Registered Student Organization (RSO)/UW Department/Off-Campus Organization Meeting Space Reservations Use Policies


  1. The requesting organization must be sponsored by a University of Washington (UW) school or department.
  2. All requests to reserve Housing & Food Services (HFS) residence hall space must be made at least three business days in advance and no earlier than one year in advance. Series reservations will be considered on a case-by-case basis. For Alder auditorium reservations, RSOs are limited to a maximum of three booked reservations per academic quarter at one time. Reservations will not be accepted for dates that fall during Finals Week or Winter Break. Reservation availability during Spring Break is limited and requires advance written approval from the Resident Director of the host residence hall which must be provided to the Conference Services Office.
  3. Full prepayment in advance will be required to confirm reservations, and sales tax will be added where applicable. Our cancelation structure will be provided along with your invoice. Checks (made payable to the University of Washington), Visa, MasterCard and UW budget numbers are accepted methods of payment.
  4. A Request for Use of University Facilities (RUUF) form is required for events open to off-campus attendees.
  5. All events must end by 12 a.m. (midnight). The facility must be completely vacated of persons and personal items by 1 a.m. The requesting organization must leave the facility in a reasonable clean condition, remove decorations, reset furniture, power off and ensure the room is secured at the end of the event.
  6. No exterior exit doors may be propped open to allow guest access. A designee with knowledge of event attendees must be stationed at the door to grant access to attendees. Event attendees should be directed to the room, and vacate the building promptly upon the end of the event. The reserving RSO/department/organization must escort attendees to any nonpublic areas of the building. Adults are responsible for the supervision of youth at all times.
  7. The reserving RSO/department/organization is responsible for ensuring that room fire occupancy is not exceeded during the event.
  8. Decorations and other materials may be hung to the tables, walls and doors using only blue painter’s tape. The reserving RSO/department/organization is responsible for removing all tape, decorations and signs from the room and building, and will be responsible for any damage caused to the facilities due to improper posting/hanging. Decorations may not be hung from light or safety fixtures, sprinklers or pipes.
  9. The reserving RSO/department/organization is responsible for the setup and cleanup of the reserved space. Meeting rooms are provided as-is in their standard room set. Furniture can be moved during your reservation but must be returned to its standard room set at the conclusion of your event (a diagram is posted in each room). Garbage must be removed post-event and tables must be wiped down. Failure to adhere to these guidelines may result in custodial labor charges and possible denial of future meeting space reservation requests.
  10. The reserving RSO/department/organization accepts all liability for any damage done to UW and HFS property resulting from the sponsored event or a related activity. The reserving RSO/department/organization will inform the Conference Services Office of any damages at his/her earliest opportunity but no later than the next business day. The UW and HFS assume no responsibility for loss or damage to a guest’s personal property.
  11. Requests will be granted or denied on a content-neutral basis. Reasonable, content-neutral restrictions on time, place and manner will be applied on a nondiscriminatory basis.
  12. Programs and activities must adhere to all federal, state and local laws, and all UW and HFS policies and regulations including compliance with Courtesy Hours and Quiet Hours. The reserving RSO/department/organization is expected to follow HFS Posting, Sales and Solicitation, and Facility Use and Reservation policies, which can be found on the HFS website. The UW is a smoke-free campus. Fundraising or political events are strictly prohibited.
  13. No off-campus publicity is permitted. No campus publicity, such as in The Daily or announcements at Red Square or the Husky Union Building (HUB), is permitted without the Conference Services Office receiving prior, written approval from the Resident Director of the host residence hall.
  14. For larger scale and/or revenue-generating events, at least one uniformed police officer must be hired and paid for by the sponsoring RSO/department/organization or another method of security established acceptable to the Assistant Director for Residential Life.
  15. The consumption of alcoholic beverages is prohibited in HFS residence hall meeting spaces unless the event is scheduled through Bay Laurel Catering, follows the terms, conditions and procedures of the Washington State Liquor Control Board banquet permit process, and abides by both UW and HFS policies. Non-HFS catered food and beverage is prohibited in HFS meeting spaces. Prepackaged, nonperishable items that do not require preparation, refrigeration or heating are permitted if the requester accepts responsibility for cleanup and disposal. Outside food/catering and home-prepared foods are prohibited in HFS meeting spaces.
  16. Functionality or availability of built-in audio/visual technology is not guaranteed by HFS. Electronic amplification may not be used without prior, written approval from the Resident Director of the host residence hall. The reserving RSO/department/organization must arrange for appropriate licensing prior to screening films. Permissions must be provided in writing to the Conference Services Office.
  17. To allow others use of the meeting spaces, the reserving RSO/department/organization will inform the Conference Services Office immediately if the event is cancelled. Our cancelation structure will be provided along with your invoice. All changes are subject to availability.
HFS reserves the right to terminate any program without notice or warning for failure to adhere to UW and HFS polices including those detailed on the reservation request form and this page.
Submission of a reservation request does not guarantee a reservation. Only requests for which an emailed confirmation has been issued by the Conference Services Office are valid.

For event reservations during closed front desk hours or in 24-hour locked buildings, the requesting RSO/department/organization may need to obtain a temporary building access card and/or room keys. All keys and access cards must be returned during operating hours, and no later than the following morning. Failure to do so may result in charges for lock changes and/or forfeiture of future room reservations within HFS facilities.

                      Residence Hall Front Desk Hours                     

Monday–Friday, 8 a.m.–7 p.m.

Saturday, 8 a.m.–5 p.m.

Sunday, 10 a.m.–5 p.m.

  UW holiday, Spring Break and Winter Break hours vary; please confirm with the appropriate front desk.