Rental and Rate Information

Rates

• University of Washington Customers: $35 per hour or $245.00 for entire day
• Outside Customers: $110/hour/reservation or $770.00 per day
• Registered Student Organizations: $60/hour/reservation or $420.00 per day

Deposit

• University of Washington Customers: No deposit is required. Failure to cancel a reservation at least 31 days in advance of booking will result in a $35.00 fine charged to your budget. If a reservation is made within 31 days of an event and cancelled after 24 hours of the initial booking, a $35.00 fine will be charged to your budget.
• Outside Customers: A deposit or purchase order must accompany your completed RUUF form. The deposit fee is $110.00 for each individual reservation. Your deposit will be applied to your rental charges.
• Registered Student Organizations: A deposit fee of $60.00 is required for each individual reservation. Your deposit will be applied to your rental charges.

All reservations and cancellations must be completed online.

RUUF Form

A Request for Use of University Facilities (RUUF) form is required for all non-University clients and events open to the public. Learn more about the RUUF form.

Rental Policies

Please read our rental policies before reserving a room.

Rental Policies

Smoking
No smoking or candle burning is allowed.

Food
Permitted within UW guidelines. When an off-campus licensed caterer is providing food and beverages, it is your responsibility to file a Temporary Food Service Event Application with the Department of Environmental Health and Safety at least two weeks prior to the planned event.

Alcoholic Beverages
Sponsors who wish to serve alcoholic beverages at their event, must apply for a Banquet Permit. Banquet Permit applications are available online and must be filed at least 3 days prior to the event. Banquet Permit applications may be sent to Box 351241; last minute requests for approval may be dropped off at the 239M Gerberding Banquet Permit drop off box.

Furniture
Event sponsors may rearrange furniture. Sponsors are required to return furniture to its regular configuration at the end of each event, in addition to closing all windows and removing all trash. Failure to leave the furniture as indicated on floor plan posted in the room will result in a clean-up fee of $50.00 plus $25.00/hour/person for cleaning.

PLEASE NOTE: Tables and chairs in the Commons MUST NOT, under any circumstances, be dragged across the linoleum. Tables must be carried by two people if they are to be moved - any damage done to the linoleum will result in a fine being added to your bill at the full cost of the quote by contractors.

PLEASE NOTE: There is a blue moving blanket in each closet in the Commons and Forum. This blanket must be put over the top and sides of the table when moving the tables. The glass tops crack very easily and it is very important to protect them when you are renting this room. Please help us to keep these tables in excellent condition.

Keys
Keys may be picked up from the Evans School receptionist in Parrington 109. The key must be picked up before 5:00 PM on the day of the event. The designated contact person is responsible for locking room and returning key to receptionist at the end of the event. If the event ends after 5:00 PM or on the weekend, the keys should be left in the suggestion box provided in the room.

PLEASE NOTE: If your event begins later than 4:30pm on Fridays or at any time during a weekend, you must pick up the key that opens the door to the room you have reserved no later than 4:30pm on Friday in Room 109. The Evans School s main office is not open on the weekends and security staff DOES NOT have a key to open Room 109, The Forum or The Commons, Rooms 309 and 308.

Equipment
Please be aware if you are using a projector in either the Commons or the Forum we recommend a minimum of 1500 lumens with a recommendation to use 2000 lumens or brighter if possible for the best quality.

Condition of Hall
User assumes responsibility for condition of hall. All spaces used must be left clean and orderly. Event coordinators are responsible for ensuring that their catering service (outside or in-house) picks up leftover food and equipment at the end of each event. All catering supplies must be removed from the room before the group leaves the room. Groups are responsible for trash removal. Groups should place garbage in dumpsters located on the northwest side of the building. If extra cleaning and/or maintenance is required as a result of noncompliance with this policy, an additional $50.00 plus $25.00/hour/person will be charged to the user for necessary clean-up.

Saturday, Sunday and Holiday Security
Events which are scheduled to occur any time on Saturdays, Sundays or Holidays, must use security personnel which we will provide. The cost for the use of security personnel is $25.00 per hour and will be billed at the time of your final billing. Security personnel will admit your guests to the building, which will remain locked at all times. Security personnel are not available to help with event set up or clean-up. They will have the keys to the room you are using, and they will inspect the room after you are finished.

