Registered Student Organization (RSO)/UW Department/Off-Campus Organization 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.

Billing Information

Conference Services will contact you with rates and estimated billing information. Full prepayment in advance will be required to confirm your event, 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.

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.

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 Catering requires a minimum of two-weeks notice for processing.)

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

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 sponsored by a UW school or department. Reservation requests may be submitted up to one year in advance. Only those that meet and accept the following qualifications will be considered:

  • The reservation request is from an officer of a Student Activities Office sponsored Registered Student Organization (RSO), a UW school or department, or an off-campus group
  • The reservation request is being submitted at least three business days in advance.
  • The reservation request is being submitted no earlier than one year in advance.
  • Submit a Request for Use of University Facilities (RUUF) form when expecting off-campus attendees.
  • 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 (select the appropriate academic calendar year and refer to "Dates of Instruction" section.) Reservation availability during Spring Break is limited and requires advance written approval from the Resident Director of the host residence hall (must be emailed to hfsconf@uw.edu)
  • The requester has read and acknowledged the Meeting Space Reservations Use Policies outlined on the HFS website and on this form.

Form

Step 1. Your Contact Information

                      

    

 Address (Building & Room # if applicable):          

         
 
Phone Number (including area code):   
 
RSO Advisor name and e-mail (REQUIRED for RSO requests):

Step 2. Tell Us About the Event

           
 

 (select the appropriate academic calendar year and refer to "Dates of Instruction" section.) Reservation availability during Spring Break is limited and requires advance written approval from the Resident Director of the host residence hall (must be emailed to hfsconf@uw.edu 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.

                            [None] Select a Date Delete the Date     from          to    

Please note that rooms require at least a 2 hour minimum reservation. Please refer to applicable rate sheet for specifics.
Additional dates for the same event can be noted in the Additional Info box below.

Alternate Dates (if flexible):                                     

                                             

Percent of Attendees who are UW Students/Faculty/Staff   

If the event is open to non-University community members or is submitted by a non-University individual or organization, a Request for Use of University Facilities (RUUF) form is required to confirm your event.

If applicable, has a RUUF been submitted?

               

Meeting Room Location Preference:

                                                                                                               

   

Alternate Room (if applicable):

If applicable, would you like to request to create a temporary Guest Wi-Fi login for non-UW-affiliated attendees?

               

Additional Info (additional dates for the same event, your organization/event's website, audio/visual or other equipment needs, specific room set needs, 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 walkthrough in advance:  [None] Select a Date Delete the Dateat 


Step 3. Your Billing Information

You will be contacted by our staff with rates and estimated billing information. Full prepayment in advance will be required to confirm your event, and sales tax will be added where applicable. Our cancelation policy will be provided along with your invoice.

Method of Payment:

                                                                                                                                           

If paying with a UW Budget Number, please provide the following information:

UW Budget Title:      

UW Budget Number:


Step 4. 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 in advance 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)

 The reserving party will leave the room in a clean and orderly condition, remove decorations, reset furniture, power off and ensure the room is secured at the end of the event.

 

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 the eligibility of my RSO/Department/Organization for future reservations.


Step 5. 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.