Office of the University Registrar

Reservation Guidelines

Reservation Guidelines for University Events

  • With the exception of Johnson, Mary Gates, Nanoengineering and Kane Hall, all upper-campus general-assignment classrooms are scheduled through the Time Schedule and Room Assignment office. To request event space in Johnson, Mary Gate, Nanoengineering or Kane Hall please contact Classroom Technology and Events.
  • General assignment classrooms are available free of charge for all University of Washington departments holding events that are limited to University of Washington faculty, staff and students.
  • Registered student organizations (RSO) holding events in general assignment classrooms receive the first two hours free for events that are limited to University or Washington faculty, staff and students.
  • A classroom rental fee will be charged for University events in which an admission or registration fee is charged to the participants. A fee will also be change for a RSO requesting use of the space over two hours.
  • A Request for Use of University of Washington Facilities (UUF) form is required for all campus departments and student organizations that will have any non-UW attendees.
    • Non-UW: This refers, but is not limited, to alumni, general public, off-campus visitors, and guests- anyone who is not a current UW student, staff, or faculty member.
    • UUF forms and specific information regarding event policies can be found under the Office of Special Programs.
    • Your room reservation will be tentative until the UUF is fully approved. Once we have received notification that your UUF has been approved we will send you an updated room confirmation.
  • Any event wishing to serve alcohol must complete an Alcohol Service Request Form.
  • Contact the Time Schedule/Room Assignment Office, 206-685-0540 or email times@uw.edu with any questions. All reservation requests must be submitted to times@uw.edu.

    Additional Reservation Information for Registered Student Organizations

    When emailing the Time Schedule and Room Assignment office to reserve a general assignment classroom for an RSO event the following must be included:

    • Requestor first and last name. (Requestor must be an officer of the RSO.)
    • Requestor phone number
    • Requestor email
    • Name of RSO</li
    • Meeting event title
    • Meeting date(s). For recurring or multiple dates, please specify the exact dates.
    • Start time
    • End time
    • Expected attendance
    • Preferred building/room (if there is a preference). Please note that while we try to accommodate your preference we cannot guarantee it will be available.
    • Will this event have anyone that is Non-UW in attendance?
    • Will the RSO be charging a fee or fundraising during this event?
    • Will this event be serving alcohol?

    Please also include the following in your email subject line:

    • RSO name and event date

    Reservation Guidelines for Non-university Organizations

    Non-University organizations and individuals may request use of general assignment classrooms.

    • The individual or organization must complete a Request for Use of University of Washington Facilities (UUF) form.
      • UUF forms and specific information regarding event policies can be found under the Office of Special Programs.
      • Your room reservation will be tentative until the UUF is fully approved. Once we have received notification that your UUF has been approved we will send you an updated room confirmation.
    • Any event wishing to serve alcohol must complete an Alcohol Service Request Form.
    • A classroom rental fee is charged to all non-University organization and individuals. An advanced deposit or payment may be required before the reservation is confirmed.
    • Contact the Time Schedule/Room Assignment Office, 206-685-0540 or email times@uw.edu with any questions. All reservation requests must be submitted to times@uw.edu.

    General Scheduling Timelines

    • All non-UW time schedule event requests are processed on a quarterly basis.
    • Requests are processed only after the second week of the quarter. If you have a room need during the first two weeks of a quarter, we will begin working those requests a week before the start of the quarter.