Floor Plans

Commons (Room 308)

Commons Photo

Commons Floor Plan

• Capacity: 49
• Measurements: 1678 sq. ft.
• Facilities/Fixtures: 36 wood chairs, 4 42x96" wood conference tables, 3 couches, 4 upholstered chairs, 2 30x60" tables in front of the room and 1 motorized screen. Coat hanger is available.
• Wheelchair Accessibility: Yes
• Electrical Outlets: Yes; Please note - users must provide their own grounded extension cords.
• Lighting: Glass skylight; indirect overhead lighting
• Air Conditioning: No
• Food: Permitted within UW guidelines
• Smoking: No smoking and no candle burning
• Alcoholic Beverages: Sponsors must apply for a Banquet Permit to serve alcohol.
• Stage/Dance Floor: None
• Media Equipment: None installed in room - PA System equipment is highly recommended.
  • Equipment for groups not affiliated with the Evans School is available from Media Services at 206.543.9900. Sponsoring parties must make arrangement for extension cords and delivery and retrieval of AV equipment.
  • The room is very bright, so please be aware that if you are using a projector in either the Commons or the Forum we recommend 2000 lumens or brighter if possible for the best quality.
• Internet Connectivity: Network connections are available in the floor electrical boxes covered with the brass lids. A network card and cable are required.
• Telephone: No telephone in room. Conference phone connection available - contact Telecommunications at 206.221.5000.

Forum (Room 309)

Forum Photo

Forum Floor Plan

• Capacity: 49
• Measurements: 1678 sq. ft.
• Facilities/Fixtures: 49 wood chairs, 6 42x96" wood conference tables, 2 30x60" tables in front of the room and 1 motorized screen. Coat hanger is available.
• Wheelchair Accessibility: Yes
• Electrical Outlets: Yes; Please note - users must provide their own grounded extension cords.
• Lighting: Glass skylight; indirect overhead lighting
• Air Conditioning: No
• Food: Permitted within UW guidelines
• Smoking: No smoking and no candle burning
• Alcoholic Beverages: Sponsors must apply for a Banquet Permit to serve alcohol.
• Stage/Dance Floor: None
• Media Equipment: None installed in room - PA System equipment is highly recommended.
  • Equipment for groups not affiliated with the Evans School is available from Media Services at 206.543.9900. Sponsoring parties must make arrangement for extension cords and delivery and retrieval of AV equipment.
  • The room is very bright, so please be aware that if you are using a projector in either the Commons or the Forum we recommend 2000 lumens or brighter if possible for the best quality.
• Internet Connectivity: Network connections are available in the floor electrical boxes covered with the brass lids. A network card and cable are required.
• Telephone: No telephone in room. Conference phone connection available - contact Telecommunications at 206.221.5000.

Order Coffee and Food for Your Event

You can now order your coffee, bagels, sandwiches, and other food and drink items from Public Grounds, the Parrington Hall coffee shop run by UW Housing and Food Services.

Please call Public Grounds at 206.221.7051 to place your order; this can be done with a UW budget number. Please allow two days notice when ordering from Public Grounds for an event.

View a price list from Public Grounds.

RUUF Form

The RUUF form is only required if you are:

• An off-campus client (i.e. NOT making a reservation for a University of Washington school or department) OR
• Holding an event that is open to general public attendance OR
• Charging a fee of your audience to attend your event

This RUUF form requires that you obtain a sponsorship by a relevant University school, college, or department. Sponsorship of an event by an academic or administrative unit is not monetary. It implies that the unit is vouching for the event, and that professional judgment has been applied to the content of the program, the qualifications of the individuals conducting the event, and the manner of the presentation. It also implies that the event is consistent with the teaching, research, and/or public service mission of the University.

The RUUF form should be filled out at the online RUUF form page. It is important to know that, although your reservation is confirmed, no event can be held until the Use of University Facilities Committee has approved your request form. Also, event advertising is not allowed until your form has been approved, so we encourage you to act promptly in securing the necessary sponsor and signatures. Please call us if you would like suggestions for whom to contact regarding sponsoring your event.

Complete the RUUF form online.

Reserve a Room

Online Reservation Tools

When you are ready to make you reservation request, you will need to access the online reservation tools to either log into an existing account, or create a new account. From there you will be able to search for available reservation times, make reservations, update your profile, and review your reservation history. If you have already created an account and can't remember your username and password, click here to have them emailed to you. If you have any questions about this reservation system, please send them to evansres@u.washington.edu.

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