Home / Using the Libraries / Study and Meeting Spaces / Meeting, Conference, and Event Facilities / Petersen Room, Allen Library: Room Rental & Use Policy

Petersen Room, Allen Library: Room Rental & Use Policy

COVID-19 Update: Food & Drink: Effective March 28, the Libraries will return to standard policy of allowing food and drink in the Libraries. See more Libraries Operations Updates >

 

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 - Thursday, 9:00 am to 6:00 pm.
      • Friday, 9:00 am to 5:00 pm
    • Summer Quarter & Interim:
      • Monday - Friday, 9:30 am to 4:30 pm.
    • Evening events:
      • Check-in's to reservations must begin at/before 4:30 pm.
      • Monday - Thursday cutoff time at 6:00pm
      • By special arrangement only. Please contact us for staffing availability and pricing.
    • 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.
        • Users will receive confirmation of reservation after the reservation request form has been reviewed by Libraries Facilities.
      • Filming & Media:
      • Cancellations:
        • Accepted up to 24 hours prior to the event without charge. Failure to notify Libraries Facilities will result in rental fee being charged.
      • Contact Libraries Facilities at 206-543-2009 or libbldgs@uw.edu if you have rental or reservation questions.
      Rental Rates

      Standard rental fee is $75 an hour plus and hour on top for facilities set-up and teardown.

      UW budget number is required for payment.

      • Fees levied in half hour increments, with a 2-hour minimum charge, which includes a half hour on each side for Libraries Facilities room set-up 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.
      All outside media filming & production room rentals are charged at $100 per hour, per room.

      Capacity

      • Conference: Up to 50 attendees.*
      • Lecture: Up to 70 attendees.*
      • Reception: Up to 100 attendees.*
      • No live music is permitted.
      *Varies according to set-up.
        Furniture
        • Large conference table with 20 leather chairs.
        • 2 square side tables along walls.
        • 2 sofas.
        • 2 free-standing catering tables.
        • Provided by request:
          • 5 additional tables.
          • 50 additional chairs.
          • 5 cocktail tables.
        Features
        • Telephone with Polycoms.
        • Small Kitchenette.
        • Coat Rack.
        • Wireless access via campus network
        • Provided by request:
          • Podium with built-in microphone.
          • Projection screen and stand.
            • Projector not provided, screen and stand only
        Accessibility

        The Suzzallo/Allen Library has ADA access to and throughout the building. For specific disability accommodations, please contact the Disability Services Office to make arrangements and coordinate efforts with Libraries Facilities Staff.

        Use Policy


        (Food and Drink: Effective March 28, the Libraries will return to the standard policy of allowing food and drink in the Libraries.)

            • Catering
              • Please review the Covid-19 prevention guidance on eating spaces and food prior to arrival.
              • 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 and other appropriate protection are required to prevent heat and water damage to tables.
              • Catering equipment must be cleared promptly at the end of the event. Rental charges run until the room is cleared and locked.
            • Alcohol
              • The Libraries is currently only accepting alcohol catered through Bay Laurel Catering's Alcohol Service. No alcohol outside of this catering service will be allowed at this time.*
              • Banquet permits are required and you must fill out the Office of Special Program’s UUF & ASR Form to have alcohol be served.
              • See the Alcohol Permit Options from the Office of Special Programs.
            • Equipment
              • Users must arrange for delivery, set-up, and retrieval of projector or any additional media equipment rented. Equipment must be removed promptly after the event.
              • No live music permitted.
            • Responsibility
              • Individuals reserving the room must schedule, plan and expedite all permits, reservations, audiovisual equipment rentals, catering services, and room preparation and restoration needs.
              • 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.

                 

                Libraries Event Space COVID Plan

                 

                The Libraries are taking the following steps to assist in the prevention of COVID-19:

                • Hand Sanitizer available in all entrances of the building and outside reservation doors.
                • UW Food & Face Covering Policy and self-monitoring for systems posted around the Libraries.
                  • Face coverings remain required indoors, regardless of vaccination status, in healthcare settings, on UW Shuttles, and when returning to campus after isolation or quarantine.
                  • In other indoor settings, face coverings are strongly recommended the first two weeks of spring quarter, through Apr 8, and then recommended after that.
                  • When you wear a face covering, level up and choose a well-fitted KN95/KF94, N95 or surgical mask which provides additional protection for you and those around you.
                  • The Face Covering Policy webpage includes additional guidance and FAQs.
                Please contact Libraries Facilities and Events with any questions at 206-543-2009 or libbldgs@uw.edu

                  Important Information:
                  UW COVID Information:
                  https://www.washington.edu/coronavirus/
                  HUB COVID Information:
                  https://hub.washington.edu/operations/
                  UW Vaccination Policy:
                  https://www.washington.edu/coronavirus/vaccination-requirement/
                  UW Face Covering Policy:
                  https://www.ehs.washington.edu/covid-19-prevention-and-response/face-covering-requirements

                   

                  Revised: 9/22/2022


                  Petersen Room Layouts:

                  Please note: the two 6ft wooden tables in the center have been replaced with two 6ft folding tables.

                  Conference Setup

                  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

                  Lecture Setup

                  View of the Donald E. Petersen Room, located on the 4th floor of the Allen Library, looking NE towards round window and conference table.Petersen Lecture 2

                  Reception Setup

                  View of the Donald E. Petersen Room, located on the 4th floor of the Allen Library, looking  SW towards the fireplace.Petersen Reception 1

                  Kitchen

                  Petersen Kitchen 1Petersen Kitchen 2