Skip to main content

Policies & FAQs

HSAS&F

By publishing our policies, we hope to provide a useful reference. Please familiarize yourself with the policies below. 

For a list of rates for rooms, equipment and labor, please visit our Service Pricing page.

You are welcome to contact us at crshelp@uw.edu with further questions or suggestions.

These policies will go into effect for events occurring on or after September 25, 2019.

Statement of Impact

UW Organizations

  • All UW staff, students and faculty are welcome to make reservations for our spaces and equipment.
  • If there are charges associated with your reservation, please be ready to provide a valid six-digit budget number or alternate payment method at the time of your request.

Non-UW Organizations

  • Non-UW affiliated organizations may place requests for UW spaces and equipment, however the non-UW representative will be required to complete the UUF form. Failure to complete the form or denial by the Office of Special Programs will result in the cancellation of your room and/or equipment reservation.
  • Please be prepared to provide your organization’s billing address for any associated charges.

For General Assignment Spaces, requests for rooms are processed on a quarterly basis and in the order received. Courses receive first priority in general assignment rooms. Event requests will be processed once all courses have been scheduled according to the University’s Time Schedule Production Calendar

Autumn Quarter 2019 (Sept. 25 – Jan. 5): ACCEPTING RESERVATIONS NOW
Winter Quarter 2020 (Jan. 6 – March 29): Late-October/Early November 2019
Spring Quarter 2020 (March 30 – June 21: Late-January/Early February 2020
Summer Quarter 2020 (June 22 – September 29): Late-February/Early March 2020

To receive notifications regarding specific scheduling dates for events, email crshelp@uw.edu to be added to the event scheduler’s listserv.

For Special Event Spaces, requests can be made one-year in advance, and are processed in the order received. 

Special event spaces do not include classrooms, lecture halls, seminar rooms (except SCC 316), conference rooms (except SCC 354 and SCC 254), and labs since courses receive priority in these spaces, resulting in varying room availability each quarter. 

How to read your reservation confirmation

Reservation details must be submitted to Classroom Services at least three (3) weeks prior to the the date of the reservation (including but not limited to: timing, room setup, and equipment required). Failure to do so may result in the cancellation of the reservation or the addition of a short-notice fee – see Labor Rates

Estimates: The estimated charges outlined on the Reservation Confirmation are broken down into three main groups: room rental, equipment and labor. Room rental begins at event setup and concludes after event teardown. The final invoice amount may differ from those shown on the Reservation Confirmation due to changes involving actual room rental, equipment usage, labor required and/or other additional charges. Equipment listed on the estimate will be billed regardless of use on the day of the event. If Classroom Services staff are required to breakdown or reset rooms or are required to complete elaborate equipment set-ups, the requestor will be responsible for reserving the room for the purpose of covering the breakdown and reset duration. To ensure organizational coverage and safety for Classroom Services staff, labor fees will be assessed on the day of the event for all non-traditional or complex room and equipment requests.

Payment: The total charges listed in the Reservation Confirmation are estimated. Following the reservation, a final invoice will be calculated and sent to the address provided by the customer. If paying by UW budget number, the final invoice amount will be billed to the budget number provided by the customer.

Payment type varies depending on the department or organization making the reservation. Typically, a budget number is provided for events held by all UW departments. Registered student organizations (RSOs), Non-UW organizations, and UW faculty/staff holding private events may provide a billing address. For RSOs, providing UW box numbers is preferred.

Can I expect to have the same room for all my reservations?

Typically, courses (regular meetings with course prefix and number, ie NURS 555) receive the first priority in room scheduling. After courses have been scheduled, non-course reservations are made on a first-come, first-serve basis. Our goal is maximize room use efficiency for everyone. Due to the high volume of requests processed, we unfortunately cannot guarantee that the same room will be available for multiple date events. Classroom Services does understand the importance of consistent rooms and will provide the best available options.

When will I receive an invoice for my event?

