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Petersen Room, Allen Library: Room Rental & Use 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

    • 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