SCC Reservations F.A.Q.

We try to make your event and the reservation process hassle-free. Below we've compiled a list of Frequently Asked Questions and pertinent SCC Policies.

Of course, each customer and their event is unique. If you can't find the answer you're looking for, please call us (206-543-0530) or contact us via email. Thanks!

Notice to SCC Customers

Effective June 30, 2010, the operational management of South Campus Center will transfer to the Office of the Provost; therefore, we are unable to accept reservations for dates beyond that date. Once the decision is made as to whom will have responsibility for the administration of the SCC and/or how it will be utilized, this information will be communicated to the south campus community.

Until June 30, 2010, the staff of South Campus Center are happy to assist with your meeting and event needs. Thank you.

If you have any questions regarding this information please contact Paul Zuchowski, Associate Director SAUF at 206-543-8131.

Frequently Asked Questions

The SCC Reservations Policies Library

How do I request space in the SCC?

We encourage all customers to call our office to check on space availability at 206-543-0530.

To request space, simply fill out a reservation request form and submit it to our office. You can drop it off in person, SCC Room 311, Monday - Friday, 8am - 5pm, or fax it to us 206-616-1988. Space is booked on a first come, first serve basis. We do not take reservations over the phone.

To obtain a hard copy of the SCC Reservation Request Form, you can stop by our office, call us at 206-543-0530 and we can fax or mail you a copy, or download it as a PDF now.

What is the difference between "reservation time" and "event time?"
Your reservation time is when you have access to the room, and when the room is scheduled to be locked after your event. The event time is what will show up on our building schedules as the official start and end time for participants.

What methods of payment do you accept?
Customers can pay by cash, check, or University budget number.

For events in room 316, a 50% deposit is due 30 days prior to your event. The other 50% is due 14 days prior to the event. For larger conference events a deposit may be required earlier than 30 days prior to hold space.

For meeting room events, the entire amount is due 7 days in advance of your meeting.

Do you charge for cancellations?
For room 316: events cancelled 31 calendar days out have no charge. Canceled 30-15 days in advance: 50% of rental fees. Canceled 14-0 days in advance: 100% of rental fees.

For meeting rooms: canceled 8 days in advance: no charge. Canceled 7-0 days in advance: 100% of fees.

What if I need to make changes to my event?
When possible, we will try to accommodate changes to your reservation. Changes made with less than 3 days notice are subject to a $5 update fee.

What should I do differently for an event in room 316?
Because of the nature of large events, reservations should be made at least 30 days in advance, preferably 60 days. It is difficult for our office to give estimates for large events due to the many variables. The most accurate way to get an estimate is to submit a reservation request form.

What is a "series reservation?"
A series reservation is a group of meetings that occur every week, or every other week, etc. Both registered student organizations and departments can make series reservations in the SCC. Series reservations can be booked starting two weeks prior to any given quarter.

Are there free meetings?
Registered student organizations and departments are provided one free meeting per calendar week (Sunday-Saturday) in selected rooms. Other conditions apply. The meeting must be under 2 hours. To see if your meeting will qualify, call the Reservations Office at 206-543-0530.

Can I have something delivered to the SCC or stored for my event?
Advance arrangements with our office must be made for any deliveries prior to your reservation and added handling fees usually apply. Unauthorized deliveries will be returned.

I just received my confirmation -- what do I do now?
Once you receive your confirmation:

Make sure the contact and address information is correct.
Is your event name listed correctly?
If you are using a budget number to pay for your event, it will appear in the "reference" field.
Double check your phone number.
Please note your payment DUE DATES and all other requirements needed to confirm your reservation.
Check the dates of your reservation and the event time which we post on building signs.
Check the room assigned. In some cases the room assigned will differ from the one you requested. If the room assigned will not work, contact our office immediately.
Check for a reserved time. This is the time you actually have access to the room. It is also the basis for your hourly rental rate. Changes in your reserved time will effect your rental rate.
Check your setup and capacity, and any equipment you have ordered. If you need something not listed on the confirmation, please contact our office to request that it be added.
If you need to make changes contact our office.

Do I have to get a key for my room?
To access your meeting room(s), please check out the key(s) from room 311 not more than 15 minutes before your reserved time. If your reserved time is the building opening time then that is when you may pickup the key(s). Please be prepared to leave I.D. for the key(s). At the end of your event, or each day if reserving meeting room(s) for multiple days, please turn off the lights, lock the door and return the key(s) to room 311. Please return the key(s) no more than 15 minutes after your room(s) reserved time. Additional charges may apply after the 15 minute grace period.

