Fri Jul 4, 2008 2:44 pm
Information for UW Departments and Staff
UW Departments are eligible for one (1) free reservation per week, of two (2) hours or less, in small meeting rooms or 50% off mid-sized meeting rooms.
Free Meeting Space Guidelines
- Reservation Request is submitted a minimum of two (2) full working days in advance of the first desired meeting date.
- Room must be used in the stardard seating arrangement. This arrangement
cannot be moved or changed.
- Cleaning fees and Audio Visual charges still apply.
24 Hour Express Meetings
24 hours express meetings are accommodated on a case-by-case
basis. Please contact us at 206-543-8191 for more information. Please be
advised that there are charges associated with custom set requests and
food-service events.
 Resource: 24 hour express
request form
Off-Campus Participation or Use :: Use of University Facilities [UUF]
If you intend for your event to be open to individuals
outside of the UW Community [defined as UW faculty,
staff and students], University regulations require
you to submit a Use of University Facilities [UUF]
request and receive UUF approval. The online
UUF Request form, UUF
instructions and related UUF
policies and procedures can be obtained from the Office
of the Provost, Special Programs.
Your HUB reservation request will remain tentative until UUF
approval is granted by the UUF Committee. UUF approval is obtained
from the Office of the Provost, Special Programs.
UUF Approval Process
- University Sponsor
In order for your UUF to be approved, and consequently your HUB reservation
to be confirmed, your event requires sponsorship approval from a dean,
director or chair of a relevant UW department. Please contact the UW department
dean, director or chair prior to initiating your UUF request online
because you will need to indicate your University Sponsor and their email
address when you submit your UUF request.
- Submit an Online UUF Request by You/Your Organization.
Please make sure to submit your UUF requst by the deadline
indicated to you by HUB Event Services for timely confirmation
of your reservation. You may submit your request through
the online
UUF Request Form.
PLEASE BE SURE TO SELECT "HUB-Husky
Union Building (HUB)" OR "HUB Lawn" AS YOUR PROPOSED LOCATION!
- Final Approval from the UUF Committee.
You will be notified of your UUF approval status via email directly from
the UUF Committee. Following notification of APPROVED status, HUB Event
Services will confirm your reservation and follow up on your event details.
For additional UUF assistance please contact the Office
of the Provost, Special Programs.
Payment Options
All payments must be submitted in full 8 days in advance.
Major events (ballroom, auditorium, or combination of meetings rooms)
must submit a 50% deposit 30 days in advance and full payment 8 days
in advance.
Payment can be made in the following ways:
- Cash or Check (tax is applicable). Payments are accepted at the
HUB Cashier's Office, HUB 109
- University Budget #, authorization must be submitted in advance to HUB
Event Services
- Unfortunately, we cannot accept credit/debit cards at this time
Parking Services
Please contact UW
Parking Services for all your event parking needs. HUB Event Services
and its staff cannot arrange or resolve parking needs for HUB visitors
or guests.
Husky Football Games - Please be advised that
during home Husky Football games, parking on campus is extremely limited
if not impossible. Please contact UW Parking Services directly for parking
information.
Web Resource: Husky
Football Schedule
Decorations, Signs & Banners
There is a strict 'No
taping or tacking policy' on any painted or wood surface in the HUB. All
signs are restricted to easels or designated posting areas throughout the
facility. Banners, canvas or vinyl, can be hung in certain areas and only
by HUB Event Staff. For additional information please review the following
resources.
Resource: Decorations
handout
Resource: Banners
handout
Major Events
A major event is defined as a reservation of either or both
ballrooms, the auditorium, or a conference that utilizes several meeting rooms.
Examples of major events include: Dances, Concerts, Performances, Conferences,
Large Lectures, Talent Shows & Films.
Major Event Guidelines
In addition to the policies already mentioned, HUB Major
Events must follow these additional guidelines:
EVENT PLANNING MEETING: An EPM with
your Event Coordinator (specified on your confirmation) is required for
any major event in the HUB. The EPM must be held at least
four (4) weeks prior to your event to meet University timelines. You may
schedule the meeting even earlier to help with your budget and event detail
preparation.
RENTAL COSTS: Depending on the size, scope and nature
of your event your group may need to be prepared to pay in advance from $500
- $2500 in rental fees. Never assume rental costs; always refer to an official
written estimate from our office.
SECURITY COSTS: Most major events require either
UW Police, HUB Event Staff or both to provide security at your event.
These costs
are added to your reservation and will be discussed in your EPM.
TICKET & TICKET CREW COSTS: There are specific
city, state, and UW requirements governing ticket sales at events. Don’t
print or sell tickets to an event until you have had your EPM. We are NOT able to accommodate ticket sales at the door here
at the HUB. Please contact the HUB Ticket Office in advance to arrange for
ticket sales on the day of your event: 206-543-2277.
EQUIPMENT & TECHNICAL COSTS: HUB facilities
don’t include access to theatrical lighting or large sound systems.
Please plan ahead for what types of equipment you’ll need, furnishings
that will be necessary, and your electrical requirements. More information
on sound and light is available during your EPM.
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