Smith Room, Suzzallo Library: Room Rental & Use Policy

Effective July 1, 2023: Budget Numbers and PCA codes will no longer be accepted. Must provide Cost Centers and Worktag information. Current reservations to be notified monthly.

Room	The Smith Room is a meeting space available for rent for official UW use only. It is available, to the University community, chargeable to a Cost Center and Worktag. The Smith Room is not equipped for interactive online/hybrid meetings (unless you bring your own technology). See photos at bottom of webpage.
Location	Suzzallo Library, 3rd Floor, Room 324 Suzzallo and Allen Library, 4000 15th Ave NE, Seattle, WA 98195
Hours	Autumn, Winter, Spring Quarters: Monday – Thursday, 9:00 am to 6:00 pm. Friday, 9:00 am to 5:00 pm Summer Quarter & Interim: Monday – Friday, 9:00 am to 5:00 pm. At no time shall rental functions occur past 6:00 pm (Monday through Thursday) or 5:00pm (Friday) during the regular school quarter. Not available for weekends and holidays.
Reservations	Reservations are required: To check on room availability, see the Smith Room Calendar. Note: System limitations only allow for viewing reservations a year in advance. To request a reservation, fill out our Online Form. Users will receive confirmation of reservation after the reservation request form has been reviewed by Libraries Facilities. Filming & Media: Contact University Film & Photography to request a reservation. Contact Libraries Facilities at 206-543-2009 or [email protected] if you have rental or reservation questions.
Rental fees	Standard rental fee is $75 an hour plus an hour on top for facilities set-up and teardown. All outside media filming & production room rentals are charged at $100 per hour, per room. Cost Center and Worktag information required as payment. Fees levied in half hour increments, with a 2-hour minimum charge, which includes a half hour on each side for Libraries Facilities room set-up and reset time. Additional fees charged for additional hours, your event setup and break down time, events over 8 hours, and any damages and overages. Caterers and/or rental agents must return promptly to clear room at end of event. Your rental time should be included with this rental. Overtime Fees Reservations that run beyond the contracted hours for staff and facility use will be billed at twice the regular hourly rate ($150 or $200 media fee) for the additional time used with a minimum charge of one (1) hour.
Cancellations	Requests to cancel your event must be submitted in writing to [email protected]. Accepted up to 24 hours prior to the event without charge. Failure to notify Libraries Facilities will result in rental fee (100%) being charged.
Capacity	Conference: Up to 36 attendees.* Lecture: Up to 50 attendees.* Reception: Up to 100 attendees.* *Varies according to set-up. See photos below for standard layout photos.
Furniture	9 wooden conference tables (6 ft). 24 wooden chairs. 12 lounge seats permanently located at perimeter of room. 1 free standing table (2 x 9 ft.) Provided by request: up to 30 white folding chairs. 2 folding tables.
Features	Coat Rack. Hardwired Ethernet Ports Wireless access via campus network. Request wireless access for non-UW guests via UW-IT-Connect. Provided by request: Podium with built-in microphone. Speaker attached with AUX cable available. Projection screen and stand (6 ft wide). Projector not provided, screen and stand only
Restrictions	Rice(uncooked), confetti, birdseed, glitter, silly string, or any other article that creates debris is prohibited. No smoking. No live music (instruments). No Barbecue cooking or propane tanks (chafing dish fuel cans permitted for food warming). Affixing anything to the books, walls, ceiling, lights, doors, columns, or windows is not allowed. Tape of any kind (including painters’ tape) is not allowed to be used on walls or furniture. Area outside of the Smith Room may not be used as a gathering or reception space. Welcome table permitted. Globe, long wooden table, and green soft seating (lounge seating) in alcoves not to be moved. Please close any windows/blinds you choose to open during your reservation. No balcony access. No admissions fees can be accepted. Selling books? Must go through UW Bookstore.
Accessibility	The Suzzallo/Allen Library has ADA access to and throughout the building. For specific disability accommodations, please contact the Disability Services Office to make arrangements and coordinate efforts with Libraries Facilities Staff
Acknowledgement	Note: There are several original wall murals in the Smith Room that depict relations between European explorers and settlers and Native Americans that celebrate what was seen in the 1930s as the triumph of western settlement and Manifest Destiny over the land and people who were here before.This view perpetuates a racist narrative and is not in line with modern scholarship or the values of the University of Washington or UW Libraries. Critical review of such depictions is required, and UW Libraries is currently working with stakeholders across the University to provide more context and commentary specific to these materials with a plan for more permanent and formal acknowledgement in this space and in our online records. A copy of this acknowledgement is posted in the room. Image: View of one panel of the mural located in the Smith Room, Suzzallo Library.

Use Policy

Catering

Please review the Covid-19 prevention guidance on eating spaces and food prior to arrival. Users are responsible for catering arrangements.
Users are responsible for catering arrangements.
Linens and other appropriate protection are required to prevent heat and water damage to tables.
Rental charges run until the room is cleared and locked.

Alcohol*

The Libraries is currently only accepting alcohol catered through any UW Catering Contracts with Bartending Services Only.

No purchased or self-service alcohol will be allowed at this time.*

Banquet permits are required to serve alcohol and must be posted on the premises during your event.
UUF & ASR Forms required to serve alcohol. See the Alcohol Permit Options from the Office of Special Programs.
Service is allowed during your rented event hours and must be consumed within your contracted time.
All alcohol must be consumed within your rented rooms, it is not allowed in the hallways or anywhere else inside the library.

Events open to the public

If your reservation is accepted and confirmed, and your event is open to the public (any non-UW), users must obtain UUF Sponsorship.

Equipment

Users must arrange for delivery, set-up, and retrieval of projector or any additional media equipment rented. Equipment must be removed promptly after the event.
No live music permitted.
Hand Sanitizer available in all entrances of the building and outside reservation doors.

Responsibility

Individuals reserving the room must schedule, plan and expedite all permits, reservations, audiovisual equipment rentals, catering services, and room preparation and restoration needs.
The cost of repairs to room, furniture, flooring, or equipment damaged during an event are the responsibility of the sponsoring department and will be charged to the provided budget number.
Ensure you have taken Steps to prepare for a safe and healthy event through EH&S Campus Event Safety Guidance.