Reservation Guidelines for University Events

Reservation Guidelines for University Events

• With the exception of Johnson, Mary Gates, and Kane Hall, all uppercampus general assignment classrooms are available free of charge for all University of Washington departments and registered student organizations holding events that are limited to University of Washington faculty, staff and students.
• A classroom rental fee will be charged for University events in which an admission or registration fee is charged to the participants.
• A Request for Use of University of Washington Facilities form is required for all campus departments and student organizations holding events open to the public. (Exceptions are regularly scheduled University events such as the graduation ceremony, sporting events, and School of Drama productions.) RUUF forms are available from the Classroom Assignments Office.
• If the event is open to the public, the reservation is tentative until such time as the Request for Use of Facilities form is completed, signed by all parties, and approved by the Committee on the Use of University Facilities.
• Contact the Classroom Assignment Office, 206-685-0540 or email times@u.washington.edu to check on availability and reserve classrooms and auditorium.

Reservation Guidelines for Non-university Organizations

Non-University organizations and individuals may use University facilities to hold events which have received preliminary approval by a University academic or administrative unit and final approval by the Committee on the Use of University Facilities. The general public may be invited to such events.

A classroom rental fee is charged to all non-University organization and individuals.

• The individual or organization desiring the use of a facility should obtain preliminary approval from a University academic or administrative unit prior to contacting the Room Assignments Office.
• Contact the Classroom Assignment Office, 206-685-0540 or email times@u.washington.edu to reserve classrooms and auditorium. This is a tentative reservation only until such time as the Request for Use of Facilities form is completed, signed by all parties, and approved by the Committee on the Use of University Facilities.
• A Request for Use of University Facilities form must be completed, signed and returned to the Room Assignment Office. The reservation will be verified and the form will be forwarded to the Committee on the Use of University Facilities.
• The Request for Use of University Facilities form must be submitted to the Use of University Facilities Committee at least THREE WEEKS prior to the event date.
• The request is reviewed by members of the Committee, or its representatives, and the event is approved or denied. The Room Assignment Office will send the requesting organization its copy of the Use of University Facilities Form indicating the committees action. When the request is approved, the tentative reservation is then confirmed by the scheduling office. An advanced deposit or payment may be required before the reservation is confirmed.