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

Smith Room, Suzzallo Library: Room Use Policy

Filed under:

 

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
  • 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.
  • 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.
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 Smith 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 Smith 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 12, and can accommodate a standing reception for a maximum of 75.  The room cannot be darkened for media presentations.  No live or recorded music is permitted because a study area is adjacent to the room.
          3. Room furniture includes 8 conference tables with 2 standard configurations and permanently arranged lounge furniture.  In addition, 30 chairs and 2 tables for catering are available by request.  Reset fees will be charged for special configurations, additional seating, and/or additional tables.  Furniture cannot be removed from the room. The cost of repairs to room, furniture, flooring, or equipment damaged during an event is the responsibility of the sponsoring department.
          4. The room is equipped with hardwired and wireless Ethernet and a projection screen with 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.  Users are responsible for catering arrangements.  Users must advise caterers that there is no kitchen, no access to water, and no staging area.  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: 02 JAN 14

           Conference Setup

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

            Smith Room #3   From S Side, Looking N

             

            Lecture Setup

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

             

            Reception Setup

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