Mon Nov 23, 2009 2:00 pm
HUB Reservation Process
From the time we receive your reservation request, the review process may take up to 3-7 business days depending on the size and/or complexity of your event and our volume of reservation requests. Please keep in mind that our reservation cycle is busiest at the beginning and end of each quarter.
Step One
Customer: Submits Reservation Request
- Online Request
- Reservation Request Form [pdf] - In person, fax, mail
Step Two
HUB Event Services: Reviews Request
- Room availability and setup
- Technical and Equipment needs
- Event Staffing needs
Step Three
HUB Event Services: Determines Permit & Special Services
- Food Service and Handling
- Off-campus involvement (UUF)
- Alcohol Service and Handling (Banquet Permit)
- Fundraiser Permits (Student Organizations)
- Tents and Canopies (HUB Lawn)
- Event Planning Meetings
- Ticket Sales & Staffing
- Event Security
- Payment Method
Step Four
HUB Event Services: Sends Confirmations
- Customers notified of Reservation Status: Booked or Denied
- Reservation Confirmations sent for booked reservations (emailed or mailed to contact)
Step Five
Customer: Follows through with event planning requirements
The Reservation Confirmation is an important document in making sure your event is carried out smoothly and without any unforeseen setbacks. It is the customers responsibility to be aware of and comply with the requirements stated in the Reservation Confirmation. Please do not disregard this document.
- Reviews Reservation Confirmation (Event space(s), date(s), time(s), furniture setup, equipment, charges, unique event requirements and notes)
- Meets Permit and Form Deadlines (UUF, Equipment and Performance Lists, Ticket Sales, Food Permit, Banquet Permit, Fundraiser Permit, Tent & Canopy, etc.)
- Event Planning Meeting Dates (Arranged with HUB Event Services staff)
- Abides by Stated Cancellation Deadlines
- Meets Payment Deadlines (Deposits, ASUW/GPSS Authorizations, SAUF & other UW Funding, Budget Numbers, etc.)
Conditions and Liabilities
By submitting a reservation request, a customer agrees to the following conditions and liabilites. These conditions and liabilities can be found on the HUB Reservation Request form, the online Reservation Request confirmation email, and the Reservation Confirmation.
- Customer understands that submitting a reservation request (online or hardcopy) does not represent a confirmed reservation.
- Customer further understands that all facilities and equipment are subject to availability.
- Customer agrees to abide by Student Activities and Union Facilities policies.
- For liability purposes, Customer agrees to ensure that members and guests of the sponsoring organization will not move or tamper with any furnishings or equipment, including tables and chairs, and failure to do so may result in additional charges.
- Customer will be responsible for submitting any necessary forms, permits, payments, or information to HUB Event Services by the dates specified on the Reservation Confirmation and that failure to do so may result in cancellation or additional charges.
- Customer understands that misrepresenting the nature of the activity, or failure to fully disclose pertinent details regarding this event/meeting may result in additional charges or denial of future facility use.
