When winter settles in and budgets tighten, it can be daunting to consider gathering with colleagues outside of your divisional or departmental conference room. But getting out of your office and into a new space on campus can be energizing and inspiring. Whether you are looking for a one-on-one conversation or a formal team retreat, UW–Madison offers a wealth of meeting options that fit practical needs and can also connect you to the university’s past, present, and future.
Choose the Right Space
A myriad of factors can make or break a meeting on campus. For instance, when classes are in session, common spaces can become crowded. During holidays or summer break, some spaces may be inaccessible or unavailable. Factors worth considering when picking a location:
- The purpose of the meeting
- Timing—both seasonal and time of day
- Tone, whether formal or casual
- AV or administrative support needs
- Campus logistics, such as parking
When choosing a space, staff can also utilize available campus resources and tools such as Campus and Visitor Relations guides and the online Events Management System, which allows Academic Staff to locate and reserve rooms and arrange additional services across campus.
Ask an Administrator
Sometimes it’s difficult to even know where to begin to find the right space. Academic staff in administrative roles are often experts-in-residence when it comes to finding and securing spaces on campus. So, a good tip is to reach out to an administrator in advance to ensure the space fits your goals.
Wendy Benkert, an administrative specialist for the Office of Strategic Consulting, is one of the many academic staff in administrative roles who help colleagues coordinate meetings and find great gathering spaces on campus.
Benkert notes, “You know your building’s go-to conference room. Stepping outside your office forces you to meet other people, to get connected, to appreciate what your colleagues and your counterparts across campus are doing.”
Looking to add an additional layer of meaning to your meeting? Benkert likes to scour the University Archives to provide participants with a little history and context around their meeting space or building. For instance, at a recent meeting at the Carson Gulley Center, Benkert says she shared an article about Carson Gulley, former head chef at UW–Madison.
“For an upcoming retreat at Science Hall, I shared resources that explored the building’s historic nature and unique facets,” she says, adding, “I want this to be a learning experience for staff on all fronts.”
Look for Hidden Gems & Unique Locales
Academic staff planning to meet up on campus have a variety of options based on the tone and size of the meeting. Here are a few favorites:
- Memorial Union: The cozy—and well worn—booths at Der Rathskeller are a great option for one-on-one meetings and informal chats with coworkers. You can find quieter booths on the first floor of the building in the overflow room across from Der Stiftskeller bierhaus or venture upstairs to the Hamel Family Browsing Library—no reservation necessary. Staff looking to reserve a formal meeting space at the Memorial Union should check out their meeting, conference, and event space brochure. Meeting spaces on the second and third floors honor the university and the state of Wisconsin, while the second-floor rooms are inspired by the students, alumni, and the great ideas that have come from our campus.
- Campus Greenhouses: The climate-controlled greenhouses on campus offer a creative place to have a quiet conversation with a colleague, especially for staff looking to warm up during the long winter months. Our favorites are the D.C. Smith Greenhouse at the intersection of Babcock and Linden Drives, maintained by the College of Agriculture and Life Sciences, and the Department of Botany’s Botany Greenhouse located north of University Avenue and accessible via the B2 level of Birge Hall.
- Chazen Museum of Art: The Chazen offers a creative environment and access to study rooms with the added benefit of free, public art exhibits staff can explore after the meeting has ended. Small groups can reserve the Simon & Rosemary Chen Family Study Room for Works on Paper or the Objects Study Room at the museum. Consider contacting museum staff to reserve one of the rooms and/or request a gallery tour for your group.
Whether planning a quick coffee chat or a full-day retreat, UW–Madison’s campus offers more than just meeting rooms—it provides opportunities to connect, learn, and celebrate the university and its staff. Exploring new spaces and engaging colleagues across units can transform routine meetings into meaningful experiences that foster a deeper sense of community. So next time you schedule a meeting, consider stepping outside your usual space. You might discover a hidden gem and a new perspective along the way.