The billing process occurs after your event has occurred. To receive your invoice in a timely manner, please provide the appropriate billing address or budget number when you make your reservation.

Per the Office of Special Programs, events which are open to the public or held by and/or in conjunction with an off-campus organization are required to submit a UUF form. This form requires the sponsorship of a University department Dean, Director, or Chair. Additionally, the form must be approved by both the facility manager and the Use of University Facilities Committee. This form must be completed and fully approved prior to the event. To complete your UUF form online, please visit: https://depts.washington.edu/sprogram.

The purpose of the UUF is to ensure that all facilities operated by the University are reserved primarily for educational use including, but not limited to, instruction, research, public assembly, student activities, and recreational activities related to educational use. Further, each facility may be used for a variety of activities, so long as the primary function the facility was intended to serve is protected. University departments, Registered Student Organizations (RSO’s), and faculty/staff may make a reservation without a request for Use of University Facilities form if the event is only attended by University members. Specific questions regarding the UUF form, its purpose, or problems completing the form can be directed to the Office of Special Programs at sprogram@uw.edu.

How do I cancel my confirmed reservation?

Email crshelp@uw.edu if you need to cancel your event.

Requests to cancel your event and/or equipment must be submitted in writing. Once the reservation request is submitted, cancellation fees will be assessed for each booking – per room per day – as follows:

61+ Days Prior to Event: $50 Processing Fee

31 – 60 Days Prior to Event: 50% of Estimated Room(s) Rental OR $50 Processing Fee (whichever is greater)

21 – 30 Days Prior to Event: 75% of Estimated Room(s) Rental OR $50 Processing Fee (whichever is greater)

0 – 20 Days Prior to Event: 100% of Estimated Room(s) Rental OR $50 Processing Fee (whichever is greater)

To avoid a cancellation fee, it is recommended that users view their desired room and in-room equipment prior to requesting a reservation to ensure that the room and equipment will be sufficient. Rescheduling events may result in a cancellation or short-notice fee. A 48-hour cancellation grace period is given to recently scheduled events. Reservation requests for instances that will occur within 48-hours are not granted a grace period.

Rates for rooms, labor and equipment can be found here.

Meal and beverage service may be held only in rooms permitted for such activities (South Campus Center [excluding SCC 221], Vista Café, Rotunda Foyer, HS Lobby, Red Lounge, and E-Court Café).

Alcohol is not allowed in the HS Lobby.

Food is not permitted in Health Sciences carpeted classrooms or auditoriums.

If your event will not be catered by a University caterer or supplier, or if any of the food will be sold or given away to the public or general campus community, or if you are an ASUW club preparing food, you are required to fill out the Application for Temporary Food Service Events. Please visit the EH&S webpage for deadlines, additional forms, and food service criteria.

If you are serving food or beverage, we ask that you meet your caterer upon arrival and remain with the food for the duration of food service. Event attendees may eat in the reserved room – if allowed – or outside the building. To maintain a safe environment for all, we ask that attendees not eat in the stairways. Keeping these areas clear will also benefit other events taking place in the building.

UW Bay Laurel Catering: The University of Washington has its own on-site catering service. Please contact Bay Laurel Catering directly at 206.685.2051 or go online for a full list of their services and costs.

Application for Temporary Food Service: Approval of an Application for Temporary Food Service may be required for your event. This form is required by Environmental Health and Safety (EH&S) for certain event-related food service activities on campus. To find out if the form is required for your event, please visit EH&S.

Boxed Lunches: Sack lunches are preferred over boxed lunches. Boxed lunches create additional waste and require additional receptacles and labor to service. If boxed lunches are served, our office must be explicitly informed at least three (3) weeks in advance and at least 2 sets of waste containers must be ordered (more if there is a high number of attendees).

Facility Tour: Off-campus caterers are encouraged to tour the facility prior to the event to determine room setup as well as the time needed for setup.

