RSO Info for Student Organization Fair

Please note: If any of these rules are violated, the Center for Leadership & Involvement (CfLI) reserves the right to remove your organization from the fair and bar participation at further fairs.

1. Student Organizations are expected to attend the entirety of the Student Organization Fair from 4:30-8:00pm (fair begins at 5:00pm, see #5) on 1/30/25 at the Kohl Center. Student Organizations must enter the Kohl Center through Gate B. As of Fall 2024, all participants and attendees are required to go through security to enter the Kohl Center. You are still able to bring in your tabling materials, backpacks, and computers. Please account for this extra time when planning your arrival time. 
2. Tables must remain set in place and should not be moved from the original set-up location.
3. If your organization is not present at your assigned table by 4:30pm on the day of the fair, you will lose your table and privileges to participate in the Fall 2025 or Spring 2026 fairs. Please arrive in enough time to have your WisCard scanned and make it to your table by 4:30, or staff will assume you are a “no show” and give your table away. Please arrive at Gate B between 3:30 and 4:15pm.
4. Each organization is allowed a maximum of 2 representatives to work the table at any point during the fair. These 2 representatives can be any member of the organization. If more than 2 individuals are staffing the table, your organization WILL be asked to leave. These limits are in place to help with flow of traffic.
5. Organization materials may only be handed out from the assigned table for the organization. 
6. There must be a student at the table at all times throughout the fair. Advisors or non-students may not staff the table alone. If no one is staffing the table for an extended period of time and only information is left at the table, the information will be removed and the space will be given to someone else.
7. Students may have capped/lidded beverages and food for themselves but may not have them as a handout to fair attendees.
8. The following items are NOT allowed
   1. No food allowed
   2. Prepackaged candy is acceptable
   3. Prepackaged food or snacks are not allowed as handouts
   4. Beverages are not allowed as handouts
   5. No stickers, candles, incense, confetti, or balloons
   6. No tents
   7. No weapons or weapon like items
   8. No vehicles or drones
   9. No wheeled riding objects (skateboards, roller blades, bikes, etc.)
   10. No amplified music
   11. No live animals/organisms
   12. Do not tape any materials to walls or windows in the Kohl Center
9. Any students with medical concerns that would require seating should contact the CfLI at rsoevents@studentaffairs.wisc.edu to make accommodations. Otherwise, chairs will not be provided. Chairs can not be moved from inside the Kohl Center arena. You may bring your own folding/lawn chairs with you.
10.  Your organization may not allow a corporate sponsor to use your table for promoting. This includes raffles, free coupons for services, or actual products. Any organization participating in such an act would be in violation of the UW policy 6012 and could be subject to sanctions through the Office of Student Conduct and Community Standards.
11. Only organizations allotted a table at the fair by CfLI will be allowed to participate. Tables may not be given to another organization and space cannot be shared with another organization.
12. At the conclusion of the fair, remember to take with you your table displays and pick up any trash in your area.

Only an active registered student organization’s (RSO’s) Primary Contact (PC) can register an RSO for a spot at the fair.

Determining Organization Status

If your organization is searchable from the Organizations tab in the Wisconsin Involvement Network (WIN), the organization is active.

If your organization is not searchable in WIN, please contact the Center for Leadership & Involvement Front Desk (608.263.0365 or cfli@studentaffairs.wisc.edu) to determine appropriate steps to have an active organization.

Determining and Updating RSO Primary Contact

An RSO’s PC can be determined by visiting the organization’s page in WIN, scrolling down to the officers and clicking on the Full Roster button. The primary contact will be listed at the top of the roster page.

A current required contact (Primary, Second/Financial, Third, or Fourth contact) can login to WIN, go to the organization’s Manage/Action Center page, select the hamburger (3 horizontal lines) in the top left corner and then select Roster. The PC can be changed by clicking the blue pencil on the PC card and replacing with another individual who is on the organizations roster in WIN. Here are additional instructions (look under “Establishing a Primary Contact”).

Only current Primary Contacts will be able to access and complete the Organization Fair signup form.

11/19/2024: Table Request Form opens

1/17/2025: Last day to cancel table request without consequence

1/30/2025: Student Org Fair!

Similar to previous years, there is a potential to assign active RSOs to open tables on the day of the fair. 

Organizations who receive an open table assignment are expected to follow all Org Fair Policies listed above, including participation for the full event from 5:00pm – 8:00pm.

Your organization can come to the fair at 3:30 pm (no earlier) to stand in line for an Open Table at Gate B. Open tables are assigned on a first to arrive/sign up, first to be offered basis. We will begin to assign open tables at 4:00 pm. Any open tables will be assigned by 5:30 pm.

In order to be eligible for an open table, a group must be an active RSO (searchable in WIN) and have not had an Org Fair Policy violation in the past two semesters.