Phone: 206.543.8191
Hours: 8am - 5pm :: Mon-Fri
Location: HUB 204L

Fri Jul 25, 2008 7:07 am

Frequently Asked Questions

HUB Event Services makes every effort to make your reservation request and event process hassle-free. Below we've compiled a list of Frequently Asked Questions and pertinent HUB Policies for your information.

Of course, each customer and their event is unique. If you can't find the answer you're looking for, please call us at 206-543-8191 or contact us via email.

Reserving Space:

• How do I reserve space in the HUB?

To reserve space, simply fill out the online reservation request form and submit it through your web browser. You may also drop off a hard-copy reservation request form in person at HUB 204L, Monday - Friday, 8am - 5pm, or fax it to us at 206-616-8486. Space is booked on a first come, first serve basis. We do not take reservation requests over the phone.

You may also stop by HUB Event Services in HUB 204L to make your reservation in person or pick up a HUB Reservation Request Form.

Resource: HUB Reservation Request Form

• What methods of payment do you accept?

Customers can pay by cash, check, or University budget number. Cash and check payments are made at the HUB Cashier's Office.

For Ballroom and Auditorium events, a 50% deposit is due 30 days prior to your event. The other 50% is due 8 days prior to the event. A deposit may be required earlier than 30 days to hold space for larger conference or major events.

For meeting room events, the entire amount is due 8 days in advance of your meeting.

• Do you charge for cancellations?

- Major Events | Ballroom | Auditorium -
Canceled 30-60 days in advance* - No Charge
Canceled 14-29 days in advance - 50% of fees**
Canceled 0-13 days in advance - 100% of fees

- Meeting Rooms (Non-major events) -
Canceled 8 days in advance - No Charge
Canceled 0-7 days in advance - 100% of fees

* Reservation Confirmations have stated deadlines applicable to your event.
** A 50% cancellation fee applies to major events that include meeting rooms.
Please keep in mind that room cancellations affect our ability to re-book rooms and services in the HUB.

• What is the difference between 'reservation time' and 'event time'?

Reservation Time - The timeframe when you have access to the room, and when the room is scheduled to be locked after your event.
Event Time - The time your event is scheduled to begin and end. The Event Time will be included on our building schedules as the official start and end time for participants.

• What if I need to make changes to my reservation?

When possible, we will try to accommodate changes to your reservation. Changes made with less than 3 days notice are subject to a $5 update fee. If you have a series reservation, we will usually make up to two series changes free of charge. Subsequent changes are subject to a $10 update fee.

• What should I do differently for a Ballroom or Auditorium event?

Because of the nature of large events and space availability, reservations should be made at least 30 days in advance, if not sooner. It is difficult for our office to give estimates for large events due to the many variables. The most accurate way to get an estimate is to submit a reservation request.

• What is a "Series Reservation?"

A series reservation is a group of meetings that occur every week, or every other week, etc. Both Registered Student Organizations [RSOs] and UW Departments can make series reservations in the HUB. Series reservations are be booked no earlier than two weeks prior to any given quarter. Check here for additional information.

• Are there free meeting spaces?

Registered Student Organizations and UW Departments are provided one (1) free meeting space of two (2) hours or less per calendar week (Sunday-Saturday) in selected rooms. You may call HUB Event Services at 206-543-8191 to see if you qualify for free meeting space.

UW Department free meeting space information
Registered Student Organization free meeting space information

• Can I have something delivered to the HUB or stored for my event?

Because of limited storage space in the HUB, we regret that we cannot accept deliveries on behalf of other organizations for events.

• I just received my confirmation -- what do I do now?

