Fri Jul 25, 2008 4:19 pm
HUB Event Services Policies
For questions regarding any of the policies listed here, please feel free to contact HUB Event Services.
Forms and Handouts
UW Departments and Registered Student Organizations:
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.
Off-Campus Organizations:
Student Union Facilities are primarily reserved for student
and departmental use, however, some off-campus use is permitted
with UW and HUB approval.
- Concerts and dances produced by off-campus groups are not
scheduled in the HUB during the academic year (October – June).
- Commercial and for-profit activities are not allowed at
any time in the Husky Union Building.
- Companies interested in recruiting students for employment
should first contact the Center for Career Services at 206-543-9103.
All HUB reservation requests that require UUF approval 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.
In order to serve alcohol at any event in the HUB, the sponsoring
organization must complete an Authorization to Apply
for a Banquet Permit. The Banquet
Permit authorization form and its related policies
and procedures can be obtained from the Office
of the Provost, Special Programs. ONCE 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: Alcohol
Service Policy at the HUB. You are encouraged to carefully
review all conditions on the form before you sign.
Violation of these conditions or the “spirit” of
these conditions will result in the immediate revocation of
the customer’s privilege to serve alcohol for current
and future events in the HUB or South Campus Center.
- Kegs can not be used at the HUB for beer service.
- UNDER NO CIRCUMSTANCES may beverages be
allowed outside the designated event area. The event organizer
must provide staff that are at least 21 years of age to monitor
doors and assure compliance.
- The HUB reserves the right to require UW Police Security
or SAUF Event Staff to monitor the event. Added personnel
costs will be the responsibility of the event organizer.
- Participation at the event must be by invitation
only; all guests must be invited in advance. Advertising
to the general public is not allowed and will result in
the permit’s revocation.
- The event organizer is responsible to admit invited
guests only at the door.
- Beverages must be attended and served at all times by a
designated server who must be of legal drinking age (21).
Names of servers may be required and must be submitted in
writing to HUB Event Services at least one (1) day before
your event.
- Attendees may not bring their own alcoholic beverages to
the event.
- The actual Banquet Permit (that you purchase from
a liquor store after completion and approval of the attached
form) must be posted within the designated event area.
- Registered Student Organizations must have an officer complete
this form.
- The HUB reserves the right to deny the service of alcohol
at any event to any group.
Banquet Permit Application approval is granted by Office
of the Provost, Special Programs. Please contact their office for additional information.
Fundraising Permit Policy
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.
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 costs of cleaning
and maintaining these rooms through a cleaning/maintenance
fee which is added to any reservation that plans to have food
or beverage in our rooms.
There are several important items you should be familiar with
if you plan on food or beverages:
- Any reservation which involves food or beverages will be
charged a non-refundable cleaning/maintenance fee (indicated
on our rate schedule).
- A damage deposit may also apply in some cases.
- Bay Laurel Catering [formerly UW Catering] can provide
food for catered events. For information, call 206-685-2051.
You may provide your own food or catering under the following
additional requirements:
- Your food service must be reviewed and approved in
advance by Environmental Health & Safety,
206-616-1623. You may download the Application
for Temporary Food Service Event from the EHS website.
You may also obtain one from our office or it will be sent
with your reservation confirmation.
- Off-campus caterers must be notified that no kitchen
facilities are available, no running water is
available, and that they are responsible for appropriately
bagging and disposing of their own garbage.
- If you are bringing your own food, it is best to provide
commercially prepared food or items purchased at a grocery
store. Service of home prepared foods is discouraged since
several health requirements need to be satisfied. Please
contact the Sanitarian with Environmental Health and Safety
with questions about homemade food items.
- Cambrio Warmers are allowed in the HUB; however, we cannot
accommodate cooking on our tables with gas or electric cooking
elements. Please have all food prepared in advance.
- Please arrange table linens with your Caterer, the HUB
does not supply these items.
Temporary Food Service Permit approval is granted by the Office of Environmental Health & Safety. Please contact their office for additional information.
BBQ/Grills Policy
BBQ style events can be accommodated only on the HUB Lawn
pending availability, safety and food permit approvals.
Decorations, Signs & Banners Policy
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.
Cancellation Charges Policy
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 Room (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, equipment and services in the HUB.
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