Reservation and general building policies

Any major event reservation occupying a combination of major spaces and/or multiple meeting rooms spanning more than one consecutive day, requiring extraordinary planning (donor events, campus-wide events, large conferences, etc.), an event approved after business hours, or an event requiring more than typical support from either the IEB building coordinator and/or IEB student associates.

Weekly or alternate week assignments of space in each quarter. Series reservations are most often used by groups desiring a regularly scheduled meeting within the IEB.

Any small meeting/study space, hotel office/desk, reservation in any IEB meeting rooms on a single day not requiring support.

May be canceled up to six weeks before the event start date without any charges.

May be canceled two weeks in advance without any charges being incurred. Anyone or group canceling a reservation less than two weeks in advance will be responsible for the full rate, excluding cleaning/maintenance fees.

Students, staff, and faculty holding a reservation under the free use policy may cancel any reservation up to two hours prior to the start time. Three “no-shows” in one quarter can result in the immediate cancellation of remaining free reservations during the quarter.

Any reservations rescheduled beyond the cancellation deadline will be charged the initial deadline cancellation rate for the original book.

• During business hours: notify IEB staff as soon as it is safe to do so. 
• After business hours: email iebevents@uw.edu and iebinfo@uw.edu with a report.

Follow all posted evacuation routes and signage in case of fire/emergency.

• During business hours: follow directions from evacuation wardens.
• After business hours: follow signs and call 911.

In case of an emergency, such as an active invader and/or chemical spill, the use of the lockdown buttons in the room you are in should be activated. Lift the lid and press the red lockdown button.

This will deactivate CAAMS/tap access reader to prevent anyone else from entering the room with tap access cards. Call 911.

• All use of meeting rooms, event spaces, or common areas must be reserved through the proper system.
• Unauthorized users may be asked to leave and/or have their reservation privileges revoked.
• Meeting and event spaces are a shared resource. Repeated cancellations, no-shows, misuse of reserved time/space may result in a warning and/or loss of access to reserve space.
• Furniture in meeting rooms, study spaces, and hotel offices must remain as-is. 
• Furniture in conference rooms and open areas require prior approval for rearranging. After an event/reservation, all furniture must be returned to its original or standard configuration by the reservation holder.
• Reservations that span 25 or more consecutive business days will require prior approval.

• No food or open beverages are allowed in small meeting rooms or study spaces.
• All guests are responsible for cleaning up after their events and any use of shared rooms. Three violations per quarter may result in loss of reservation privileges for individuals or groups.
• For events that include food or beverages, special event waste bins must be requested from UW Facilities.

• Staying overnight in IEB is strictly prohibited. This includes sleeping, camping, or remaining in the building after hours without authorization.
• Skateboarding, rollerblading, ball games, or similar recreational activities are strictly prohibited on patios, walkways, or near glass windows and doors. These pose a safety risk and may result in charges for any damage.
• Any behavior that endangers others, damages the facility, or interferes with operations is prohibited. This includes unauthorized filming, soliciting, or accessing restricted areas.
• The University of Washington is a smoke-free campus. Smoking and vaping are prohibited anywhere in or near the building.

• Only pre-approved cords with anti-trip coverings may be used in aisles of open study spaces. 
• Unauthorized use of electrical equipment may result in removal or liability.

• Signage requests must be submitted to the Floor 1 front desk for approval.
• No signage, posters, or flyers may be taped or tacked to walls, doors, or windows without permission. 
• Damage from adhesives, tacks, or tape will result in charges to the responsible party.

• Event organizers are liable for any damage to IEB property, including furniture, fixtures, equipment, and technology.
• Items left behind are not the responsibility of IEB. To inquire about lost items, contact iebinfo@uw.edu.

• Reservations are limited to current UW College of Engineering (CoE) students, faculty, and staff with a valid UW NetID.
• Priority is given to College of Engineering departments and Engineering Student Organizations (ESO). 
• Off-campus clients and personal events not affiliated with the College of Engineering are not permitted at the time.

• All requests must be submitted through mymazevo.com, and users must sign in with their UW NetID.
• Requests for general events (10+ participants) must be submitted at least two weeks in advance. 
• Study or meeting room reservations are limited to 3 hours per day per individual and may be made up to two weeks in advance.
• Reservations are non-transferable and may not be made on behalf of others.

• If a reserved study room or meeting space is no longer needed, users must cancel their request through Mazevo. We ask that this be done sooner than later in order to let other students reserve and use the facilities.
• If a reserved space, such as an IEB event space, IEB classroom, or IEB conference room is no longer needed, users must cancel their request through Mazevo and notify the IEB Events team at iebevents@uw.edu.

• All users must adhere to UW policies, safety guidelines, and building regulations.
• Food and beverages are not permitted in study or meeting rooms. Exceptions for catered events must be approved by IEB Event Services in advance.
• Furniture must remain in its standard layout unless prior approval is granted by IEB Event Services. Unauthorized reconfiguration that causes damage to the space may result in additional fees.
• Users are responsible for leaving the space in a clean and orderly condition. All trash and personal belongings must be removed at the end of the reservation. Should any belongings be left behind, users may go to the front desk on floor 1 to check if their items have been dropped off to the IEB Lost & Found.

• Only equipment listed as available in each space may be used.
• AV, technology, and furniture setups outside of the standard configuration may incur additional charges.
• Users are financially responsible for any damage, loss, or theft of IEB property and equipment during their reservation.

• Rates for reservable spaces and event services are published under IEB Rates. 
• Fees must be paid in accordance with the University of Washington billing policies.
• Non-payment may result in cancellation of reservations.

• The College of Engineering and University of Washington are not responsible for personal items left unattended in IEB spaces.
• Event sponsors assume full responsibility for the safety and conduct of attendees.
• Any violation of UW or IEB policies may result in denial of future reservation privileges and/or referral to the appropriate University office.

For questions or assistance regarding reservations, contact iebevents@uw.edu.