Home / Using the Libraries / Reserve a Space / Meeting, Conference, and Event Facilities / Smith Room, Suzzallo Library: Room Rental & Use Policy

Smith Room, Suzzallo Library: Room Rental & Use Policy

 

Room

The Smith Room is a meeting space available for rent for official UW use only.

It is available, to the University community, chargeable to a UW budget.  (See Rental Fees below.)

Location

Suzzallo Library, 3rd Floor, Room 324

Hours

  • Autumn, Winter, Spring Quarters: Monday through Friday 8:00 a.m. to 5:00 p.m.
  • Summer Quarter & Interim: Monday through Friday, 9:30 a.m. – 4:30 p.m.
  • Evening events by special arrangement.
  • Room not available weekends and holidays.

Capacity

  • 24 seated at conference table setup.
  • Lounge seating for 12 in alcoves along perimeter of room.
  • Two additional tables and seating for 30 supplied by request.
  • Maximum of 75 for standing reception.
  • Room cannot be darkened for media presentations.
  • No live music is permitted.
Furniture
  • 8 conference tables with conference, lecture or reception setup.
  • 24 wooden chairs.
  • 30 folding chairs.
  • 2 folding tables for catering.
  • 12 lounge seats permanently located at perimeter of room.
Features
  • Wireless access via campus network.  Request wireless access for guests via UW-IT-Connect.
  • Projection screen and stand.
  • Podium with microphone is available by request.
  • Coat rack.
  • No sink or kitchen facilities.
Rental fees

Rental fees apply to University of Washington departments/groups*.  UW budget number is required for payment:

  • Fees levied in half hour increments after the first 2 hours with a 2-hour minimum charge:
    • Day Events:  $60/hour
    • Additional charges apply for special arrangements, events over 8 hours, furniture setup and reset time, and damages.
    • Cancellations accepted 48 hours prior to event without charge, otherwise cancellation charge is 50% of total bill.
    * Room not available for non-university use, except for media filming. Request permission for media filming through UW Office of Media Relations & Communications at 206-685-2647.
    Note: All media production room rentals are charged $100 per hour, per room.

Reservations

Reservations are required:

  • Users will receive confirmation of reservation after the reservation request form has been received by Libraries Facilities.

 

Use Policy

  1. Official University use. 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 is suitable for meetings and small receptions.
  2. Media filming. Request permission through UW Office of Media Relations & Communications, 206-685-2647.
  3. Additional fees. 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.
  4. Catering. 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.
  5. Alcohol. Permit options.
  6. Equipment. 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.
  7. Responsibility. Individual reserving the room must schedule, plan and expedite all permits, reservations, audiovisual equipment rentals, catering services, and room preparation and restoration needs.

 

Revised: 11 March 2015


Conference Setup

    Smith Room Photo - Conference Setup - from entrySmith Room #2

    Smith Room #3From S Side, Looking N

     

    Lecture Setup

    Smith Room Photo - Lecture Setup - from podiumSmith Room Photo - Lecture Setup - from balcony

     

    Reception Setup

    Smith Room Photo - Reception Setup - from entrySmith Room Photo - Reception Setup - from balcony