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Policies

HSAS&F

D209_resizedWe are continuously reviewing and adjusting our policies based on feedback to better fit our customers’ needs.

By publishing our policies, we hope to provide a useful reference. Please familiarize yourself with the policies below.

You are welcome to contact us with further questions or suggestions.

RoomQ Guidelines & Procedures

Eligible Users
  • All UW departments are welcome to make reservations for our spaces.
  • If there are charges associated with your room reservation, please be ready to provide a valid six-digit budget number at the time your request is made.
  • Please use roomQ to place your request.

Registered Student Organizations (RSOs)

  • RSOs are permitted to use our spaces for club events.
  • The RSO guide contains important reference information and tips that student groups should be aware of when making room reservations with our office. The RSO officer making the reservation will be held personally responsible for all information and charges pertaining to the reservation; any related charges are listed in the email confirmation.
  • RSOs must provide valid billing information in order to reserve a space with associated charges. UW box numbers are preferred, otherwise the billing address must be the address also provided when the student group registered as a RSO.
  • All reservation requests must be made by a registered officer listed on the RSO directory.
  • If the event is open to the public, you are required to fill out the RUUF form. Failure to complete the form or if the form is denied by the Office of Special Programs will result in the cancellation of your room reservation.
  • Please use roomQ to place your request and be ready to provide your RSO’s billing address for any associated charges.

Non-UW organizations

  • Non-UW affiliated organizations may place requests to use our spaces, however the non-UW representative will be required to complete the RUUF form. Failure to complete the form or if the form is denied by the Office of Special Programs will result in the cancellation of your room reservation.
  • Please use roomQ to place your request and be ready to provide your organization’s billing address for any associated charges.
General Information

Reserving Lab Spaces

HSRR reserves a few lab spaces in the Health Sciences building. Please refer to the room matrix for space details.

The teaching laboratories are used for many courses, including the dissection of human tissues, and as such are to be considered biohazardous work areas. All are designated by EH&S as Biosafety Level 1 Laboratories where eating, drinking, and other activities including applying cosmetics or lip balm, handling contact lenses, placing any article in the mouth, eyes, or nose, or other contact with mucous membranes is prohibited. If applicable to your event, please review and abide the Wound Closure Procedures (doc)

If necessary, keys to lab spaces can be picked up from Building Management in HST 283.

Contact the Laboratory Services staff at 206-543-8869 or hslabs@nulluw.edu or EH&S Research & Occupational Safety at ehsbio@nulluw.edu with any further questions regarding labs.

Reservation Charges

For a list of our room rental and equipment rates please visit our Pricing page.

Additional Cleaning/Room Reset Fees

When you provide Health Sciences Room Reservations with your budget number, you are giving our office the consent to add any additional cleaning and room reset fees we find applicable without confirmation from your group. We believe this policy will allow for the most efficient event support and customer service to our customers. Our policies on room set-up and special event containers can be found here.

Suspended Operations Policy

If inclement weather forces the University of Washington to suspend all operations, any events or meetings scheduled on the day(s) of the closure will be cancelled, along with any associated charges.

Scheduling Timelines

For Non-Special Event Spaces

Requests for rooms are processed on a quarterly basis and in the order received. You are welcome to submit your request in roomQ up to two years in advance. Any requests containing dates that fall beyond our current scheduling period will remain in the queue in the order submitted.

We anticipate scheduling course breakouts and non-course events in our non-special event spaces for future quarters at the times below (subject to change):

Autumn 2016 (9/28/16 – 1/02/17) – end April 2016

Winter 2017 (1/03/17 – 3/26/17) – end- October 2016

Spring 2017 (3/27/17 – 6/18/17) – end-January 2017, early February 2017

Summer 2017 (6/19/17 – 9/26/17) –min/end-February 2017

Please check back for updates to our scheduling agenda.

 

For Special Event Spaces

Special event spaces can be reserved up to a year in advance for the current date. Please see year-in-advance reservations for more information.

Special event spaces do not include classrooms, lecture halls, seminar rooms (except SCC 316), conference rooms (except SCC 354 and SCC 254), and labs since courses receive priority in these spaces, resulting in varying room availability each quarter.

Year-In-Advance Reservations

The following year-in-advance policies for events were established from customer feedback. We recognize the amount of preparation that goes into planning a large event and usually the first step is securing a venue. We cannot place holds on our spaces, so you must have secured event dates and appropriate billing information. To submit your requests, please use roomQ.

Special event space reservations a year in advance

Special event spaces can be reserved up to a year in advance from the current date. Please refer to the room matrix for our special event spaces. This policy does not apply to our classrooms, lecture halls, seminar rooms, conference rooms, and labs since courses receive priority in these spaces, resulting in varying room availability each quarter.

SCC Summer a year in advance

All South Campus Center spaces during summer quarter, summer break, and break following summer quarter can be reserved up to a year in advance from the current date. Please refer to the room matrix for our South Campus Center spaces and the Academic Calendar for specific academic quarter dates.

Hogness Auditorium (A420) as Special Event Space

Hogness Auditorium (A420) can be reserved up to a year in advance from the current date for non-course events only during the following time frames:

AUT: Tuesdays 2:30-5:20 & Thursdays 11:30-2:20
WIN: Tuesdays 11:30-2:20 & Thursdays 11:30-5:20
SPR: Tuesdays 11:30-2:20 & Thursdays 11:30-5:20
YEAR ROUND: All Saturdays and Sundays

Please refer to the Academic Calendar for specific academic quarter dates.

Cancelation Policy

Billing for events and equipment rentals occurs after an event has taken place. We ask that you notify us as soon as possible if you will not be using a reserved room and/or equipment and need to cancel a reservation.

  • Events/Equipment canceled 31+ Days Prior to Event and/or Equipment- No Cancellation Fee
  • Events/Equipment canceled 8-30 Days Prior to Event 50% of Estimated Room and/or Scheduled Equipment Rental
  • Events/Equipment canceled 0-7 Days Prior to Event 100% of Estimated Room and/or Scheduled Equipment Rental
  • Extenuating circumstances will be evaluated on a case-by-case basis.

Instructions for cancelling your confirmed reservation can be found here.