SCC staff will open room 316, 316L or 316R before your reserved time. You are given a 15 minute grace period to conclude your event and leave 316, 316L or 316R after your room reserved time. Additional charges may apply after the 15 minute grace period.

Do you book space in other buildings on campus?
The SCC Reservations Office handles only events in the SCC. Listed below are some other campus locations and their reservation office:

Husky Union Building | 206-543-8191 | HUB 113
Classroom Facilities | 206-543-1080 | 248 Schmitz Hall
Kane Hall | 206-543-2985 | Kane Hall basement
Meany Hall | 206-543-4882| Meany Hall
Campus Open Spaces (Red Square, Quad, Sylvan Theater) | 206-685-8818 | Physical Plant
Arboretum | 206-543-8800 | Grand Visitor's Center at Arboretum
Faculty Club | 206-543-0437 | Faculty Club (across from HUB)
Health Sciences | 206-543-6729 | T291 A in T-wing of Health Sciences
IMA Building | 206-543-4590 | IMA Administration Office.
Music Building | 206-543-2385 | Music Building.
Hec Ed Pavilion | 206-543-2246 | BoA Hec Edmundson Pavilion
Urban Horticulture | 206-543-8616 | Located in Urban Horticulture Building.
Waterfront Activities Center 206 | 206-543-9433 | Waterfront Activities Center
Ethnic Cultural Center | 206-543-4635 | 3931 Brooklyn Ave NE

What type of A/V equipment can I rent?
A variety of Audio-Visual Equipment and furnishings are available through our office. Please click here for a list of commonly requested equipment. Off campus audio-visual, decorator, light, or sound contractors are only allowed after advance approval.

Published rental rates may differ from the rates on your confirmation depending on availability of equipment.

I want to use my computer in my presentation. What are my options?
There are two basic methods used for projecting computer data onto a screen for a presentation. First is the LCD panel, which plugs into your computer, and rests on top of a High Intensity overhead projector. The image is projected onto a screen through the overhead. The other option is a data projector. The data projector plugs into your computer and acts like a "movie" projector. The image is brighter and more vivid than an LCD panel, and subsequently the data projector costs more.

Facility Personnel and Security:
In some cases U.W. Police Security or SAUF Event Staff will be required at your event. Dances, concerts and events with large attendance usually require some degree of security staffing.

If required, these personnel will be itemized with cost on your confirmation. Your group is responsible for all required security costs.

Only UW Police, HUB Event Staff or SCC Event Staff may be used to satisfy personnel requirements. Please call the Building Services Supervisor (206-543-0530) in our office with questions.

Decorations
Taping materials to walls, woodwork or other building surfaces is strictly prohibited. When removed, tape causes surface deterioration which results in more frequent painting.

Nails, tacks, and staples are not permitted on building surfaces.

Decorations must not block or limit access to doors, fire extinguishers, fire sprinklers, or manual pull stations. Decorations may not be hung from light fixtures or fire sprinklers.

Decorative paper materials, stage props, draping, etc., must be flame retardant and meet City of Seattle firecode regulations. Fog and/or smoke machines are not allowed as they will activate the fire alarm system.

Unprotected, open flames of any type are strictly prohibited. If candles are to be used, they must be surrounded by a glass bulb or chimney with only a hole at the top to allow for lighting and exhaust. The Fire Protection Officer in the Environmental Health & Safety Office must approve the use of encapsulated candles.

Please make prior arrangements with us (543-0530) to meet your decoration goals. We have many items on hand such as bulletin boards and easels to assist with your signs and decorations without violating building policy.

Major Event Planning for Student Groups
A major event is defined as a reservation in all of 316 or that uses serveral meeting rooms. Examples of major events include: Dances, Concerts, Performances, Conferences, Large Lectures, Talent Shows & Films.

Major events require more planning and in most cases must satisfy several University requirements. In order to help insure a successful event a commitment of time and attention to detail is crucial.

For registered student groups, we strongly recommend that you consult a Student Activities Adviser before making your reservation. Advisers can be contacted in HUB 207 (543-2380).

Here is a partial list of major event requirements:

Planning meeting requirement: At the time you make your initial reservation a planning appointment will be made with a reservations staff member. This meeting is required and must be scheduled three weeks prior to your event. You may schedule the meeting even earlier to help with your budget preparation. Call 543-0530 to schedule your meeting.

