Room reservations

Meetings spaces at a glance:

Guidelines

• These processes are for departmental meetings and conference rooms only. Requests involving classrooms (GUG 204, 218, and 220), times and locations for exams, or any items involving the UW Time Schedule can be directed to the Academic Services staff.

• A&A faculty and staff (including TAs) may reserve spaces for meetings between 8am – 6pm weekdays, except UW holidays. **

  • **Exception: GUG 211D may only be reserved 9am-5pm, when the front office is open. Anything outside of this requires the faculty’s written confirmation (email is fine) that they will be present for the entire meeting and are responsible for ensuring the front office is closed and locked when they leave.

• 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. (Check with Kim).

• A&A administration may approve special requests outside of these guidelines.

Bookings

New room reservations come into the aafrontdesk@uw.edu email from this Google Form: https://forms.gle/zgZPPhPk3GMHsTLT8

All responses to the form are automatically imported to the UW A&A Online Reservation spreadsheet.

When a request comes in:

1. Verify that the requested room, day, and time are available on the Google Calendar.

2. Create an event. Enter and double check the following:

   1. Meeting Title

   2. Date and Time

   3. Correct Room is selected

3. Put the requestor’s name and email in the meeting notes.

4. ‘Invite’ the requestor as a guest to the calendar event.

5. 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: [list all dates if recurring meeting]

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)

**For recurring bookings, 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.  

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