Reservation FAQs

We ask for detailed schedules to help our staff best understand an event’s needs, including planning relevant HUB operations and staffing, and ensuring  there is proper time allocated for all scheduled items.

The event times listed on the Quote is the total time a client and any vendors or attendees will have access to the event space during this reservation. The event times and schedule should account for time needed for tasks like setup, load in, deliveries, sound checks, rehearsals/run-throughs, stage changeovers, cleanup, etc. It is the client’s responsibility to provide the correct event start/end time information to the HUB, and events that run over time may be subject to additional charges.

No, access to the event or meeting space will begin at the reservation time. The HUB is not able to guarantee early access to the space, as the room may be in use by other clients or still in the process of being set up by HUB staff. 

We encourage clients to include set up and clean up time when submitting a request. If early access on the day of the event is possible, rental fees will apply.

Access to the control rooms is not permitted for security and liability reasons.

All HUB access before or after building hours, including Sundays, must be approved in advance and incurs a building access fee. This fee pays for HUB staff to be onsite and for the reprogramming of HUB door access and lighting programs.

HUB staff will unlock the event spaces at the scheduled reservation times as listed on the event Quote, and separate room keys are not needed. We encourage clients to verify the event times on all bookings to ensure that they meet the event’s needs. If there are issues with room access day-of, HUB Staff can be reached for assistance at the HUB Information Desk or by calling 206-543-8191.

An elevator access card is required to access and operate both service elevators. The staff at the HUB Information Desk on the first floor can check out elevator cards to clients and vendors in exchange for a photo ID such as a driver’s license, state issued ID, or Husky Card. IDs will be returned to clients when the elevator cards are returned to the HUB Information Desk.

The service elevator on the south end of the HUB serves the ground floor (Husky Den and HUB Loading Dock), the first floor (Lyceum), and the second floor (South Ballroom only). Access to the south service elevator requires going through the Husky Den on the ground floor.

The service elevator on the north end of the HUB serves the ground floor (Husky Den and HUB Loading Dock), first floor, and second floor (North Ballroom only). Please note the north service elevator cannot be used to access the South Ballroom.

There are Food Staging Areas (FOOSAs) available to reserve with the HUB Lyceum, North Ballroom, and South Ballroom at an hourly rate.

The FOOSAs are for preparing food for serving only. There are no stoves or ovens in the FOOSAs. Check the Food Staging Areas page for a list of the amenities offered in each area.

The HUB Lyceum, North Ballroom, and South Ballroom each have a Green Room, which is automatically included when reserving the space.

Visit the HUB Spaces page for these locations for descriptions and amenities offered in each room.

The HUB is ADA certified for access to and throughout the building.

For specific disability accommodations, please contact the Disability Services Office to make arrangements and coordinate efforts with the HUB.

Disability Services Office Website

No, the HUB uses a natural ventilation system that allows cool air to circulate through the building overnight as weather patterns dictate. However, unseasonably warm weather may reduce the effectiveness of this system. The HUB recommends advising guests to dress in layers to ensure their comfort. The only areas of the HUB with true air conditioning are the HUB Bowling Alley and eSports Arena.

The HUB’s First Floor Street & Lounge are public areas that can also be reserved for events. Reservation requests can be submitted online via Mazevo. As there are unique logistics to hosting events in these public spaces, additional communications with HUB staff may be required before events are confirmed.

A UW NetID is required to access the “University of Washington” wireless network in the HUB and on campus. HUB Event & Information Services can help establish a temporary UW NetID for groups reserving the HUB. There is also a complimentary WiFi password available at the HUB Information Desk. Other access questions may be directed to UW-IT. Please review Using Wireless at the UW for details.

The screen resolution of all projection screens in HUB meeting and event spaces can go up to 4K.

“All major events in the HUB are assigned a student Event Representative who serves as a building liaison. They will be able to assist with building-related questions and any HUB AV or equipment that is being used. The HUB provides training to all student employees to handle questions, concerns, or incidents that may arise during an event.

For reservations with custom room sets or significant equipment setup, HUB staff create diagrams of the event spaces that detail the room layout, furnishings, equipment, and AV.  Four (4) versions of a diagram are included with each reservation, including the initial diagram sent with the Quote and up to three (3) updates. Diagramming fees are incurred for every version of the diagram beyond those included (Versions 4 and beyond). To avoid diagramming fees, we recommend requesting multiple changes and updates together where possible.

Yes, the HUB accepts all major credit cards, and online payments can be made here. Other accepted payment methods include university work tags, cash, and checks.
Payments can also be made in person or over the phone with the HUB Information Desk, 8am-4pm Monday-Friday.

The HUB is not able to store items unless an event space is reserved.

Deliveries: All event deliveries must arrive on the day of the event. It is important that the delivery address specify the event name, recipient, and specific HUB room to which it should be delivered. The client must be in the room to receive the delivery. HUB staff, including an event’s Event Representative, are not able to accept deliveries.

Storage: Overnight storage within the meeting or event space is allowed if the client has reserved the space continuously from one day to the next.

The HUB 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.

The HUB has easels and clip stands available to post signage in and around your meeting or event. The HUB has a limited number of these items available, and recommends requesting them in advance. Day-of requests will be considered on a first-come, first-served basis and will depend on availability.

Per the HUB Building Access & Use policy, clients are permitted to use low-residue tape to cover windows within their reserved meeting or event spaces.

The HUB also has bulletin boards for general use, and postings on these must follow the Posting Policy for HUB Bulletin Boards.

Nails, screws, tacks, staples, and tape (except as previously stated or pre-approved) are not permitted on any building surfaces.

Review the HUB Advertising policies to advertise campus events for up to two weeks on the HUB bulletin boards or indoor banner space.

The Padelford escalators are managed by UW Facilities and regularly run Monday-Friday, 7:30am-8:30pm. To schedule escalator service outside of these times, a work order must be submitted to UW Facilities and services charges will apply.
UW Departments can submit their own work order requests online and provide relevant payment information directly to UW Facilities.

Student organizations & off-campus clients must request the service through HUB Event & Information Services. All charges from UW Facilities will apply and will be reflected on the event Quote.

For security and liability reasons, the HUB does not rent nor make available any of its equipment for use in other campus buildings. Please contact the building or reservation manager of the intended event space for assistance.

The Student Tech Loan Program has items like projection screens, cameras, and laptops available for rental by students. Find out more information, including their locations, hours, and equipment availability here: https://stlp.uw.edu/.

The HUB does not have preferred vendors. All vendors used in the HUB must follow our vendor guidelines.