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UW Tower Conference Room Requirements & Guidelines
Conference rooms in the UW Tower are intended primarily for use by UW Tower occupants and are part of their paid rental agreement. Priority will be given to UW Tower occupants.
A rental use fee will be charged for non-occupant UW Tower groups.
Conference rooms are reserved on a first come, first serve basis. We currently make reservations one year in advance on a rolling schedule, however we realize an event may need to be scheduled over a year in advance to accommodate publishing and travel requirements. Bumping is very rare and is only done for the Board of Regents or the Office of the President.
Payments and Cancellations
Due to the restrictions of our revenue account, we cannot take personal checks, cash, or credit to pay for conference room rentals. Therefore, we require a UW Budget number for all reservations incurring a charge. We cannot make reservations for groups that are not associated or sponsored by the University. Tentative reservations may be placed on space at UW Tower, but a budget number must be received within one week before your event takes place or we will cancel your reservation.
We have a strict cancellation policy of three days before your event. Full charges will apply to all scheduled events that were not cancelled before this time frame. You will always receive a cancellation confirmation when you cancel your event.
When would rental rates apply to tenants?
For tenants, using conference space during business hours (Monday – Friday, 6:00 am-6:00 pm) is free. Tenants will be charged for any time after 6:00 pm. Everyone, including tenants, must pay for time reserved on holidays and weekends.
To Reserve a Conference Room
Please contact your Floor Coordinator with your conference rooms needs and they will secure one for you. You can also call 206-685-5648, email UW Tower Operations, or use the web-form found here:
UW Tower Room Reservation Form
Please, always provide the following information when attempting to schedule a conference room:
- Date of the reservation
Preferred room/floor location
- Name of the meeting
- Start Time
- End Time
- # of attendees
- Name and email of person requesting the room
- Name and email of contact person for reservation
Any Audio/Visual needs
Budget Number (for non-tenants and after-hours meetings)
- Required by our scheduling program
Conference room utilization
You may want to meet on the 22nd floor or in the Visitors’ Dining Room for each one of your meetings, but realistically, the schedule for those resources will fill up very quickly. We would prefer if you started off trying to reserve the room on your floor before moving to another location. If the room that you are specifically looking for is not available, or if the number of people in your party is not the right size for a room you may end up booked in a room more suitable. You also may have to travel throughout the building to get to your conference room. If you need help finding a room, please contact UW Tower Operations by emailing UW Tower Operations.
The number of people attending your meeting is very important information. This allows us to track conference room utilization, which lets us know how often the rooms need to be updated, how a room should be configured and whether or not we should build more conference rooms or classrooms. It also helps us find the best room to fit your needs.
Confirmations are automatically generated by the reservation system. If you make a reservation and you do not receive a confirmation, let us know and one will be sent to you. Confirmations help ease confusion and resolve conflicts about who has a room reserved and therefore can be very useful.
The automatically generated confirmations contain a link that would allow you to open and view your reservation in the system, but unless you are a Floor Coordinator you will not be allowed access into the scheduling system. We have a limited number of user seats available and cannot grant access to everyone. We apologize for this inconvenience.
Food in conference rooms
Food is not allowed in the Boardroom and Glass Conference Room; these rooms have exclusive furniture/finishes and are for presentations and business meetings. Please use a catering vendor if your event includes serving food; most catering vendors have the table linens, china and staff to clean up afterwards. A fee may apply for custodial services for large events involving food (100+ people). Food and drink are allowed in most of the conference rooms. If you do have food or drink in your meeting, please clean up the room afterwards. Make sure that all items end up in the trash and no food is left out on tables. It is your responsibility to return the room to the state in which you found it. We recommend that any food-oriented events be held on the 4th floor/Mezzanine near the dining facilities.
Conference Room Supplies/AV Equipment
All portable data projectors, projection screens, flipchart easels w/paper, portable whiteboards, laser pointers, etc are available at no cost. Please request these items when you place your request for a conference room.
Access to the facility
During business hours, access for UW employees is a breeze – as long as you have your Husky Card. Husky cards can be swiped at the turn stile for easy access. Anyone not associated with the UW or coming in after-hours must check in with Security in the Main Lobby.
To speed the check in process for large events, provide Security with a guest list by emailing it to UW Tower Security.
If you have any questions about these procedures or about conference room reservations in general, please contact the UW Operations team by emailing UW Tower Operations or calling 206-685-5648. Thank you!
UW Tower Communications Coordinator