Once you receive your confirmation:

• Make sure all contact information is correct.
• Is your event name and organization listed correctly?
• If you are using a budget number to pay for your event, it will appear in the "reference" field.
• Check for food, UUF, fundraising or other permits and approvals you need to submit and their associated DUE DATES.
• Please note your payment DUE DATES and all other requirements needed to confirm and/or cancel your reservation.
• Check the dates of your reservation and the event time which we post on building signs.
• Check the room assigned. In some cases the room assigned will differ from the one you requested. If the room assigned will not work, contact HUB Event Services immediately.
• Check for a reserved time. This is the time you actually have access to the room. It is also the basis for your hourly rental rate. Changes in your reserved time will effect your rental rate.
• Check your setup and capacity, and any equipment you have ordered. If you need something not listed on the confirmation, please contact our office to request that it be added.
• Review the Policies and Liabilities associated with your HUB Reservation. By submitting your reservation request, you have agreed to abide by these. It is YOUR RESPONSIBILITY to review and understand these.
• Contact the Event Coordinator or Operations Manager as stipulated in your confirmation to schedule and Event Planning Meeting.
• If you need to make changes contact our office.

• Do I receive a key for my room?

HUB Event Staff will have your room unlocked for you by your reservation start time. After your meeting, simply leave the room as you found it, and our event staff will lock up.

• Do you book space in other buildings on campus?

The HUB Event Services Office handles only events in the HUB and on the HUB Lawn. Listed below are some other campus locations and their reservation office:

• Building - Phone - Location
• Arboretum - 543-8800 - Grand Visitor's Center at Arboretum
• Campus Open Spaces (Red Square, Quad, etc.) - 685-8815 - Physical Plant
• Classroom Reservations - 543-1080 - 2nd floor Schmitz Hall
• Conference Housing/Services - 543-8443 - Housing and Food Services
• Denny Field - 543.6415 - IMA Administration Office
• Ethnic Cultural Center - 543-4635 - 3931 Brooklyn Ave NE
• Ethnic Cultural Theater - 543-7661. Located at 3930 Brooklyn Ave NE
• Faculty Club - 543-0437 - Faculty Club (across from HUB)
• Health Sciences - 543-6729 - T291 A in T-wing of Health Sciences
• Hec Ed Pavilion - 543-2246 - 305 Hec Edmundson Pavilion
• IMA Building - 543-6415 - IMA Building Administration Office
• Kane Hall - 543-2985 - Basement of Kane Hall
• Mary Gates Hall - 543-2985 - Basement of Kane Hall
• Meany Hall - 616-8183 - Meany Hall
• Music Building - 543-1201 - Music Building
• South Campus Center - 543-0530 - 3rd floor South Campus Center
• Urban Horticulture - 543-8616 - Urban Horticulture Building
• Waterfront Activities Center - 543-9433 - Main office of Waterfront Activities Center

Audio/Visual Equipment:

• What type of A/V can I rent?

A variety of Audio-Visual Equipment and furnishings are available through our office. Please click here for a list of commonly requested equipment. Off campus audio-visual, decorator, light, or sound contractors are only allowed after advance approval.

Published rental rates may differ from the rates on your confirmation depending on availability of equipment.

Check here for additional A/V equipment.

• I want to use my computer in my presentation. What are my options?

HUB Event Services can provide a data projector based on the room and size of the screen. All of our data projectors also support video projection. Please request a data projector when you submit your reservation request. HUB Event Services staff will address your AV needs during your event planning meeting or when confirming your reservation details. Customers must provide their own computer.

• What's the difference between a 27" monitor and a data projector?

A 27" monitor is basically a big TV screen hooked up to a VCR (which is included in the rental package). A data projector can be connected up to a VCR or computer but can project the image from further away. Large format projection is used primarily for long distances, where the image source cannot be near the viewing area, and when the crowd is far enough back that a 27" monitor is ineffective. Typically, monitors are used in the meeting rooms, and projection is used in the Ballrooms and Auditorium.

Personnel & Security and Safety:

• Facility personnel and security

In some cases UW Police Security or HUB Event Staff will be required at your event. Dances, concerts and events with large attendance usually require some degree of security staffing.

If required, these personnel will be itemized with cost on your confirmation. Your group is responsible for all required security costs.

Only UW Police or HUB Event Staff may be used to satisfy personnel requirements.

The HUB Event Services Policies Library

• Banners

For safety reasons, your banner can only be hung and taken down by HUB Event Services Staff.

