UW Residence Hall Student Meeting Space Reservation Request

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Conference Services will respond to your reservation by email within three business days. Submission of this request does not guarantee a reservation. Only requests for which an emailed confirmation has been issued by the Conference Services Office are valid.

Food and Beverage Policy

Food and beverages purchased from HFS express markets and dining units are permitted. 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.

Pagliacci Pizza (206-726-1717) is the exclusive pizza delivery company for events within the UW residence halls.

Bay Laurel Catering is the exclusive caterer for all HFS meeting space. Contact Bay Laurel Catering directly at 206-685-2051 or catering@uw.edu. (Bay Laurel requires a minimum of 2 weeks' notice for processing.)

Room Sets and Audio-Visual

For catered events, Bay Laurel Catering will work with you directly to customize your room set. Otherwise, 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). Functionality or availability of built-in audio/visual technology is not guaranteed by HFS. To request equipment rental and support, please contact Classroom Technology & Events (CTE) and fill out a CTE equipment request form.  

Reservation Requirements

To reserve a meeting room in Housing & Food Services (HFS) facilities, a request must be for and by a current HFS student resident. HFS student residents may submit reservation requests up to one quarter in advance. Only those that meet and accept the following qualifications will be considered:

  •  The reservation is initiated by a current HFS student resident who will be attending the proposed event.
  •  The reservation request is being submitted at least three business days in advance.
  •  The reservation request is being submitted no earlier than one quarter in advance.
  •  More than 50 percent of the attendees will be current HFS residence hall students.
  •  The event is for no more than three hours.
  •  Series reservations will be considered on a case-by-case basis and 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, Winter Break or Spring Break (select the appropriate academic calendar year and refer to "Dates of Instruction" section.)
  • The requester has read and acknowledged the Meeting Space Reservations Use Policies outlined on the HFS website and on this form.
  • RSO-related and affiliated events must be requested via the RSO reservation form.

Form

Step 1. Your Contact Information

  

  

  
 

UW                                        

Phone Number (including area code):   


Step 2. Tell Us About the Event

    

                  

    *ATTENTION: RSO-related and affiliated events must be requested via the RSO reservation form.

(select the appropriate academic calendar year and refer to "Dates of Instruction" section.) Please limit your reservation request to three hours. Series reservations will be considered on a case-by-case basis and are limited to a maximum of three booked reservations per academic quarter at one time. 

                           [None] Select a Date Delete the Date     from          to     

Additional dates for the same event can be noted in the Additional Info box below.

Alternate Dates (if flexible):                                            

                                                

Percent of Attendees who are HFS Resident Students          

Meeting Room Location Preference: 

                                                                                                                 

 

Alternate Room (if applicable):    

Accessibility and Access Requests and/or Additional Info (additional dates for the same event, your organization/event's website, audio/visual or other equipment needs, specific furniture needs, ADA, etc.):

     

If applicable, would you like to schedule a training session to operate our audio/visual equipment? If so, please request a date and time to schedule a walk through in advance:   [None] Select a Date Delete the Dateat          


Step 3. Checklist and Your Initials

The following items MUST be reviewed and acknowledged by checking each box as applicable:

   Checkmark if food/drink will be served. Plans to serve permitted food or beverages should be noted in Additional Info box above. As a reminder, Bay Laurel Catering is the exclusive caterer for all HFS meeting space.

  This event is not for fundraising or political advocacy purposes.

   This event is not a presentation of copyrighted material, including movie screenings. (As allowed, acquired presentation licenses must be emailed to hfsconf@uw.edu)

   This event will not have electronic amplification and/or live music. (As allowed, acquired prior written approval from the Resident Director of the host residence hall must be emailed to hfsconf@uw.edu)

  

Enter your initials below:

   By initialing this box and submitting this form, I confirm I have read, understood and agree to abide by the Meeting Space Reservations Use Policies outlined on the HFS website and on this form. I accept full responsibility for this reservation without condition. I understand that noncompliance will be documented and may affect my eligibility for future reservations.


Step 4. Review Your Information and Submit Your Request

If you would like to print this page, please print before hitting "submit".

 

  

 

Conference Services
Department of Housing & Food Services
HFS Central Office, Terry Hall, Box 355603
Seattle, WA 98195
Phone: 206-543-7636
Fax: 206-897-1620
Email: hfsconf@uw.edu
http://hfs.washington.edu/conferences/
Hours: Monday-Friday, 8 a.m.-5 p.m.