Rental costs: Depending on the size, scope and nature of your event your group may need to be prepared to pay rental fees in advance. 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, SCC Event Staff or all of these to provide security at your event. These costs are added to your reservation and will be discussed in your planning meeting.

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 planning meeting. Most events require that you hire a UW Ticket Crew to conduct ticket sales at the door and/or check for University ID’s.

Equipment & technical costs: SCC 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 Event Planning Meeting.

Departmental sponsorship, permits & other requirements: If you are opening your event to the non-university community, you will need to obtain departmental sponsorship for your event (see the additional hand out on events open to the general public). Any sales at your event also require a special permit.

Decorations & signs: There is a strict no taping or tacking policy on any painted or wood surface in the building. All signs are restricted to easels or designated posting areas throughout the facility (see additional handouts or ask for more info on decorations and banners).

Food in the SCC
The SCC 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 additional costs of cleaning and maintaining these rooms through an added cleaning/maintenance fee.

A damage deposit may also apply in some cases, at the discretion of the facility.

University Catering can provide food for catered events (call 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. The appropriate form may be obtained from our office or it will be sent with your reservation confirmation.
Off campus caterers must be notified that their use of SCC kitchen facilities is not possible, unless the catering kitchen has been reserved. Running water, therefore, is not available. They are responsible for appropriately bagging and disposing of their own garbage, as well.
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.
A kitchen is available for an additional rental fee. It includes access to a refrigerator, sink, stove and microwave oven.
Contact a representative in the Reservations & Event Services office 311 SCC (543-0530) if you have additional questions regarding food service.

A kitchenette with a burner and sink is available with rental of room 322.

Off-Campus Participation or Use
Registered Student Groups/Departments: If your event is open to individuals outside of the UW community (defined as UW faculty, staff and students), University regulations require you to fill out and submit a Use of University Facilities (UUF) Form. Your event is tentative until a completed and approved UUF is processed; please follow the procedure below.

Use by Off-Campus Groups: The SCC is primarily reserved for student and departmental use, however some off campus use is permitted with UW and SCC approval. Commercial and for-profit activities are not allowed at any time in the SCC. Companies interested in recruiting students for employment should first contact the Center for Career Services (543-9103).

All other use requests by off campus groups should follow the procedure below to obtain approval.

UUFs can be completed online at: http://depts.washington.edu/eventfrm/instructions.html

Students and off campus groups will need to contact a department relevant to their event to request UUF sponsorship. If you need assistance identifying a relevant department, student groups can check with the Student Activities Office (207 SCC, 543-2380). Off campus groups can contact the Use of University Facilities Committee (543-9233).

Only a dean, director, chair of a UW department, or SAO representative may approve a UUF indicating that their department has reviewed the event for relevancy to the mission of the University and to assure that the event is appropriate for the University to host.

Submit your completed UUF form online as soon as possible to our office but not later than three weeks prior to your event. The UUF committee will review your request and you will be notified of the result by email. If the request is rejected you will need to make other arrangements for your event.

A more specific explanation and reasoning behind this policy is available on the cover of the form, or call our office at 206-543-0530.

Serving Alcohol
Groups may serve alcohol after the completion and approval of an "Authorization to Apply for a Banquet Permit" form and the purchase and posting of the Banquet Permit.

When you sign the "Authorization to Apply for a Banquet Permit" 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. 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 SCC.

Kegs may not be used at the SCC for beer service without permission from the Manager (543-0530).

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 SCC 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; with all guests 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). One working day prior to the event, names of servers must be submitted in writing to the Reservations & Event Services Office (311 SCC).

Attendees may not bring their own alcoholic beverages to the event.

Alcoholic beverages may not be sold for cash, scrip, tickets or in any manner whatsoever. Beverages must be purchased by the host organization, complementary to participants, and part of the planned program.

The actual Banquet Permit must be posted within the designated event area.

The SCC reserves the right to deny the service of alcohol at any event to any group.

Please call our office at 543-0530 if you have questions with regard to these policies. Thank you.

Commercial Activity
Commercial sales or activity is generally prohibited in the building. Students wishing to raise funds/sell tickets must obtain a permit from the Student Activities Office, Room 207 SCC (206-543-2380).

Fire Exits
All aisles leading to exit doors must be kept clear and unobstructed. Fire exit doors may not be fastened or propped open. Decorations or effects involving flame, water or smoke/fog machines are NOT permitted.

SCC Reservations is open Monday - Friday, 8am - 5pm.
Our office is found at the same location as the Newwstand.