Home / Using the Libraries / Reserve a Space / Meeting, Conference, and Event Facilities

Meeting, Conference, and Event Facilities

Meeting, Conference and Event Facilities

Listed below is information about Seattle campus room rental and reservation procedures. See Reserve Study Rooms and Equipment for information on reserving smaller study and collaboration spaces.

Libraries Rooms Available

University or University-affiliated groups (i.e. the Alumni Association, UW Foundation) may reserve Libraries facilities for official University purposes only. Rooms are not available for private use by members of the University community, nor are they available for use by non-University groups.

Other Campus Facilities

Special Accommodations

All Libraries event facilities are wheelchair accessible. If your event requires special accommodation, please contact the Disability Services Office at 206.543.6450 or dso@u.washington.edu.

Allen Auditorium, Allen Library: Room Use Policy

Capacity: 49, lecture

Room:

The Allen Auditorium in the Allen Library is a presentation space for Library and University purposes

Location:

Allen Library, ground floor, north wing, room G81L

Hours:

During academic quarters:

Monday through Thursday, 7:30 a.m – 9:45 p.m.
Friday, 7:30 a.m.– 5:45 p.m.
Saturday, 1:00 – 4:45 p.m.
Sunday, 1:00 – 9:45 p.m.

During the Summer:

Monday through Thursday, 8:00 a.m. – 6:45 p.m.
Friday, 8:00 a.m. – 4:45 p.m.
Sunday, 1:00 – 4:45 p.m.

During Interims:

Monday through Friday, 9 a.m. – 4:45 p.m.

Holidays:

Times vary

Reservations:

University of Washington departments/groups may reserve the Allen Auditorium.

  • Reservation requests - use the form at the bottom of this page.
  • Please allow a minimum of 24 hours for a response to your request.
  • Requests sent on Friday are generally responded to the following week day.

Equipment:

  • Computer with wireless keyboard and mouse
  • Ceiling-mounted digital projector with surround-sound system (for DVD playback) and fixed projection screen
  • Blu Ray DVD player
  • HDMI & VGA/audio cable for laptop connection to projection/sound system
  • Whiteboard (wall-mounted)
  • Video/Web conferencing with built-in, back of room mounted camera and table-mounted microphone
    (Users other than Libraries staff must use their own Zoom account)
  • Podium
  • 5 & 6 foot folding tables

Equipment available for check-out at the Allen Information Desk:

  • Keyboard remote (clicker) for PowerPoint presentations
  • Laser pointer
  • Wireless and hand-held microphones

Wireless connectivity is available in the auditorium via UW NetID.

Zoom video conferencing is available, but each each user must use their own Zoom account.

Fees:

There is no charge for using the Allen Auditorium

Contact:

Adam Hall , (206) 685-2799, or e-mail adamhall@uw.edu

Policies on the Use of the Allen Auditorium

  1. University groups or departments may reserve the Allen Auditorium for official University purposes only.  Priority use is for events directly involving or impacting current UW students.  The room is not available for private use by members of the University community, nor is it available for use by non-University groups.  In addition, the room is not available for social events.
  2. The maximum capacity is 49: 32 fixed, theater-style seats and 17 stackable chairs
  3. Ongoing and regular reservations (such as regular meetings or regular class sessions) are not allowed. Occasional and one-time uses are permitted.
  4. Food is not permitted. Beverages in closed containers are allowed.
  5. A prearranged preview of the room and its equipment prior to each reservation is required, since technical support at the time of an event is generally not available.
  6. All equipment and furniture must be reverted to its original state after each use.

Check auditorium availability

 

Reservation Request Form

Allen Auditorium view of podium

Allen Auditorium view from podium

Allen Auditorium seats

Petersen Room, Allen Library: Room Rental & Use Policy

***NO RESERVATIONS WILL BE TAKEN FOR APRIL 2020, RESERVATIONS FOR MAY ONWARD WILL BE AT THE DISCRETION OF THE LIBRARIES BASED ON UNIVERSITY/STATE PROTOCOL***

 

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

    • 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 only.
      • Please contact us for staffing availability and pricing.
    • Room not available for weekends and holidays.
    Reservations

    Reservations are required:

    • To check room availability, see the Petersen Room Calendar.
      • Note: System limitations only allow for viewing reservations a year in advance.
    • To request a reservation, fill out our Online Form.
    • Contact Libraries Facilities at 206-543-2009 or libbldgs@uw.edu if you have rental or reservation questions.
    • Users will receive confirmation of reservation after the reservation request form has been received by Libraries Facilities.
    Rental Rates

    Standard rental fee is $60 an hour. Room rental available only 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. This 2 hour minimum includes one hour for your event, as well as a half hour on each side for Libraries Facilities room setup and reset time.
      • Additional fees charged for additional hours, your event setup and break down time, events over 8 hours, and any damages and overages.
      • Caterers and/or rental agents must return promptly to clear room at end of event. Your rental time should include this rental.
      • Cancellations accepted up to 24 hour hours prior to event without charge. Failure to notify Libraries Facilities by email will result in rental fee being charged.
    * Room not available for non-university use, except for media filming. Request permission for media filming through UW Office of Marketing & Communications at 206-685-2647.  Note: All outside media filming & production room rentals are charged at $100 per hour, per room.

