Before Submitting an Availability Check

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.
Meeting Rooms Availability Checks for HUB Meeting Spaces are accepted 1 year in advance.
Example: For a meeting on Nov 4, 2018, an Availability Check may be submitted on Nov 4, 2017.
HUB Lawn Availability Checks for the HUB Lawn are accepted in late summer for events during Fall quarter.

Series Reservations

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.

Meeting Rooms

Series Reservation Request Dates

HUB Games

HUB Games accepts reservation requests separately from HUB Event Services. An EMS login is NOT required to reserve HUB Games.

HUB Games: Availability Check

Understanding the HUB Reservation Process

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.

Availability Check - Request and Review Process

Step 1: Submit an Availability Check

Client Submits an Availability Check (Request)

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.

  1. HUB EMS: Online Request System A client must log into HUB EMS – the HUB’s online reservation system – with an active EMS login.
  2. Availability Check (Request): The details and information provided by the client allows HUB EVS staff to check the availability of HUB space(s), resources, and staffing. The more details and information the client provides in the request allows HUB EVS staff to more accurately determine viability and avoid costly or timely delays in the reservation process.
    [This step was formerly referred to as a “Reservation Request.”]
  3. Email Receipt: Upon submitting an online Availability Check, the client is sent an automated email acknowledging that the request and event information has been RECEIVED.
  4. Status: RECEIVED Upon submitting the online Availability Check to HUB EVS, the status of the request is listed as RECEIVED. This status will not change until there is a determination by HUB EVS of whether or not the space and resources, as requested, are tentatively available.
  5. Client Responsibility: This email provides additional information that is important for the client to understand about the reservation process. IT IS THE CLIENT’S RESPONSIBILITY TO READ, UNDERSTAND, AND BE AWARE OF THE INFORMATION PROVIDED IN THIS EMAIL.

Step 2: Review

HUB EVS Begins the Availability Check (Review)

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.

  1. Review: HUB Space – The physical space and impact on surrounding space and existing reservations. The scope of the event and expected attendance determine whether or not the requested space is the most appropriate location for the meeting or event.
  2. Review: HUB Space Setup – The staffing and time required to set up the furniture and equipment. Events held immediately before and after the requested time may impact this determination.
  3. Review: HUB Resources – HUB equipment & external rentals. The scope of the event determines what the HUB can provide and what may need to be obtained from outside vendors.
  4. Review: HUB Staffing – The number of staff required to facilitate event needs. The scope of the event determines security measures and outside staffing resources that may be required.
  5. Review: Reservation Time – The scope of the event and any preparation/rehearsal/decoration as well as tear-down time. The impact on surrounding space and existing reservations is reviewed.
  6. Review: After Hours Access – Any request that requires access to the HUB outside building hours necessitates additional scrutiny and incurs additional fees and staffing.
  7. Review: Food Service – The scope of food or catering service for a meeting or event determines whether a food staging area or any food permits are required.
  8. Review: Alcohol Service – The scope of alcohol service for a meeting or event determines the type of permit required by the Office of Special Programs. Alcohol service may require extra HUB personnel assigned to the event.
  9. Review: UUF Approval – The scope of the event and expected attendance determines whether UUF approval is required by the Office of Special Programs.
  10. Review: Historical Info – HUB EVS will review archive event files and reports for events held previously in the HUB. Historical event information helps determine how to proceed with the request.

HUB EVS Determines the Status of the Availability Check

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.

Status Description
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.

Step 3: Quote for Confirmation

HUB EVS Processes a Quote for Confirmation

  • Status: QUOTED At the point HUB EVS has finalized all details the reservation will have a QUOTED status. HUB EVS will then email the client a Reservation Quote (formerly known as a Confirmation). This email will include the event diagram, pricing and invoice information, additional forms (if necessary), and all pertinent deadlines.
  • Status: CONFIRMED: HUB EVS will update the reservation status to CONFIRMED only after a customer has returned a signed Reservation Quote. The customer will receive an email indicating when the reservation status has changed from QUOTED to CONFIRMED at which point the client can verify their reservation status by logging into EMS.

Using HUB EMS – Event Management System

Accessing the HUB’s Event Management System website requires an EMS Login. New clients may request an HUB EMS Login here.

HUB EMS – Availability Check

EMS Request Process - Steps

Step 1: Log In To EMS

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.

Step 2: Select a Template

Select the Appropriate Request Template
Select Reservations from the menu and choose the appropriate request template.

Step 3: Filter Criteria

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).

Step 4: Find Space

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.

Step 5: Select Room

Select HUB Room(s)
Select the room you would like to reserve by clicking on the corresponding green & white plus.

Step 6: Event Details

Event Details
Click on the “Details” tab and provide all necessary details in each of the sections. Required fields are marked with a red asterisk*.

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.

Step 7: Terms & Agreements

Agree to Terms and Conditions
Clients must agree to Terms and Conditions before clicking the Submit button.

Step 8: Submit Availability Check

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.

Step 9: Check Status

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.