Thu Jul 24, 2008 4:05 am
Information for students and RSOs
Registered Student Organizations (RSOs) can qualify for
one (1) free Meeting a week, of two (2) hours or less, in small or mid-sized
meeting rooms.
Free Meeting Space Guidelines
- The event is only open to the Campus Community (Students, Faculty or Staff).
- No admission fees, donations, registration fees or sales are conducted.
- 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 standard seating arrangement. This arrangement cannot be moved or changed.
- Cleaning fees and Audio Visual charges still apply.
Sales and 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. Please contact your adviser in Student Activities
Office and complete this form as soon as possible.
- 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.
 Resource:
Food in the HUB handout
Resource:
Application for Temporary Food Service Event Form
Temporary Food Service Permit application can be obtained from
the Office
of Environmental Health & Safety
BBQ/Grills
BBQ style events can be accommodated only on the HUB Lawn
pending availability, safety and food permit approvals.
Resource: BBQ/Grills
handout
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 reservation request will remain tentative until a completed
and approved UUF is processed.
UUF Approval Process
- University Sponsor
This portion of the process requires approval from a dean, director
or chair of the relevant department. Please contact the department
prior to initiating your UUF request
because you will need to indicate your University Sponsor and
their email address when you submit your UUF request..
Student Organizations are encouraged to contact the Student Activities
Office and work with an SAO adviser when seeking UUF sponsorship
from Student Activities and Union Facilities.
- Submit an online UUF Request by
you/your organization
Please make sure to submit your UUF request 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 three ways:
- Cash or check (tax is applicable). Payments are accepted at the
HUB Cashier's Office, HUB 109
- ASUW / GPSS funds, authorization form must be submitted in advance to
HUB Event Services
- University Budget #, authorization must be submitted in advance to
HUB Event Services
- Unfortunately, we cannot accept credit/debit cards at this time
SAUF/ASUW/GPSS
Please contact your adviser in the Student
Activities Office to discuss funding options. Check
here for additional RSO Funding information.
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
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
In addition to the policies already mentioned, HUB Lawn
Events must follow these additional 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 EPM.
STAKES: Objects that penetrate the ground (such as stakes) are
generally not allowed in order to protect both the lawn and the underground
irrigation lines.
ELECTRICAL SERVICE: There is limited electricity
available on the HUB Lawn. Events with more than minimal electrical
needs may require that electricity be installed by a UW Electrician
and in some cases monitored by an electrician. Additional charges will
be applied to your reservation costs.
RAIN: Please make advanced arrangments in case of rain. 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 event. Rates
and availability can be discussed
at your EPM.
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, SAUF 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.
|