     

    Capacity

    • 20 seated at conference table.
    • Additional seating for 50 supplied by request.
    • Small groups of up to 10 people may use the lounge seating.
    • Maximum of 75-100 for standing reception.
    • Room cannot be darkened for media presentations.
    • No live music is permitted.
    Furniture
    • Large conference table with 20 chairs
    • 2 square side tables along walls
    • 2 sofas with square end tables
    • 2 free-standing catering tables
    • Provided by request
      • 5 additional tables
      • 50 additional chairs
    Features
    • Hardwired Ethernet
    • Wireless access via campus network
    • Telephone with conferencing equipment
    • Projection screen and stand
    • Podium with microphone is available by request
    • Small kitchen for staging catered events
    • Coat room

    Use Policy

    1. 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.
    2. Alcohol. See the Alcohol Permit Options from the Office of Special Programs.
    3. Equipment. Users must arrange for delivery, set-up, and retrieval of projector or any additional media equipment rented through Classroom Technology & Events (206) 543-9900 or provide their own.  Equipment must be removed promptly after the event.
    4. 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: 12/26/2018

     

    View of the Donald E. Petersen Room, located on the 4th floor of the Allen Library, looking NE towards round window and conference table.View of the Donald E. Petersen Room, located on the 4th floor of the Allen Library, looking  SW towards the fireplace.

    View of the conference table in the Donald E. Petersen Room, located on the 4th floor of the Allen Library, looking N towards round window.Petersen Room Photo 4

    Smith Room, Suzzallo Library: Room Rental & Use Policy

    ***NO RESERVATIONS WILL BE TAKEN FOR APRIL 2020, RESERVATIONS FOR MAY ONWARD WILL BE AT THE DISCRETION OF THE LIBRARIES BASED ON UNIVERSITY/STATE PROTOCOL***

     

    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 only.
        • Please contact us for staffing availability and pricing.
      • Room not available for weekends and holidays.
        Reservations

        Reservations are required:

        • To check on room availability, see the Smith Room Calendar.
          • Note: System limitations only allow for viewing reservations a year in advance.
        • To request a reservation, fill out our Online Form.
        • Contact Libraries Facilities at 206-543-2009 or  libbldgs@uw.edu if you have rental or reservation questions.
        • Users will receive confirmation of reservation after the reservation request form has been received by Libraries 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.
          • 24 hour cancellation policy; failure to notify Libraries Facilities by email will result in rental fee being charged.
          * 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 outside media filming & production room rentals are charged $100 per hour, per room.

        Capacity

        • 24 seated at conference table setup
        • Lounge seating for 12 in alcoves along perimeter of room
        • Additional seating for 30 supplied by request
        • Maximum of 75-100 for standing reception
        • Room cannot be darkened for media presentations
        • No live music is permitted
        Furniture
        • 10 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
        • Hardwired Ethernet
        • Wireless access via campus network
        • Projection screen and stand
          • Podium with microphone is available by request
            • Coat rack
              • Note: No sink or kitchen facilities available

                 

                Use Policy

                  1. Room Rentals for Official University Use Only. Room is not available for private use. Only University of Washington or affiliated groups (e.g., the Alumni Association, UW Foundation) may reserve the Smith Room for official University purposes.  Room is suitable for meetings and small receptions.
                  2. Additional fees. 30 minutes will be added on each side of the reservation for set-up and reset. The cost of repairs to room, furniture, flooring, or equipment damaged during an event are the responsibility of the sponsoring department and will be charged to the provided budget number.
                  3. 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.
                  4. Alcohol. See the Alcohol Permit Options from the Office of Special Programs.
                  5. Equipment. Users must arrange for delivery, set-up, and retrieval of projector or any additional media equipment rented through Classroom Technology & Events (206) 543-9900 or provide their own.  Equipment must be removed promptly after the event.
                  6. 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: 16 February 2017


                    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

                      Meeting and Event Room Alternatives