing any images or video on Rec Well/UW-Madison property.
This includes:
- All subjects should provide model release consent prior to production
- Subjects in photo/video must follow all Rec Well policies and procedures (including dress code) unless granted written permission
Our team will review your form responses and be in contact with you soon with a decision. Please allow at least four, non-holiday business days (Monday-Friday) for a response.
By completing the Marketing & Media Request Form, you agree that your effort will NOT:
- Disrupt the services, facilities, or programs at University Recreation & Wellbeing
- Interfere with members/students and their right to privacy.
- Disrupt scheduled activities or block traffic flow (including equipment) in facility while the photo shoot or filming is happening.
- Include any of the aforementioned prohibited efforts.
- Violate UW-Madison or University Recreation & Wellbeing policies
- Violate laws, including but not limited to trademark usage laws
You also agree to adhere to staff requests on-site to modify your effort.
Before proceeding, you must review the information in this policy. It is your legal responsibility to comply with it. For questions about the policy, please reach out to the contact listed on the policy webpage.
Request permission to set up a table or hold an event in our facilities
- Tables and chairs may be reserved by your organization
- Please refer to our Reservations and Rentals page for a full list of policies regarding tabling in our facilities, including reservation fees and fundraising policies
- Student organizations should observe the fundraising policies outlined by the Center for Leadership and Involvement (we reserve the right to permit or deny fundraising activities within our facilities)
- Outside organizations are not permitted to fundraise (directly solicit funds) within Rec Well facilities
- Organizations should align with our play hard, get fit, live well mantra or to the campus experience
Request information or assistance for class interviews or project
- We do our best to assist students with their class or interview requests as needed.
- If you need access to our staff or facilities, programs, or services for a class project submit all requests through our Marketing & Media Request Form. When asked what type of organizer you are select “Class/Group Project”. We do not accept requests via email.
- All requests related to work for a class must be submitted a MINIMUM of 14 business days prior to the due date.