Banners take some time to hang. The banner must be turned in to the HUB Event Services office at least one full working day prior to your event.

The banner should be made of canvas or vinyl material. Grommets (metal rim) should be placed at the corners and middle of the banner as necessary. Since taping and tacking are not permitted on building surfaces, paper banners are not advised as they rarely can be hung to a customer's satisfaction.

Labor charges for hanging and removing a banner vary with size and location of the banner. The appropriate fee will be added to your estimate (approximately $25.00).

It may not be possible to remove your banner immediately after your event. Banners can be picked up the following working day after your event. If you need your banner back immediately after your event please make advance arrangements with our office.

Banners are hung in the following areas; listed widths and lengths are the maximum sizes:



• EAST BALLROOM
• East wall above windows: 35’ x 6’ East wall in front of windows: 10’ x 6’
• North wall (high) from duct: 40’ x 5’ North wall (low) from panel: 32’ x 6’
• South wall (high) from duct: 40’ x 5’ Carpeted area from ceiling panel: varied widths x 2’
• NOTE: banners CANNOT be hung on the West wall.
• WEST BALLROOM
• West wall (high): 50’ x 6’ North wall: 50’ x 10’
• NOTE: banners CANNOT be hung on the East wall or on the South end.
• AUDITORIUM
• Foyer: Southeast wall: 14’10" x 3’6" Stage: 15’ x 8’

More information on banners is available through HUB Event Services at 543-8191.

• Decorations

Taping materials to walls, woodwork or other building surfaces is strictly prohibited. When removed, tape causes surface deterioration which results in more frequent painting.

Nails, tacks, and staples are NOT permitted on building surfaces.

Decorations must not block or limit access to doors, fire extinguishers, water sprinklers, or manual pull stations. Decorations may not be hung from light fixtures or water sprinklers.

Decorative paper materials, stage props, draping, etc., must be flame retardant and meet City of Seattle firecode regulations. Fog and/or smoke machines are not allowed as they will activate the fire alarm system.

Unprotected, open flames of any type are strictly prohibited. If candles are to be used, they must be surrounded by a glass bulb or chimney with only a hole at the top to allow for lighting and exhaust. The Fire Protection Officer in the Environmental Health & Safety Office must approve the use of encapsulated candles.

Please address your decoration goals with HUB Event Services. We have many items on hand such as bulletin boards and easels to assist with your signs and decorations without violating building policies.

• Major Event Planning for Student Groups

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 events require more planning and in most cases must satisfy several University requirements. In order to help insure a successful event a commitment of time and attention to detail is crucial.

For registered student groups, we strongly recommend that you consult a Student Activities Adviser before making your reservation. Advisers can be contacted in 207 HUB 206-543-2380.

Here is a partial list of major event requirements:

• Planning meeting requirement: At the time you make your initial reservation a planning appointment will be made with a HUB Event Services staff member. This meeting is required and must be scheduled three weeks prior to your event. You may schedule the meeting even earlier to help with your budget preparation. Call 206-543-8191 to schedule your meeting.


• Rental costs: Depending on the size, scope and nature of your event your group may need to be prepared to pay rental fees in advance, ranging from $500 - $2500. Never assume rental costs; always refer to an official written estimate from our office.


• Security costs: Most major events require either UW Police, SAUF Event Staff or both to provide security at your event. These costs are added to your reservation and will be discussed in your planning meeting.


• 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 planning meeting. Most events require that you hire a UW Ticket Crew to conduct ticket sales at the door and/or check for University ID’s.


• 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 Event Planning Meeting.


• Departmental sponsorship, permits & other requirements: If you are opening your event to the non-university community, you will need to obtain departmental sponsorship for your event (see the additional hand out on events open to the general public). Any sales at your event also require a special permit.


• Decorations & signs: There is a strict no taping or tacking policy on any painted or wood surface in the building. All signs are restricted to easels or designated posting areas throughout the facility (see additional handouts or ask for more info on decorations and banners).

