FAQs

Typically, courses (regular meetings with course prefix and number, i.e., NURS 555) receive the first priority in room scheduling. After courses have been scheduled, non-course reservations are made on a first-come, first-serve basis. Our goal is to maximize room use efficiency for everyone.

Due to the high volume of requests processed, we unfortunately cannot guarantee that the same room will be available for multiple date events. Classroom Services does understand the importance of consistent rooms and will provide the best available options.

First, please review the Key Checkout policy webpage to check if it applies to your reserved room.

• Events in South Campus Center or Foege-S building – all rooms are kept unlocked.
• Events in the Health Sciences building – all rooms are kept unlocked except I132, T365, and T480**.

**Keys for these rooms can be checked out from Building Management in HST T283 during their office hours, 8 a.m.-4:30 p.m., Monday-Friday.

Food is not permitted inside of classrooms within the Health Sciences Building. Light meals and snacks may be set up outside of lecture halls, but food service is otherwise restricted to the locations listed in our Food & Beverage Service policies.

You will need a UW NetID to connect to the wireless internet. Guests at the UW who do not have a UW NetID, may get visitor access. Review the UW-IT WiFi Wireless service webpage for additional details.

• In the Health Sciences Building, please contact Building Management at 206-685-0143 or stop by their office in HST T283.
• Please remember that I132 and T480 are always kept locked, so you must pick up a key from Building Management prior to your event.
• Lockouts for events held after business hours can be directed to Health Sciences Security via UW Police Dispatch at 206-685-8973.

Reservation requests are processed on a quarterly basis and in the order received. Courses receive first priority in general assignment rooms like classrooms, lecture halls, and labs. As such, these spaces are not available for reservations until the courses for the quarter have been scheduled and corrected.

To see current reservation timelines and submission dates, please check the Room Scheduling Times section of our Policies.

Anyone with a UW NetID can use 25Live to see the availability of spaces which can be reserved through Classroom Services by entering the name of a specific room into the Location search bar.

You can also make use of several Pre-Defined Searches to see the availability of multiple rooms at the same time. The UWS – HSB – General Assignment and UWS – HSB – Special Event Spaces public searches will allow you to look through our General Assignment and Event spaces respectively.

The exterior entrances to the Health Sciences, Foege, and South Campus Center buildings are kept locked at all hours, but can be accessed via Husky Card by all UW students, faculty, and staff.

If you plan on having non-UW individuals in attendance, you must fill out a Use of University Facilities (UUF) form before the scheduled date of your event. After the form is submitted, Building Management will schedule the exterior building doors to be unlocked for one hour before and one hour after the start time of the event.

Individual classrooms and lecture halls are not typically locked.

Additional information about door unlocks for events can be found on the Building Management website.

Sign standards can be requested through the CRS Request Wizard and placed in public spaces within the Health Sciences buildings, such as the examples listed below:

• Health Sciences Lobby (C-300)
• T-wing fourth floor overpass (near the cafe)
• E-Court Entrance (Across from the S Parking Lot, near E-Court Cafe)
• I-wing Rotunda
• Health Sciences Education Building Main Lobby
• Health Sciences Education Building West Entrance
• South Campus Center third floor lobby
• South Campus Center second floor lobby
• Foege North Lobby
• Foege South Lobby

Directional signage, such as printed signs to help guide attendees to your room, can be put up in the hallways of the Health Sciences buildings within 24 hours of the start time of your reservation. These signs can only be placed using painter’s tape, not masking tape or other similar adhesive tapes, and must be taken down and disposed of within 24 hours of the conclusion of your event. Failing to remove event-related signage may result in a clean-up fee being applied to your reservation.

Our office provides event support between the hours of 8 a.m.-5 p.m., during which time we will do our best to resolve any issues you may experience. To reach our office, please call us at 206-543-6729 or send an email to crshelp@uw.edu for less immediate issues.

If you are having issues accessing the building outside of our office hours, please call the UW Police Department using their Non-Emergency line at 206-685-8973. A security guard is regularly on patrol from 12 p.m.-8 p.m., Monday-Friday, and 8 p.m.-6 a.m. every day.

All of the spaces managed by Classroom Services are regularly cleaned by our Custodial team. If you would like to schedule additional cleaning of the space before or during your event, you may submit a request to UW Facilities via their website or by contacting them directly at 206-685-1900 or careteam@uw.edu.

Equipment reserved through our office is intended for use within the Health Sciences, Foege, and South Campus Center buildings and cannot be taken off campus. However, rented equipment picked up from our office may be used in the UW Medical Center.

Many of our classrooms, lecture halls, and event spaces come equipped with microphones, which can normally be found in the locked podium at the front of the room. To access the microphones, please visit our office in the Magnuson Health Sciences building, Room T291, and sign out a podium key before the start of your event.

Most users do not require access to the projection booth as lecture halls are designed to be used from the front of the room. Inputs and controls for projection and audio are located at the front podium.

Because of the technical equipment in projection booths, access is determined on a case by case basis. If you feel you will need access to the projection system equipment located in the booth, please contact our office at crshelp@uw.edu at least two weeks prior to your event and we will work with you to determine if booth access is required, and issue you a booth access code if necessary.

Booth access codes are unique and should not be shared with anyone else.

Event containers for garbage and recycling are required for all events serving food or beverages and may be ordered through the Request Wizard. Customers are responsible for disposing of leftover materials, signage, food waste, etc. in the provided receptacles.

Items that do not fit in the provided receptacles must be taken off-site by customers or taken to the nearest loading dock and disposed of in the large waste bins found there. Customers may not dispose of waste in any other area outside of the provided event waste containers.

Worktags are the primary payment method used by departments for internal reservations and events. Before your reservation can be finalized and confirmed, two types of worktags must be provided for billing to be processed correctly, a Company Worktag and a Driver Worktag. Additional optional worktags may be provided as well.

If you are uncertain which worktags should be used, please contact your financial team for assistance.

Upon making the reservation, you will receive a confirmation email containing a list of important policies to keep in mind when preparing for your event. Attached to this email is an Event Confirmation document which contains a full, itemized breakdown of your event, including the cost of each individual item and a grand total for the entire reservation.

Please note that the individual costs and grand total listed are considered estimates and are subject to change. This document is a summary of your reservation, not a final invoice.

Billing is handled on a monthly basis; you will not be charged for your reservation until the following month after the reservation has occurred. For example, if your reservation takes place in August, you will not be charged or receive an invoice until September.

Internal payments made using worktags are automatically charged through Workday within two weeks of the start of the month. Both the invoice itself and the total amount charged can be viewed via your Workday account.

If you plan to make a payment using a credit or debit card, you will instead receive your final invoice via email within two weeks of the start of the month, as well as a payment link which can be used to make your payment online.

Classroom Services has a number of assisted listening devices (ALD) available for student use, which can be checked out from our office at any time. These ALD connect directly to the equipment already in our classrooms and act as a speaker in the student’s ear to better hear their instructor during class meetings.

Additionally, our classrooms and lecture halls contain accessible desks and chairs for student use. If additional accommodations are required, students and instructors can contact Disability Resources for Students and submit a request for the quarter.

Please contact our office directly via email at crshelp@uw.edu or phone 206-543-6729. We will reach out to the DRS unit and see that your furniture is quickly replaced.