• How do I reserve space in the HUB?

We take reservation requests via our Online Request Form or by submitting a completed Reservation Request form (pdf) to our office.

Review our Reserving a Room in the HUB page for details.

• How can I reserve the HUB Lawn?

We are pleased to say that reservation requests for the HUB Lawn can now be processed using our online request form!

For additional information on the HUB Lawn, please review HUB Lawn Event Guidelines or review the HUB Lawn Description.

• How can I reserve the HUB Games Area?

The HUB Games Area makes their own reservations in person or via their online request form.

Visit the HUB Games Area webpage for details.

• How can I pay for my reservation?

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

Additionally, student government sponsored or co-sponsored events may pay with ASUW/GPSS Authorization forms.

Customers are advised to read their Reservation Confirmation for deposit, payment and cancellation deadlines.

Review the Payment & Cancellation policies for details.

• Will I get charged for cancelling my reservation?

Cancellations affect our ability to re-rent event space. Late cancellations, especially, restrict our ability to re-book event and meeting spaces, equipment and services. With that in mind, our cancellation policy is as follows:

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 each event.
** For major events, the 50% cancellation fee is applied to each event and meeting space reserved.

Please review Payment & Cancellation policies for details.

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

Reservation Time - The timeframe to access to the room (usually prior to your event start time) 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 and online event listing as the official start and end time for participants.

• How do I make changes to my reservation?

Contact HUB Event Services to make changes to a reservation request or a confirmed reservation. There is no need to resubmit a reservation request.

HUB Event Services makes every effort to accommodate changes in reservations. Changes made with less than 3 days notice will incur update fees.

Series Reservations may have up to two series changes free of charge. Subsequent changes are subject to update fees.

• Should I do anything 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 involved. The most accurate way to get an estimate is to submit a reservation request with as many details as possible.

Please review our Major Events Guidelines for details.

• 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 booked no earlier than two weeks prior to any given quarter.

Review our Series Reservation Guidelines for details.

• 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.

Review our Free Meeting Space Guidelines for details.

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

Due to limited space in the HUB, we regret that we cannot provide storage for any shipments to organizations or events who have meetings or events in the HUB.

However, with advance notice, HUB Event Services will work out a delivery schedule to accommodate shipping needs and avoid having shipments refused.

Please review our Shipping Policies for details.

• What do I do with my Reservation Confirmation?

Once you receive your Reservation Confirmation, please review for the following:

• Contact Information Is everything correct?
• Event Name & Organization Is everything listed correctly?
• Budget Payment Is it provided and listed correctly? It will appear in the "reference" field.
• Permits & Approvals Check the DUE DATES for any service or requirement listed (UUF, food, alcohol, fundraising, tent/canopy, ticket sales, etc.)
• Cancellation Dates Please note the cancellation dates and their associated payments.
• Payment Due Dates Please note the due dates for budget information, deposits, final payment, additional funding, etc.
• Event Date and Time Is it correct? This informaiton will be posted on building signs and online event listing.
• Event Space Check the event space(s) assigned. In some cases the room assigned will differ from the one requested. If the room assigned will not work, contact HUB Event Services immediately.
• Reservation Time This is the time you have access to the room. It is also the basis for your hourly rental rate. Changes in your reserved time will effect the rental rate.
• Furniture Setup and Capacity Is the setup acceptable? If you need something not listed on the confirmation, please contact our office to request that it be added.
• Event Planning Meeting - EPM Please schedule your EPM by the date indicated.
• Policies and Liabilities By submitting a reservation request, customers have agreed to abide by these. It is the CUSTOMER'S RESPONSIBILITY to review and understand these.
• Additional Services & Changes Is something missing? Has your event changed? If you require additional equipment, services, or need to make changes to your event reservation, please contact HUB Event Services.

Please review our Reservation Process for details.

• Do I receive a key for my meeting room?

HUB Event Staff will unlock rooms based on the stated Reservation Time (this may differ from the Event Start Time). After the 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?

HUB Event Services 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
• *HUB Games Area - 543-5975 - HUB Basement
• 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

Equipment & Technology:

• What type of equipment does the HUB offer?

We have a variety of media, equipment and technology available for events in the HUB. Equipment rental is based on availability. [We do not rent equipment for events held outside the HUB or HUB Lawn.]

On occassion, we may be unable to provide particular equipment or services. We work with a variety of off-campus vendors and will make arrangements for equipment and services on behalf of our customers. Those charges will be reflected in the Reservation Confirmation.

Customers may make direct arrangements with off-campus vendors for equipment or services *ONLY AFTER* receiving expressed written permission from HUB Event Services to do so.

Review our Equipment & Technology for details.

• Can I hook up my laptop for a presentation?

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 on the reservation request form. HUB Event Services staff will address AV needs when confirming your reservation details or during your Event Planning Meeting.

HUB Event Services can accommodate both PC and Mac computers. 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.

• I need internet access for my event or meeting.

The HUB provides free wireless access in all meeting, event and public spaces. An active UW Net ID is required in order to log into the UW Wireless Network.

Access to the UW Wireless Network by non-UW persons must be arranged in advance with the UW Technology department.

The HUB also provides wired ethernet access in all meeting spaces and is activated upon request. Please be sure to request ethernet access when making your reservation request.

Review our Ethernet Policies for details.

Personnel & Security and Safety:

• Who determines Event Security?

HUB Event Services considers many factors in determing whether event security is neccessry. Dances, concerts and events with large attendance usually require some degree of security staffing.

Security costs are itemized on the reservation confirmation and the customer's responisibility.

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

Review our Event Security Information for details.

• What's the difference between Ticket Sellers and Ticket Takers?

Ticket Sellers are arranged through the HUB Ticket Office where tickets are sold. Tickets are sold during HUB Ticket Office business hours. Arrangements can be made with the HUB TIcket Office to be open prior to and during events in the HUB. Ticket Sales charges are paid directly to the HUB Ticket Office. Ticket sales are NOT allowed "at the door" for any event in the HUB.

Ticket Takers are arranged with HUB Event Services to manage event access at the door for events in the HUB. Ticket Taker staffing charges are itemized on the Reservation Confirmation.

Review our Ticket Sales & Staffing for details.

The HUB Event Services Policies

• Decorations - Signs - Banners

HUB Event Services will work with customers to meet decorations, banner and signage needs. Please inform HUB Event Services of your decorations and signage needs well in advance of your meeting or event in order to meet liability, safety and building policies. Decorations, signs and banners in the HUB are strictly monitored.

Banners, vinyl and canvas, can be hung only in certain areas in the HUB and only by HUB Event Services Staff.

Please review the Decorations - Signs - Banners Policies for details.

• Major Event Planning

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.

It is strongly recommended that Student Organization work with their assigned Student Activities Adviser in planning any major event in the HUB.

Review our Major Events Guidelines for details.

• Food & Beverages Service 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.

Review our Food and Beverage Policies for details.

• BBQs/Grills

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

Review our Food and Beverage Policies for details.

• Off-Campus Participation or Use :: UUF

Events open to the general public or individuals outside of the UW Community [defined as UW faculty, staff, students] University regulations require you to submit a Request for Use of University Facilities.

Review the UUF Policies for details.

• Serving Alcohol

The Authorization to Apply for a Banquet Permit form is required for any event where alcohol is expected to be served in 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.

Review the Alcohol/Banquet Permit Policies for details.

• 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 complete a Fundraising Permit with their adviser in the Student Activities Office, HUB 207.

Review the Fundraising Policies for details.

• 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 a fire alarm. Fire Marshals 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.