Home / Using the Libraries / Reserve a Space / Meeting, Conference, and Event Facilities / Petersen Room, Allen Library: Room Use Policy

Petersen Room, Allen Library: Room Use Policy

Filed under:

 

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:
    • A-W-S Quarters: Monday through Thursday, 8:00 a.m. – 7 p.m. and Friday 8:00 a.m. to 5:00 p.m.
    • Summer Quarter & Interims: Monday through Friday, 9:30 a.m. – 4:30 p.m.
    • 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.
    • $60/hour, with a 2-hour minimum charge, before 5 p.m.
    • $75/hour, evening rate, for rentals after 5 p.m.
    • 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

     

    Policies on the Use of the Donald E. Petersen Room

    1. 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.
    2. 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.
    3. 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.
    4. 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.
    5. UW Net ID for guests needing wireless access can be obtained via UW-IT-Connect.
    6. 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.
    7. If serving alcoholic beverages, please consult the following link for permit options: https://depts.washington.edu/sprogram/alcohol-service/ 
    8. It is the responsibility of the individual reserving the room to schedule, plan and expedite all permits, reservations, audiovisual equipment rentals, catering services, and room preparation and restoration needs.

     

    Revised: 26 MAR 14

     

    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