Meetings spaces at a glance:
MAX CAPACITY | A/V IN HOUSE | ||||||
30 | 21 | 5 | Data Projection Cart | Built in data projector | Large format collab. screen | Zoom room | |
GUG 305 | X | X | x | ||||
AERB 130 | X | X | X | x | |||
GUG 311 | X | X | |||||
GUG 316 | X | X | |||||
GUG 318 | X | X | |||||
AERB 241* | X | X | X | ||||
AERB 2 North | X | ||||||
AERB 2 South | X | ||||||
AERB 4 North | X | ||||||
AERB 4 South | X | ||||||
GUG 211D No TA/ Student meetings | X | X | X | ||||
GUIDELINES:
These processes are for departmental meetings and conference rooms only. For requests that involve classrooms (including GUG 204, 218, and 220), times and locations for exams, or any items involving the university time schedule contact the Academic Services Staff for assistance.
A&A faculty and staff (including TAs) may reserve spaces for meetings between 8am – 6pm weekdays except UW holidays.
Students (including RSOs) who would like to reserve a space must provide the name and contact information for a faculty or staff member who sponsors the reservation.
A&A students, faculty, and staff may use small collaboration spaces and GUG 305 on a drop-in basis as long as the space is not reserved. If a space is reserved, drop-ins must vacate the space once a reservation begins.
Requests for meetings will be accepted for the academic year only.
Meetings should not be longer than 2 hours each. Requests longer than 2 hours will require special approval. (Start with Kim)
A&A admin may approve special requests outside of these guidelines.
Single Bookings
New room reservations come into the aafrontdesk@uw.edu email from this google form: https://forms.gle/zgZPPhPk3GMHsTLT8
When a request comes in,
Verify that selected room is available in google calendar
Create an event
Enter the meeting title
Double check that the date is correct
Make sure the meeting length is no longer than 1.5 hours. If the requestor is requesting a longer meeting, get approval from Kim or Rachel first.
Double check that the correct room is selected.
Put the requestor’s name and email in the meeting notes and invite that person as a guest to that reservation.
Send a confirmation to the requestor as written below. If this is a student request, copy the faculty/staff sponsor.
SUBJECT: A&A Meeting Space CONFIRMATION
Dear XX,
This email is to notify you that a meeting space reservation has been made in your name.
Please check the following details to make sure everything is correct.
Meeting Name:
Date:
Time:
Room Reserved:
Should you need to cancel your meeting, please remember to notify the A&A Front Desk so others can use the space. Be sure to put "ROOM CANCELLATION" in the subject line.
Thank you!
A&A Front Desk (name)
If no room is available that meets the requestors needs, send the following message:
SUBJECT: A&A Meeting Space Request: SPACE NOT AVAILABLE
Dear XX,
We have processed your recent space request and unfortunately, we have no space available that meets your needs. <<ENTER THE SPECIFIC PROBLEM>>
If you have any flexibility with your meeting, please let me know and I can re-check our availability.
Thank you!
A&A Front Desk (name)
Recurring Bookings
New room reservations come into the aafrontdesk@uw.edu email from this google form:
https://forms.gle/zgZPPhPk3GMHsTLT8
*See instructions for Space Grant Suite AERB 241 below
When a request comes in,
Verify that selected room is available in google calendar
Create event
Enter the meeting title
Double check that ALL dates in the booking are available.
Make sure the meeting length is no longer than 1.5 hours. If the requestor is requesting a longer meeting, get approval from Kim or Rachel first.
Double check that the correct room is selected.
Add requestor as a guest
Put the requestor’s name and email in the meeting notes.
Send a confirmation to the requestor. If this is a student request, copy the faculty/staff sponsor.
SUBJECT: A&A Meeting Space CONFIRMATION
Dear XX,
This email is to notify you that a meeting space reservation has been made in your name.
Please check the following details to make sure everything is correct.
Meeting Name:
Date: <<list all dates>>
Time:
Room Reserved:
Should you need to cancel your meeting, please remember to notify the A&A Front Desk so others can use the space. Be sure to put "ROOM CANCELLATION" in the subject line.
Thank you!
A&A Front Desk (name)
If most of the dates are available and there are no other room options, send the following message:
SUBJECT: A&A Meeting Space INQUIRY
Dear XX,
I have reviewed your reservation request for <<enter request details>>. Unfortunately, all but <<enter date(s)not available>>. Would you like to move forward with the reservation without these dates? If not, please let me know if you would like to modify your request.
Thank you!
A&A Front Desk (name)
**If they decide to move forward with the recurring reservation without the dates that are unavailable, please note this in the reservation and attach a copy of the approval email to the reservation.