Food Preparation: All food must be prepared off-site. However, a staging area is available only in SCC 316 (Kitchenette). This area contains a kitchen (sink, table space, and a full-sized refrigerator). The SCC 316 (Kichenette) is a public space. We cannot guarantee that the area will be clean. If you want to ensure that the space will be clean for your event, contact Custodial Services to schedule a cleaning by emailing careteam@uw.edu (a fee will be incurred). Use of the staging area requires a reservation of SCC 316.

Coffee Service: Coffee must come prepared and served in warmers. Coffee brewers/makers are not allowed. Coffee carts are allowed with the outlet requirement of 110/120 volts and the floor must be protected by a floor or carpet mat. Special power needs must be arranged in advance by contacting our office.

Garbage/Compost/Recycle: Reserving receptacles for garbage and recycling are required for all events serving food or alcohol. Receptacles may be ordered through Classroom Services. Customers are responsible for disposing of left over materials, signage, food waste, etc. in the provided receptacles. Customers may not dispose of waste in any other area outside of the provided event waste containers. Containers can be requested for your event here. We ask that you submit your request at least three weeks in advance of your event.

Barbecues are permitted only at the SCC Terrace. You must also fill out the Application for Temporary Food Service Events.

Alcohol Service Waste Disposal: Customers are responsible for the disposal of all bottles, containers and excess trash as a result of alcoholic beverage service. Bottles and boxes must be transported off site OR taken to building loading dock bins by the customer/caterer/bartender. A disposal fee will be assessed if waste from alcohol service is left behind. If an event wants to utilize the available waste receptacles, Classroom Services recommends serving alcohol in cans and small boxes. Reserving receptacles for garbage and recycling are required for all events serving food or alcohol. Receptacles may be ordered through Classroom Services. Customers are responsible for disposing of left over materials, signage, food waste, etc. in the provided receptacles. Customers may not dispose of waste in any other area outside of the provided event waste containers. Containers can be requested for your event here. We ask that you submit your request at least three weeks in advance of your event.

Permitted Areas: Classroom Services reserves the right to deny requests for alcohol service when there is the possibility of disruption to other building activities. Serving alcoholic beverages requires approval from the University of Washington AND a State of Washington Banquet Permit or Special Occasion License or Caterer’s Business License with Liquor Endorsement.

Alcohol Service Request: Alcoholic beverage may be possessed, sold, served and consumed within University facilities only when the appropriate approvals and permits have been obtained. Once the correct approvals and permits have been obtained, all University policies, Washington State laws and Washington State Liquor Control Board regulations must be followed during the event. Visit the OSP website for more information on obtaining University approval and to complete and online application. When an event involves the sale of alcohol, proof of appropriate liability insurance coverage with limits of at least $1,000,000 per occurrence will be required before approval for the requested use will be granted. A certificate of liability naming the UW Board of Regents as the certificate holder must be submitted to Classroom Services prior to the event

Posting of Approved Permit: The appropriate, approved permits must be posted in a conspicuous location for the duration of the event. If there is no permit, liquor cannot be served.

You are required to contact Moving & Surplus to have the existing, non-flexible furniture moved or removed from our special event spaces before your event and to have it replaced to its original configuration afterwards. Please do not move any non-flexible furniture yourself. Failure to contact Moving & Surplus to have the furniture moved or failure to return the furniture to the original layout may result in additional fees.

For areas with flexible furniture, Classroom Services staff is available to provide specific furniture setup and break down when it is requested at least three weeks prior to the event date, for a fee. Customers will need to reserve the space for an additional 110 minutes to ensure enough time for staff to complete the breakdown and set-up. Groups are more than welcome to rearrange the furniture inside the classrooms, but they are not permitted to remove it. We ask that all furniture and equipment are restored to the original arrangement before vacating the room. Failure to do so will result in a room reset fee.

The Enunciator is an event advertising system which displays the event title, department, date, time and location on television screens in the T- & E-wings of the Health Sciences Building. If you would like an event to be advertised on the Enunciator, please send a request conveying the event information to hsbuild@uw.edu at least one week prior to the event, as the Enunciator is updated on a weekly basis.

