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Event Services

RSO Meeting Request Guide

As outlined in our Classroom Rental Policy, Registered Student Organizations (RSOs) may request most Group 1 classrooms for meetings up to 2 hours per week at no charge during academic quarters. Requests exceeding 2 hours per week will incur a reduced UW rental fee. To view room options, corresponding groups, and pricing, please visit our Rental Rates page.

Space requests for activities not involving RSO members can be submitted but are not covered by this guide.

Room requests must be made at least 7 days in advance and should be submitted online at mymazevo.com by selecting the organization University of Washington, Academic Technologies, Event Services. Short notice requests are not accepted and will be indicated within the Mazevo system. For assistance with submitting or editing requests, please see:

HUSKYLINK ELIGIBILITY

STEP 1

The requesting RSO must be in good standing with the Student Activities Office (SAO) and must appear in the Huskylink RSO Directory to qualify. Requests must be made by a listed RSO officer and must be indicated as an officer on Huskylink.

For more information, please contact your SAO advisor.

Find Your RSO

EVENT ATTENDEES

STEP 2

To qualify for no-charge space, ensure that there are no off campus participants (except presenters) at your meeting. If other off-campus guests are attending, a method of payment must be included.

RSOs must obtain UUF (University Use of Facilities) approval at least 3 weeks before the first booking date for events with external attendees.

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ROOM SELECTION

STEP 3

Request Group 1 rooms for no-charge meetings. If using Group 2 or 3 rooms, include a method of payment with your request.

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2-HOUR NO-CHARGE MAXIMUM

STEP 4

RSOs may request up to 2 hours of no-charge meeting time per week. If your meeting exceeds this limit, please include a method of payment with your request.

Learn More About Rental Policies

RESTRICTIONS

  • No-charge meetings may not include admission or registration fees, sales, or donation requests.
  • Partisan political candidates, ballot reviews, and partisan political activities are not permitted at no-charge meetings.

RSO FAQs

Here are some common questions and helpful reminders for RSOs navigating the reservation process. For more general information, please visit our full FAQ page.

RSO FAQs

No, we generally do not allow RSOs to reserve no charge meeting space during finals week. This is to prioritize academic needs and final exams. Additionally, student engagement with RSO meetings tends to be lower during this time due to academic commitments.

This may be due to one of the following reasons:

  • You are listed as an admin but do not have officer access. Please contact your SAO Advisor to update your access level.
  • If your officer access was recently updated, it may take a few business days for the change to sync from HuskyLink to the Mazevo system.

Event Services can only process requests submitted by RSO officers listed on HuskyLink. Officers should use their personal UW email instead of the RSO’s organization email so we can verify their identity and officer status.