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Petersen Room, Allen Library: Room 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. Room not available evenings, 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. Room cannot be darkened for media presentations. No live music is permitted.
Furniture	Large conference table with chairs 2 side tables along walls 2 sofas and end tables, which must must remain in their permanent arrangement. 2 free-standing tables can be reconfigured by request. Additional tables and chairs (40 maximum) provided by request.
Features	Hardwired Ethernet. Wireless access via campus network. Request wireless access for guests via UW-IT-Connect. Telephone with conferencing equipment Projection screen and stand. Podium with microphone is available by request. Small kitchen for staging catered events.
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: Events: $60/hour Media production: $100/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.
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	Contact: Email Libraries Facilities or call 206-543-2009.

Policies on the Use of the Donald E. Petersen Room

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.
Media filming. Request permission through UW Office of Media Relations & Communications, 206-685-2647.
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.
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.
Alcohol. Permit options.

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.

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 December 2014