HUB Event Services (HUB EVS) manages all meeting and event reservations in the Husky Union Building. Reserving the HUB requires a knowledge and understanding of the following: Timelines before Submitting | Availability Check – Request and Review Process | Using EMS – Event Management System website.
Things to be aware of before submitting an Availability Check.
|Ballroom & Lyceum||Availability Checks for the HUB Ballroom and Lyceum are accepted 2 years in advance.
Example: For an event on Jan 10, 2018, an Availability Check may be submitted on Jan 10, 2016.
Availability Checks for HUB Meeting Spaces are accepted 1 year in advance.
Availability Checks for the HUB Lawn are accepted in late summer for events during Fall quarter.
UW departments and student organizations that hold meetings on a weekly, bi-weekly, or monthly basis are eligible to submit a Series Reservation request for HUB meeting space. The HUB accepts series reservation requests only for the upcoming quarter and only for HUB Meeting Rooms.
Series reservation requests are allowed approximately 2-3 weeks prior to the beginning of each quarter. Any series reservations requests submitted prior to the established date and time will be denied.
HUB Games accepts reservation requests separately from HUB Event Services. An EMS login is NOT required to reserve HUB Games.
HUB Event Services prides itself in the flexible nature of its event spaces and the customer service provided to clients of the HUB. To better understand the reservation process and the impact on HUB staff and resources, HUB EVS has provided an outline of the Request and Review process.
In order to submit an Availability Request (reservation) for HUB space, clients must have an EMS Login and Password. New clients may request a HUB EMS Login here. HUB EMS logins are manually assigned by HUB EVS staff and are not connected to the UWNetID authentication system. The client may check the status of the request at any point in the request and review process by logging into the HUB EMS system and going to View My Requests.
HUB EVS reviews a number of factors when conducting a preliminary review to determine whether or not a meeting or event can take place in the HUB. Below is a list of factors that go into this decision-making process and their various results (statuses).
It is usually at this step when HUB EVS will reach out to the client and offer alternate solutions or options should there be a conflict with any of the following factors. The client may choose to accept or decline these alternatives.
Once the preliminary review has been made, the status of the request may change to one of the following, depending on a variety of factors. The client can check the status of their request at any time by logging into HUB EMS and going to View My Requests.
|SPACE HELD –
|The preliminary review has been completed. HUB EVS is in the process of diagramming the setup; assigning prices, resources, and staff; determining UUF, food, alcohol, or security requirements; setting EPM & other deadlines, and; preparing a RESERVATION QUOTE to be emailed to client for signature.|
|This status effectively moves the request and review process to Step 3.|
|ADD’L INFO REQ-CHECK EMAIL||The client is contacted via email when HUB EVS does not have enough information to continue processing the Availability Check.|
|This status effectively suspends the request and review process until the client communicates with HUB EVS.|
|CHECK EMAIL – UNAVAILABLE||The client is contacted via email when HUB EVS determines the HUB cannot successfully accommodate the meeting or event based on complications with any combination of the factors listed above.|
|This status effectively ends the request and review process.|
|REQUEST CNX BY CLIENT||Indicates the client submitted a cancellation request via HUB EMS during the request and review process or has declined any alternate options provided by HUB EVS.|
|This status effectively ends the request and review process.|
|RECEIVED||When a client submits any CHANGES to their request prior to being QUOTED or CONFIRMED, the status reverts to RECEIVED in order for HUB EVS to re-determine whether those changes can be accommodated.|
|This status effectively restarts the review process.|
|HUB Event Management System (EMS)|
|Select “My Account” | “Log In” from the menu.
Use your assigned HUB EMS Login and password to log in.
NOTE: All reservation notifications/confirmations is sent to the email address used as the Login Account.
|Select the Appropriate Request Template|
|Select Reservations from the menu and choose the appropriate request template.|
|Provide Search Filter Criteria|
|Provide the following required search fields in the “When and Where” & “Setup Information” sections:
Date, Start & End Time, Attendance and Setup Type (optional).
|Find HUB Space|
|Click on the blue button labeled “Find Space”
The search results yield all available rooms based on the search filters.
If no rooms are available, adjust your search options and try again.
NOTE: Availability of rooms does not guarantee reservable space. All Availability Checks are processed in the order they are received. Until an Availability Check is evaluated, processed, and confirmed, the room may still appear as available within HUB EMS.
|Select HUB Room(s)|
|Select the room you would like to reserve by clicking on the corresponding green & white plus.|
|Click on the “Details” tab and provide all necessary details in each of the sections. Required fields are marked with a
NOTE: The Event Name, as entered here, will appear in the HUB Calendar of Events and be listed through the HUB Digital Display system. Please make sure it accurately and appropriately reflects the meeting or event name by which guests and visitors can easily find the event or meeting.
|Agree to Terms and Conditions|
|Clients must agree to Terms and Conditions before clicking the Submit button.|
|Upon clicking the Submit button, an email confirming receipt of the Availability Check is sent to the email address of the HUB EMS Login account. HUB Event Services staff will process requests in the order they are received. The status of the Availability Check will be RECEIVED at this point indicating that HUB EVS has received the request.|
|Check Request Status|
|Clients can view the status of their requests by logging in to HUB EMS and clicking on View My Requests from the main menu.
A Reservation Confirmation is only sent following a completed Availability Check by HUB EVS staff. Details on the Availability Check – Request and Review process are detailed above.