To post on the bulletin boards found in the T-wing, in the Rotunda, across the hallway from E-Court Café, and South Campus Center, you must have your fliers approved by Building Management in HSB T283. 

Signage is not permitted on building walls and doorways. Tape, nails, and tacks  are not allowed. Signs may not be attached to painted, fabric, glass or wood surfaces. Any damages caused by signage will incur charges related to repair. If you would like to hang signs for your event, sign standards can be reserved and set-up through Classroom Services.

 

 

Activities with an exercise component (yoga, dance, etc.) can only be booked in SCC 316. Moreover, if furniture needs to be removed and stored, this activity will be completed by Classroom Services staff for a fee. Customers will need to reserve the space for an additional 110 minutes to ensure enough time for the breakdown and reset of furniture. Labor fees will be assessed on the day of the event. 

When an event involves elaborate physical activity or otherwise will increase the risk of bodily injury above the level inherent in the facilities to be used, proof of appropriate liability insurance coverage with limits of at least $1,000,000 per occurrence may be required before approval for the requested use will be granted. A certificate of liability naming the UW Board of Regents as the certificate holder must be submitted to Instructional Support prior to the event

Only service animals are allowed in the Health Sciences Building, South Campus Center and Foege Auditorium. Animal research must be performed in buildings designated for this activity.

Courses and events utilizing needles sticks or bodily fluid exposure must perform these activities exclusively in a lab space. These activities may not be conducted in classrooms, lecture halls and special event spaces.

Reserving Lab Spaces

Classroom Services reserves a few lab spaces in the Health Sciences building. 

The teaching laboratories are used for many courses, including the dissection of human tissues, and as such are to be considered biohazardous work areas. All are designated by EH&S as Biosafety Level 1 Laboratories where eating, drinking, and other activities including applying cosmetics or lip balm, handling contact lenses, placing any article in the mouth, eyes, or nose, or other contact with mucous membranes is prohibited. 

If necessary, keys to lab spaces can be picked up from Building Management in HST 283.

Contact the Laboratory Services staff at 206-543-8869 or hslabs@uw.edu or EH&S Research & Occupational Safety at ehsbio@uw.edu with any further questions regarding labs.

Equipment: A comprehensive list of equipment rates can be found on the website for Health Sciences Classroom Services. Our office cannot guarantee availability of all equipment items, and we reserve the right to substitute requests with similar items if necessary. Classroom Services cannot guarantee that any third party equipment will work with our in room equipment. Any specific power requirements should be communicated to Classroom Services at least three (3) weeks in advance.

Accommodation: Please contact the UW Disability Services Office at 206.543.6450 or dso@uw.edu for special accommodation requests for your event or for staff accommodation consultation. For student-related accommodations, please contact the Disability Resources for Students Office at 206.543.8924 or uwdrs@uw.edu.

Candles: Candles are not permitted in our facilities under any circumstances. We recommend simulated, LED candles if they are needed.

Cleaning: The client is responsible for disposing of leftover materials, signage, food waste, etc. in the provided receptacles at the conclusion of your event. Items that do not fit in the provided receptacles must be taken off-site by client or taken to building loading dock bins. An hourly labor rate may be assessed for cleaning if the room or building is left in an unsatisfactory condition. Bottles used for alcohol service must be disposed of by the customer – see Alcohol Service Waste Disposal. Some special event spaces are open to the public. To ensure that public spaces are clean at the time of your event, please schedule service through UW Custodial for an additional fee (careteam@uw.edu).

Copyright Issues: Prior authorization must be obtained for all material shown or distributed which is not owned by you or your organization. Proof of authorization to show or distribute such material is required three (3) weeks prior to the event. Our office assumes no responsibility for material shown or distributed without proper authorization.

