Policies for Residents

The requesting student must currently live in Housing & Food Services (HFS) housing and will be attending the requested event. More than 50 percent of the attendees must be current HFS residence hall students.

HFS reserves the right to terminate any program without notice or warning for failure to adhere to UW and HFS polices.

Requests

1. All requests to reserve meeting space must be made at least 7 business days in advance and no earlier than one quarter in advance.

2. The maximum request time for residents is three hours.

3. Series reservations will be considered on a case-by-case basis and are limited to a maximum of three booked reservations per academic quarter.

4. No reservations are accepted for dates that fall during Finals Week, Winter Break or Spring Break.

5. Requests are strictly for HFS resident student purposes and will be granted or denied on a content-neutral basis. Reasonable, content-neutral restrictions on time, place and manner will be applied on a nondiscriminatory basis.

6. Programs and activities must adhere to all federal, state and local laws, and all UW and HFS policies and regulations including compliance with Courtesy Hours and Quiet Hours. Resident sponsors are expected to follow the HFS Posting, Sales and Solicitation, and Facility Use and Reservation policies, which can be found on the HFS website.

7. To allow others use of the meeting spaces, the resident sponsor will inform the Conference Services Office immediately if the event is cancelled. All changes are subject to availability.

Hours

1. All events must end by midnight.

2. The facility must be vacated of persons and personal items by 1 am.

Building access

1. For events that begin after front desk hours or are reserved in a 24-hour locked building, resident sponsors may need to obtain a temporary building access card and/or room key.
2. All keys and access cards must be returned during desk operating hours, and no later than the following morning. Failure to do so may result in charges for lock changes and/or forfeiture of future room reservations within HFS facilities.

Set up and clean up

1. Meeting rooms are provided as-is in their standard room set. Furniture can be moved during your reservation but must be returned to its standard room set at the end of your event (a diagram is posted in each room). Garbage must be removed and tables must be wiped down. Failure to adhere to these guidelines may result in custodial labor charges and possible denial of future meeting space reservation requests. 

2. Decorations and other materials may only be attached to the tables, walls and doors using removable blue painter’s tape. The resident sponsor is responsible for removing all tape, decorations and signs from the room and building. Decorations may not be hung from light or safety fixtures, sprinklers or pipes.

3. The resident sponsor accepts all liability for any damage done to UW and HFS property resulting from the sponsored event or a related activity, including the improper hanging of decorations or posters. The resident sponsor will inform the Conference Services Office of any damages at your earliest opportunity but no later than the next business day. The UW and HFS assume no responsibility for loss or damage to a guest’s personal property.

A/V equipment

1. Functionality or availability of built-in audio/visual technology is not guaranteed by HFS.

2. Electronic amplification may not be used without prior written approval from the Resident Director of the host residence hall.

3. The resident sponsor must arrange for appropriate licensing prior to screening films. Permissions must be provided in writing to the Conference Services Office.

Safety and security

1. No exterior exit doors may be propped open to allow guest access. A designee with knowledge of event attendees must be stationed at the door to grant access to nonresident attendees. Event attendees should be directed to the room and vacate the building promptly at the end of the event. The resident sponsor must escort nonresident attendees to any nonpublic areas of the building. Adults are responsible for the supervision of youth at all times.

2. The resident sponsor is responsible for ensuring that room fire occupancy is not exceeded during the event.

3. The UW is a smoke-free campus. Fundraising or political events are strictly prohibited.

4. For larger scale and/or revenue-generating events, at least one uniformed police officer must be hired and paid for by the sponsoring organization or another method of security established acceptable to the Assistant Director for Residential Life.

Publicizing your event

1. No off-campus publicity is permitted. No campus publicity, such as in The Daily or announcements at Red Square or the Husky Union Building (HUB), is permitted without the Conference Services Office receiving prior, written approval from the Resident Director of the host residence hall.

Food and beverages

1. The consumption of alcoholic beverages is prohibited in HFS residence hall meeting spaces for residence hall student events.

2. Non-HFS catered food and beverage is prohibited in HFS meeting spaces. Prepackaged, nonperishable items that do not require preparation, refrigeration or heating are permitted if the requester accepts responsibility for cleanup and disposal. Outside food/catering and home-prepared foods are prohibited in HFS meeting spaces.