Petersen Room, Allen Library: Room Use Policy

— filed under: policy

Room:	The Donald E. Petersen Room is a conference room available for rent for official UW use only. It is available to the University community, per fees below, chargeable to a UW budget.
Location:	Allen Library, 4th Floor, Room 485
Hours:	Monday through Thursday, 8 a.m. – 7 p.m. during academic quarters. Monday through Friday, 9:30 a.m. – 4:30 p.m. during interim. Room not available weekends and holidays.
Capacity:	20 seated at conference table. Additional seating for 40 supplied by request. Small groups of up to 10 people may use the lounge seating. Maximum of 75 for standing reception.
Rental fees	Rental fees apply to University of Washington departments/groups. UW budget number is required for payment: Charges are levied in half hour increments after the first 2 hours. $50/hour, with a 2-hour minimum charge, before 5 p.m. $75/hour, evening rate, for rentals after 5 p.m. A clean-up fee of $20 applies if food is served. Additional charges apply for special arrangements, including events over 8 hours, and furniture setup and reset time. There is a 48 hour cancellation policy. Failure to notify us of a cancellation will result in 50% of all fees being charged. Room not available to non-university use, except for media filming. Media filming must be arranged through the UW Media Relations and Communications office, 206-685-2647. $100/hour, with a 2-hour minimum, before 5 p.m. No evening or weekend film work is permitted.
Reservations	Reservations are required: Contact Libraries Facilities at 206-543-2009 or uwlib-facilities@uw.edu for room availability and to request a reservation form. Users will receive confirmation of reservation after the reservation request form has been received by Libraries Facilities. Libraries staff may reserve room via MeetingMaker.
For Additional Information	Email Libraries Facilities or call 206-543-2009. Contact Mike Frushour at 206-616-4126.

Policies on the Use of the Donald E. Petersen Room

The room is not available for private use. Only University of Washington or affiliated groups (e.g., the Alumni Association, UW Foundation) may reserve the Petersen Room for official University purposes. Room not available to non-university use, except for media filming. Media filming must be arranged through the UW Media Relations and Communications office, 206-685-2647.
The room is suitable for meetings and small receptions. It includes conference table seating for 20, lounge seating for 10, and can accommodate a standing reception for a maximum of 75. The room cannot be fully darkened for media presentations. No live or recorded music is permitted because a study area is adjacent to the room.
The room furniture includes a large conference table and chairs, two side tables along walls, two sofas and end tables, which must must remain in their permanent arrangement. Two additional free-standing tables can be reconfigured by request. Additional tables and chairs (40 maximum) can be provided by request. Reset fees will be levied if the furniture is rearranged in any way. The cost of repairs to room, furniture, flooring, or equipment damaged during an event are the responsibility of the sponsoring department.
The room is equipped with hardwired and wireless Ethernet, telephone with conferencing equipment, and projection screen and stand. A podium with microphone is available by request. Users must arrange for delivery, set-up, and retrieval of projector or any additional media equipment rented through Classroom Support Services (206) 543-9900 or provide their own. Equipment must be removed promptly after the event.
UW Net ID for guests needing wireless access can be obtained via UW-IT-Connect.
Food and beverages are permitted at catered events. A small kitchen is available for staging. Users are responsible for catering arrangements. Banquet permits are required to serve alcohol. Information on obtaining the permit is included on the reservation form. Linens or other appropriate protection are required to prevent heat/water damage to tables. Users must advise caterer that the room must be cleared promptly at the end of the event. Rental charges run until room is cleared and locked.

Revised: 20 FEB 13