Reservation Policies

Each Reservation Confirmation should be treated as an INVOICE and carefully reviewed for accuracy. It is the customer’s responsibility to review all charges, deadlines, diagrams, and setup details for their meeting or event. By signing the Reservation Agreement, clients agree to all stipulated terms and deadlines.

Policy: Meeting and Event Reservations

Payment methods accepted by HUB Event Services are cash, check, credit card, and university budget number.
Cancellation dates and fees are listed in the Reservation Confirmation. By signing the Reservation Agreement, clients agree to payment and cancellation terms and deadlines.

Policy: HUB Reservation Cancellation

Decoration materials must meet strict requirements for safety and placement. Audio/Visual equipment and furniture needs are to be coordinated with HUB Event Services. Please review the policy before planning decorations, A/V, and setup needs for your meeting or event.

Please note that A/V and other equipment rentals incur additional charges.
Policy: Event Guidelines

Food may be served from a variety of sources at the HUB. Specific guidelines and charges apply. Please review the policy before planning food service or catering for your meeting or event. Please note that Cleaning Fees often apply with Food Service events.
Policy: Event Guidelines

Policy: Admissions, Ticket Sales, and Event Staff

Policy: After-Hours Event Guidelines

Policy: Free Meetings

Alcohol service is permitted in the HUB but is strictly monitored and requires several approvals from the UW and the WA State Liquor Control Board. The HUB reserves the right to refuse alcohol service to any event or group. Please review the Alcohol Policy before considering alcohol service for your meeting or event.
Website: Alcohol Service Request

Proof of Insurance may be required for any event that poses a risk to participants or third parties. Specific coverages may be necessary based on the type of event being held.

Any event or meeting that is hosted by or open to individuals outside of the University requires an approved Use of University Facilities (UUF) before the HUB reservation can be confirmed.
Website: UUF Request Form

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 rooms.

Series reservations that begin and end prior to 2:00pm are accepted at any time within established reservation tier timelines.

Series reservations that begin at 2:00pm or later will be accepted 2 weeks before the end of the quarter prior.

Any series reservations requests submitted prior to the established date and time will be denied. Requests may be resubmitted when the reservation window for that quarter opens.