Decorations/Signs: Tape, nails, tacks, and/or confetti are not allowed. Signs may not be attached to painted, fabric, glass or wood surfaces. If balloons are released to the ceiling, an hourly labor fee may apply for their removal. Any damages caused by decorations will incur charges related to repair. If you would like to hang signs for your event, sign standards can be reserved and set-up.

Facility Tour & Equipment Testing: Visiting the location/facility and testing the installed equipment prior to the event is recommended. Contact Classroom Services to inquire about room availability for testing. If Classroom Services staff are requested to be present for testing, labor fees may apply.

Fire Code Regulations: Fire codes are strictly enforced. No individuals or items may block the aisles, entry and/or exit ways any time during an event. Room capacity is governed by fire code regulations and is not to be exceeded.

Insurance: When an event involves elaborate physical activity, the sale of alcohol, or otherwise will increase the risk of bodily injury above the level inherent in the facilities to be used, proof of appropriate liability insurance coverage with limits of at least $1,000,000 per occurrence may be required before approval for the requested use will be granted. A certificate of liability naming the UW Board of Regents as the certificate holder must be submitted to Classroom Services prior to the event.

Parking: Specific event parking arrangements can be made by contacting Transportation Services at 206.616.8710 or specevnt@uw.edu.

Power: Events with specific or significant power requirements must make prior arrangements by contacting Classroom Services.

Security: If the subject matter of an event is considered controversial and/or the event otherwise requires heightened security, University Police must be contacted to assess the scope of security needs required. Possession or use of firearms on campus is prohibited unless written approval has been obtained from the chief of University Police. For more information, contact UW Police: http://police.uw.edu/aboutus/divisions/security/

Smoking: The University of Washington is a smoke-free campus. Please refer to the map of designated smoking locations.

Ticketing: There are no restrictions on ticketing, however, events which are ticketed and open to the public must collect sales tax as required by the City of Seattle. In addition, the RUUF form must be fully approved by all parties. See RUUF section for details. 

Suspended Operations: If inclement weather forces the University of Washington to suspend all operations, any events or meetings scheduled on the day(s) of the closure will be cancelled, along with any associated charges.

Which venues are considered Special Event Spaces and when are they available for reservations?

All spaces in HSB, SCC and Foege are cleaned daily (M-F), but the state of cleanliness varies depending on the level of activity that occurs on a daily basis within our common and instructional spaces. In particular, for spaces marked with an asterisk, members of the public are free to utilize these common areas, even during reserved activities. Historically, members of the public have been generally respectful of event activities. Please be aware of these realities when reserving spaces in the Classroom Services inventory. To ensure the cleanliness of a space, customers can request an area be cleaned prior to an event. To do so, contact UW Custodial Services at careteam@uw.edu. A fee will be incurred for special cleaning requests.

Special Event Spaces found within the Health Sciences are listed below with general availability. After-hours and weekend events are permitted in these spaces, although exterior door unlocks will need to be requested from Classroom Services unless the attendees have appropriate access cards. 

  • Health Sciences Lobby*: The HS Lobby is available 6am-7pm Monday through Friday.
  • Rotunda Foyer*: The Rotunda Foyer is available 6am-7pm Monday through Friday. To reserve the raised dining area and rooms I140-142 found in the Rotunda, contact the UW Catering Office at 685-2051.
  • T469 (Red Lounge)*: The T469 Lounge is available 3:30-7pm Monday through Friday. Please note that no tables are allowed outside of the room before 5pm.
  • D210*: The D210 E-Court reception area is available 3:30-7pm Monday through Friday.
  • Vista Café and Terrace*: The Vista Café dining area and outdoor terrace are available for use, however the cafe is permanently closed and not available for reservations. 

Special Event Spaces found within the South Campus Center are listed below. All SCC rooms are available during normal SCC building hours. Only approved after-hours events are permitted in the following spaces. 

