FAQ

Reservation Time is the total time a client has access to the event space for their reservation. This includes any time necessary for setup and tear-down or cleanup.

Event Time is the start and end time for when the meeting or event is expected to take place. This time is usually what is advertised to attendees or participants.

No. Access to the event or meeting space will begin at the reservation time. In many cases, the room may not be ready or available and may still be in transition to prepare for your scheduled time. In some cases, other events or meetings may still have access to the room.

We strongly encourage clients to request enough prep time prior to the event. However, if access is granted, hourly rates for the space will be added to the reservation charges.

Our buildings have limited storage so event storage is granted on a case-by-case basis. Overnight storage within the meeting or event space is allowed so long as the client has reserved the space continuously from one day to the next. Event Services cannot guarantee the safety or security of items left in rooms for an extended period of time. Clients and guests are strongly encouraged to remove expensive or sensitive items from meeting or event spaces.

Deliveries should be timed so they arrive on the day of the event. It is important that the delivery address specify the event name, recipient, and specific room to which it should be delivered. Let us know the details of the delivery before you send them so that they make it to the correct event.

Labor is required for all Kane Hall reservations and most multi-purpose spaces. Academic Technologies Event Assistants are the only staff allowed to handle and manage the A/V equipment and to move furniture. They are present to help troubleshoot any issues that arise and to ensure policies and procedures are upheld.

Event Services does not manage outdoor spaces – those are controlled by UW Facilities. Event hosts cannot set up furniture or tents under the overhang above the front door of Kane Hall.

• UW departments can pay using UW Driver Worktags.
• Credit card payments must be made through this payment portal.

A Use of University Facilities (UUF) form is required when an event is organized by a non-UW group or when event attendees will not be restricted to UW students/faculty/staff.

The purpose of the UUF is to ensure that all facilities operated by the University are reserved primarily for activities related to educational use. To submit this form, you will need to secure a University sponsor for your event. It is the event organizer’s responsibility to contact a University of Washington Seattle campus department or administrative unit to discuss and obtain sponsorship. Most off-campus groups successfully locate a sponsor by contacting a UW department relevant to their event topic. Please note that UUF sponsorship does not include any financial contribution.

More information about the UUF process can be found on the Office of Special Programs website.

Use of the Green Room is only included for a reservation in KNE 130. Please specify that you would like to have the Green Room with your KNE 130 reservation since it is not automatically added.

Event recordings are a fee based service available to all event clients.

Live streams are a fee based service only available to UW Departments for select events.

Both services are only available in rooms with Automated Panopto Recorders listed on the Classrooms Features page. Video will be captured via the installed camera at the back of the classroom. The camera angle is fixed and is set to capture both the podium and screen. Please reach out to Event Services for additional details and pricing for event recordings.

Clients are welcome to record or live stream their events using their own equipment or contact UW Video for enhanced support.

Up to two people from your group may enter the A/V Booth while accompanied by your Event Assistant. Only Event Services staff are able to manage and control the A/V equipment in our facility.

A UWNetID is required to access the “University of Washington” wireless network on campus. Event Services can help establish temporary UWNetIDs for groups reserving our spaces. Other access questions may be directed to UW-IT.

Food is permitted in select classroom and multi-purpose spaces. We do not allow food in auditorium spaces. Our policies differ depending on the type of food service you select for your event. Alcohol may only be served in designated reception spaces.

A Food Permit and an Alcohol Service Request must be submitted and approved in order to serve food and/or alcohol at your event.

More information is provided in the Food and Beverage policy.

A Temporary Food Permit may be required by Environmental Health and Safety (EH&S) for certain event-related food service activities on campus. More information is provided on the EH&S Temporary Food Service Permit webpage.

The UW Alcohol Service Request is required if alcohol will be served at your event. More information is provided on the Office of Special Programs Alcohol Service webpage.

Both of these documents must be submitted and approved to serve food and/or alcohol at your event.

Meal service includes any food service that requires cutlery and/or food that needs to be heated/held warm.

Light snacks are foods that can be eaten without cutlery, for example cookies, veggie trays, and cheese plates.

Meal service can only be served and consumed in the Mary Gates Commons (MGH 135) or the Walker Ames Room (KNE 225).

• MGH 135 does not have kitchen/prep area for caterers. Please discuss with your Event Coordinator where to have catering set up.
• KNE 225 has a separate kitchen area that includes a sink and refrigerator. No meal prep can be done on-site.

No. Meal service in shifts is not allowed. Room capacities are not flexible. If the expected number of event attendees exceeds the capacity of the multipurpose space then we suggest you host a private reception in a separate room that only serves a select number of guests.

The most convenient parking for events in Kane Hall is the Central Parking Garage. When parking, find the corridor labeled “Kane Hall” (NE corner of the garage) and take the elevator to the appropriate floor. Additional parking locations are provided on the UW Campus Map.

For complete details on parking at the University of Washington, visit the Transportation Services website or contact their office at ucommute@uw.edu or 206-221-3701.

Our buildings have ADA access to and throughout the building. For other specific disability accommodations, please contact the Disability Services Offices to make arrangements and coordinate efforts with Event Services.

No. Event Services does not provide room keys. Event Assistants are responsible for opening room doors at the scheduled reservation time unless the room is on our automatic lock system, in which case they will unlock and lock according to your reservation time. We encourage clients to verify the reservation time indicated on their Final Reservation Summary which is sent out a couple weeks before your event.

Event Services can provide easels to post directional or promotional signage in and around your meeting/event. Please request easels at least one (1) week before your event. Last-minute/day-of requests for easels will be considered on a first-come, first-served basis and will be depend on the available supply of easels.

Posters/Flyers/Signs CANNOT be taped/tacked to any surface in our buildings without first being approved by Event Services. To have advertisement materials put in our buildings, please deliver them to our office up to one (1) week before your event. Event Services staff will post them in the building.