• Food in the HUB

The HUB is one of the few buildings on campus that allows food or beverages in most of its meeting rooms. We are only able to provide this service by recovering the additional costs of cleaning and maintaining these rooms through an added cleaning/maintenance fee.

Check here for the full Food Policy

Resource: Food in the HUB handout
Resource: Application for Temporary Food Service Event Form

• BBQs/Grills

BBQ style events can be accommodated only on the HUB Lawn pending availability, safety and food permit approvals.

Resource: BBQ/Grills handout

• HUB Lawn Events

To reserve the HUB Lawn, please complete the HUB Reservations Request Form or visit HUB Event Services, HUB 204L. The HUB Lawn cannot be reserved using the online Reservation Request Form.

Resource: Reservation Request Form

HUB Lawn Event Guidelines

• Event Planning Meeting: An EPM with the HUB Operations Manager and your SAO adviser is required for any HUB Lawn event. The EPM must be held a minimum of two (2) weeks before your event; four (4) weeks if you are requesting amplified sound.
• Sound amplification: Due to surrounding classrooms and the library, amplified sound for lawn programs is generally prohibited. Any activities (drums, whistles, etc.) which may disrupt the surrounding community are also prohibited. Exceptions to this rule can be discussed in your event planning meeting.
• Stakes: Objects that penetrate the ground are generally not allowed in order to protect both the lawn and the underground irrigation lines.
• Sales & fundraising: Registered Student Organizations holding any sales or fundraisers in the HUB or on the HUB Lawn are required to have a completed Fundraising Permit with the Student Activities Office, HUB 207.
• Food service: Events which involve food service require review by UW Environmental Health & Safety and must observe proper food handling regulations. Your group will also be responsible for garbage pickup and disposal.
• Electrical service: There is limited electricity available on the HUB Lawn. Events with more than minimal electical needs may require that electricity be installed by a UW Electrician and in some cases monitored by an electrican. The cost will be charged to your group.
• Off-campus: Use of the lawn can be approved in association with approved UW conference events. Please call the Program Supervisor to obtain more information on off-campus use.
• Rain: What will be your plan if it rains? Usually a good choice if you can’t cancel the event is to rent one of the meeting rooms in the HUB, or arrange to rent the 10’ x 10’ tent with our office.

Tables, chairs, tents, canopies, and outdoor stage platforms are available to rent for your HUB Lawn Program. Rates and availability can be discussed at your Event Planning Meeting.

• Off-Campus Participation or Use :: UUF

If you intend for your event to be opened to individuals outside of the UW Community [defined as UW faculty, staff, students, alumni, and parents of UW students] University regulations require you to submit a Request for Use of University Facilities.

Check here for the full UUF Policy

• Serving Alcohol

The Authorization to Apply for a Banquet Permit form is required if you plan to serve any alcohol at your event here at the Husky Union Building. When you sign this form, you agree to the conditions set forth on the form as well as specific UW and SAUF policies with regard to the service of alcohol. You are encouraged to carefully review all conditions on the form before you sign.

Check here for the full Alcohol/Banquet Permit Policy

Resource: Banquet Permit Form

• Commercial Activity

Commercial and for-profit activities are not allowed at any time in the HUB.

Registered Student Organizations holding any sales or fundraisers in the HUB or on the HUB Lawn are required to have a completed Fundraising Permit with the Student Activities Office, HUB 207.

• Fire Exits & Alarms

All aisles leading to exit doors must be kept clear and unobstructed. Fire exit doors may not be fastened or propped open. Decorations or effects involving flame, water or smoke/fog machines are NOT permitted.

HUB Staff is required to evacuate everyone in the HUB when a sprinkler system alarm, smoke alarm or manual fire alarm is activated. Unless it is a prescheduled drill that does not require evacuation, everyone is required to evacuate the HUB during an alarm. Fire Marshalls and Police authorities have and will issue citations to persons who are unwilling to vacate the HUB during an alarm. Event and meeting organizers are responsible for ensuring their participants and guests comply with HUB policies and evacuate as instructed during an alarm.

Copyright © 2008
Student Activities & Union Facilities

University of Washington