  • SCC 354 (Crow’s Nest)
  • SCC 254 (sub-Crow’s Nest)
  • SCC 316: The room’s partition can be closed, resulting in two separate rooms (SCC 316R and SCC 316L) for an additional charge. Contact HSRR for more information and availability.
  • SCC 320B Kitchenette*: You must also reserve SCC 316 in order to book this space.
  • SCC Portage Bay Area*: The SCC Portage Bay Area is available after 3:00 PM during academic quarterTo book this entire space, all three rooms (SCC 222, SCC 224, SCC 228) found within the Portage Bay area must be also be available.
  • SCC Terrace*
  • SCC Lobby*

Do I need a key to get into the rooms I have reserved?

If your event occurs in South Campus Center or Foege-S building, all of the rooms are kept unlocked. If your event occurs in the Health Science building, all rooms are kept unlocked except I132, T365, and T480. Keys for these rooms can be checked out from Building Management in HST T283 during their office hours, M- F 8am-4:30pm.

Can I have food in the classrooms?

Service of food and drink is only allowed in rooms with food service designation – see Food and Beverage policies. 

What do I need to know about using wireless internet in these rooms?

You will need a UW NetID to use the wireless internet. If you are a guest at the UW and do not have a UW NetID, you could get visitor access. For more information regarding wireless at the UW, please visit the IT Connect webpage.

The room that was assigned me is locked. What do I do?

If the room is located in the Health Sciences Building, please contact Building Management at 206-685-0143 or stop by their office in HST T283. Please remember that I132 and T480 are always kept locked, so you must pick up a key from Building Management prior to your event. 

If your event is after building hours, you can call HS Security via UWPD at (206) 543-9

What are the building hours for Health Sciences Building, Foege-S, and South Campus Center?

Building hours for the Health Sciences Building and South Campus Center are 6am-7pm, M-F. Building hours for Foege-S are 7am-6pm, M-F. Users with Husky Cards will be able to access these buildings 24/7. The buildings can be entered by tapping your Husky Card to the card readers found at building entrances. 

Am I allowed to have after-hours events in the Health Sciences Building, South Campus Center and Foege-S?

Yes, after-hours events are permitted in these buildings. If you have reserved a space through Classroom Services, the building doors will automatically be scheduled for unlock in accordance with your reservation. Unlocks occur for the following periods:

30 minutes prior to the start of the reservation.

10 minutes post completion of the reservation.

If an event needs expanded access the building above what is automatically scheduled, please contact Classroom Services at crshelp@uw.edu to update event reservations.

Users with Husky Cards will be able to access these buildings 24/7. The buildings can be entered by tapping your Husky Card to the card readers found at building entrances. 

It is important to remember that exterior doors may not be propped open after hours. All attendees must agree to keep the exterior doors closed at all times during the event.

Who do I contact if I discover on the day of my event that the exterior doors of the building I need to access are locked?

Users with Husky Cards will be able to access these buildings 24/7. The buildings can be entered by tapping your Husky Card to the card readers found at building entrances. 

If for some reason you cannot access the building, please contact HSB Security by calling (206) 543-9999. If HSB Security does not answer the call, they may be in a part of the building that does not receive adequate cell service. Please be sure to leave them a message. The 24/7 UW Facilities Care Team may also be notified by calling (206) 685-1900.

Do I need a key to get into the rooms I have reserved?

If your event occurs in South Campus Center or Foege-S building, all of the rooms are kept unlocked. If your event occurs in the Health Science building, all rooms are kept unlocked except I132, I142, T365, and T480. Keys for these rooms can be checked out from Building Management in HST T283 during their office hours, M-F 8am-5pm.

For more information related to key-checkout for specified rooms, podiums and booth access, visit the Key Check-Out page. 

 

 

In addition to general reservation policies, Registered Student Organizations (RSO’s) must provide the name and email address of their advisor when making reservations. The advisor and/or the relevant department will be held accountable for any delinquent payments related to RSO activities.

SCC 322 will continue to be available as a meditation or reflection space MWF from 9:30AM to 1:50PM and T\Th 9:30AM-10:50AM and 12:30PM-1:50PM. For questions, contact crshelp@uw.edu or 543-6729.