The following reservation rates and procedures apply to student groups. Student groups fall into two (2) overall categories and each student group has an assigned Student Activities Office (SAO) advisor.

  1. Registered Student Organizations (RSOs): Clubs that register through the Student Activities Office (SAO)
  2. Student Government: ASUW and GPSS entities

Student Group Conditions

  • Event Management System – EMS: The web-based reservation system used by the HUB.
  • EMS Login: Each student group is assigned an EMS Login which corresponds to the UWNetID/email address assigned to their RSO or student government entity. Personal UWNetID/emails and non-UW email addresses may not be used as the EMS login. SAO assigns UWNetID/emails to both RSOs and ASUW/GPSS entities.
  • RSO Primary Contact: One of the five listed officers in RSO Community.
  • ASUW/GPSS Primary Contact: The elected or hired student employee authorized to act on behalf of their respective student government entity.

Major Event (Non-Meeting) Reservation Process

  1. IT IS STRONGLY RECOMMENDED that the primary contact meet with their SAO advisor BEFORE submitting an Availability Check. SAO is in HUB 232.
  2. The primary contact, using the group’s EMS login, logs in to EMS and submits an Availability Check.
  3. Upon submit, an automated email is generated by EMS and sent to the group’s UWNetID/email account indicating receipt of the reservation request. Detailed information and further instructions are provided in this email. This email should not be considered a confirmation of reserved space.
  4. HUB Event Services will review all pertinent reservation information and consult with the primary contact and SAO advisor for additional information as needed.
  5. Once processed, HUB Event Services notifies the primary contact of the status of their availability check.
  6. If the request is CONFIRMED: A reservation confirmation is emailed to the primary contact, the group’s UWNetID/email account, and the SAO advisor. HUB Event Services will request to schedule an Event Planning Meeting (EPM) with the student group and the assigned SAO advisor. It is the primary contact’s responsibility to read and meet all requirements outlined within the reservation confirmation.

Reduced Rates for Student Groups

The HUB receives a funding allocation from the Services & Activities Fees (SAF) paid by UW-Seattle students as part of tuition and fees. In addition to providing some free meeting space in the HUB, SAF funding allows the HUB to provide discounted rates to student groups for the use of its larger meeting and event space in the HUB.

HUB Free Meeting Policy

Student groups are eligible for ONE meeting, for a duration of two hours or less, per week in small and mid-sized meeting rooms in standard sets.

Free Meeting Requirements

  • Request must be received AT LEAST 3 BUSINESS DAYS IN ADVANCE
    [Free Meeting requests submitted with less than 3 business days lead time will NOT be processed)
  • Charges apply for equipment, custom sets and/or food service events
  • Meetings must be limited to UW students, staff, faculty ONLY and NO fees may be collected

Small Rooms

HUB 238: Conference/Board room set for 20
HUB 307: Conference/Board room set for 20

Mid-Sized Rooms

HUB 106: Open space with stacks of chairs and two tables
HUB 214: Open space with stacks of chairs and two tables
HUB 337: Open space with stacks of chairs and two tables
HUB 340: Open space with stacks of chairs and two tables

SORC Meeting Rooms

Meeting rooms in the Student Organization Resource Center are reserved separately at the following website: RC Checkout.
HUB 111: 2 Meeting Rooms and 1 Karaoke room

HUB Rates for Student Groups

The following ratesheets apply to student groups and reflect the room reservation cost. Additional charges apply for equipment, furnishings, custom sets, food service events, cleaning, etc.

Ratesheet: Lyceum & Ballroom [requires a student UWNetID]
Ratesheet: Meeting Rooms [requires a student UWNetID]
Ratesheet: A/V and Equipment [requires a student UWNetID]

Student Group Reservation Rate Comparison

Much has been debated regarding student group reservation rates following the HUB remodel. HUB Event Services has prepared a document which details the 2010 and 2012 reservation rates for students groups for both meeting rooms and large event spaces. Please feel free to review the rates and contact the HUB for clarification or questions.

Student Reservation Rate Comparison: 2010 – 2012 [requires a student UWNetID]

Disability Accommodations

To arrange disability accommodations for your meeting or event please visit the Disability Services Office.

Disability Services Office