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

Smith Room, Suzzallo 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 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.

Location

Suzzallo Library, 3rd Floor, Room 324

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 on room availability, see the Smith 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 fees

      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 36 attendees.*
        • Lecture: Up to 50 attendees.*
        • Reception: Up to 100 attendees.*
        *Varies according to set-up.
          Furniture
          • 9 wooden conference tables.
          • 24 wooden chairs.
          • 12 lounge seats permanently located at perimeter of room.
          • 2 free-standing catering tables.
          • Provided by request:
            • up to 30 white folding chairs.
            • 2 folding tables.
            • 3 cocktail tables.
          Features
          • Coat Rack.
          • Hardwired Ethernet Ports
          • Wireless access via campus network.
            • Request wireless access for non-UW guests via UW-IT-Connect.
          • Provided by request:
            • Podium with built-in microphone.
            • Projection screen and stand.
              • Projector not provided, screen and stand only.
          • NOTE: no sink or kitchen facilities available.

            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

            Acknowledgement

            Note: There are several original wall murals in the Smith Room that depict relations between European explorers and settlers and Native Americans that celebrate what was seen in the 1930s as the triumph of western settlement and Manifest Destiny over the land and people who were here before.This view perpetuates a racist narrative and is not in line with modern scholarship or the values of the University of Washington or UW Libraries. Critical review of such depictions is required, and UW Libraries is currently working with stakeholders across the University to provide more context and commentary specific to these materials with a plan for more permanent and formal acknowledgement in this space and in our online records.

            A copy of this acknowledgement is posted in the room.

            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.
              • 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.
              • 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: 6/22/2022

                Smith Room Layouts:

                Conference Setup

                  Smith Conference 1Smith Room #2

                  Cheveron Conference Setup

                  Smith Room #3From S Side, Looking N

                  Lecture Setup

                  Smith Lecture 3.1Smith Room Photo - Lecture Setup - from balcony

                  Reception Setup

                  Smith Reception 1Smith Reception 2