Student Organization Handbook
Scheduling the HUB Lawn and Patio
The HUB Lawn is available for outdoor programs sponsored by registered student organizations. All
programs will be reviewed for potential disruption or conflict with surrounding facilities including
the HUB. A program may not directly or indirectly block the entrances to surround buildings or pathways.
The nature and type of program will be reviewed for potential safety risk to participants and spectators,
and any likely damage to the lawn which might occur as a result of the program.
Electronic amplification is generally prohibited on the HUB
lawn. However, electronic amplification on the HUB lawn may be permitted provided
the activity meets the following conditions and requirements;
- Such activities would be restricted to the 10-minute class breaks or a
maximum of one hour in length occurring between 11:30 a.m. - 1:30 p.m.
- Event organizers will work closely with HUB Event Services and their Student Activities Advisers
and will be required to submit a written proposal that demonstrates compliance with these conditions.
- Only SAUF sound equipment may be used for amplification.
- To the degree possible, sound levels would be restricted to the HUB lawn
area and kept within the provided decibel limits.
- If approval of amplification is given SAUF will notify building manager
of surrounding buildings of the date and time(s) approved.
Procedure for Reserving the HUB Lawn
- Requests for the use of the HUB Lawn or Patio should be made to the HUB
Event Services Office, room 204L, a minimum of 2 weeks in advance.
- The organization must complete the appropriate request form. Requests must
be made not later than two weeks prior the event date or four weeks if any
amplification is requested.
- Copies of the request will be maintained by an SAO Adviser and distributed to appropriate departments
as needed for an initial review of the event. As concerns are identified, the student organization
will be notified of any necessary modifications to the original requests.
- After reviewing for compliance with the Use of University Facilities policy and receiving notification
from the UUF Committee (if applicable), the HUB Manager of Service Operations will approve/deny the
request and notify the following individuals of the decision:
- Director, Student Activities and Union Facilities
- Assistant Director of Student Activities
- Assistant Director of Operations
- Risk Management
- Grounds Shop Supervisor
There may be charges associated with the use of space (electrical, furniture, canopies, damage to the
lawn, garbage pick-up etc.). A list of available furniture can be obtain from the HUB Event Services
Office. Last-minute requests or updated fees may be assessed for changes requested less than three days
prior to the event.
Procedures for Sales & Fundrasining on the HUB Lawn
- After the student organization representative makes the initial request with the HUB Event Services
Office for the use of the HUB Lawn the RSO representative must complete, then submit a Request for
Sales and Fundraising form to their assigned SAO adviser at least two weeks prior to the event date.
- The RSO representative must make an appointment with their assigned SAO adviser to review the
proposal and ensure adequate planning and familiarity to University regulations.
- The SAO adviser will review the proposed event with the RSO for adherence to guidelines and
will recommend changes and stipulate any conditions. The request will be sent to the Assistant Director
of Student Activities for review. When appropriate, the Assistant Director will forward the request
to the UUF Committee for further review.
- If the proposal is approved, the RSO representative, SAO adviser and HUB Manager of Service
Operations will sign the Sales and Fundraising Permit. A copy will be issued to the RSO and HUB Event
Services Office before the event.
- The student representative must meet with the adviser no more than two weeks after the event
for financial accounting and evaluations.
- Sales/fund raising may not last longer than two days.
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 HUB Event Services.
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.
Table and Chair Use Outside the HUB
A limited number of tables and chairs are available to student groups
for use outside the HUB. Tables and chairs may only be used on either side of
the first floor patio and/or the HUB lawn. Conditions for use are as follows:
- User must be an officer of a registered student organization or student
government entity (ASUW/GPSS).
- A rental charge will be assessed per table (beyond three) for use on the HUB Lawn. Additional
tables, chairs, and canopies are available through the Resource Center.
- Tables beyond the first three must be requested through HUB Events Services at least two weeks
in advance.
- A limited number of single tables, with two chairs, are available for same-day check out for
registered student organizations to distribute information related to their organization.
- Users wishing to do sales or fundraisers or conduct political activity
must meet with an adviser from the Student Activities Office, 207 HUB, 206-543-2380.
- Users assume all responsibility for tables, chairs and carts and will be
charged a repair/ replacement fee if items are damaged or lost.
- Table rental will be subject to availability.
- Food service outdoors must be approved by the Environmental Health and Safety Office (see food
service conditions and requirements).
Modified: September 16, 2008
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